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How ConnectKey Technology Will Keep your Data Safe , GDM Xerox

How ConnectKey Technology Will Keep your Data Safe

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As more data goes digital, cyber thefts are on the rise. Did you know that the office multifunction printer is often a weak point in network security? Unprotected, an MFP can allow hackers access to the sensitive data stored on it’s hard drive and elsewhere in your network. However, with Xerox’s ConnectKey technology your data remains secure with several layers of protections. Here’s how:

Prevention against Intrusion

Hacking threats can come from both external criminals and internal employees. ConnectKey works to protect you from both with user authentication and transaction logging. No one is allowed to access your ConnectKey-enabled MFP without proper credentials, and once logged on every action is recorded. Any detected attempts to install malicious files are rejected by the ConnectKey software.

Detection and Notification

Though the ConnectKey software is an effective means of blocking intrusions, your Xerox MFP is also equipped with McAfee solutions that can detect any attempts to install malicious software or other suspicious activities. A report is automatically generated and immediately sent to your contact person to alert them so further actions can be taken to protect your network.

Encryption

If despite other security measures your information is intercepted, Xerox still has you covered. All data travelling to or from your MFP is encrypted, making it useless to hackers. This makes sure your data is safe both within and outside your network.

Pull Printing

Documents are an easy target for theft if you leave them sitting on the print tray. To prevent this, Xerox ConnectKey-enabled MFPs are equipped for pull printing, delaying the printing of a job until the user enters an authentication code at the print device. This eliminates any sensitive data remaining unclaimed at the printer. Combined with the audit trails that are created, this helps keep your data safe.

In today’s world, security has to be at the top of your company’s priority list. Xerox makes this easy with their exclusive ConnectKey software. With multiple levels of protection, Xerox protects your data throughout the print process, and helps keep hackers out of your network.

If you’d like to learn more about Xerox technology, and how it can keep your data safe, contact us today and we’ll be happy to answer any questions you may have!

Do you know how secure the printers are in your office? Take our quick assessment to see if your office printers may be putting you at risk and qualify for a chance to win 1 of 3 Google Assistants!

Printer Security Assessment

 

Overcoming Workplace Procrastination, GDM

Overcoming Workplace Procrastination

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It’s happened to all of us… that big project deadline is looming and you’ve got a list of work that needs to get done. But it’s just not working for you. Maybe you’re lacking focus, or mental energy. Maybe you get started only to find distractions everywhere.

We all do it. Procrastination is a common affliction. Fortunately, there are some simple ways to beat it and get the job done on time! Here are a few ideas to help get you started:

• Find Your Focus – The best way to beat procrastination is to know your peak work times. Working on a project when you’re naturally most productive and focused is the best way to get your work done. ,Avoid setting meetings and stay away from distractions during your peak productive periods. Stay in focus and go with the flow to get the job done!

• Avoid Multitasking – It’s a myth! You can’t do two things at once well. Turning your brain on and off of a task is mentally exhausting. The best approach is to break complex tasks into simple manageable steps. Pick one and work on it until it’s complete without interruptions or distractions. Focus on each small task instead of the overall project.

• Practice Discipline and Develop Routines – Sometimes your workload can seem overwhelming, especially with a big deadline on the horizon. To avoid procrastination, develop healthy routines and practice discipline. Manage your time and don’t forget to delegate. When you do delegate, make time to follow up!

• Make Boring Tasks Fun! – When you’re creative, sometimes simple tasks can seem boring. Unfortunately, they need to get done. Consider making it a game. Set a time limit for each task and then try to beat it. When you do, give yourself a reward.

• Pick Your Top Three Priorities Each Morning – Choose your top three tasks every morning and do them first. By making your top three tasks a priority, you’ll get them done everyday.

Procrastination can be beaten! Start with these tips and add a little time management and you’ll eliminate procrastination from your work day. Delegate whenever possible. Prioritize your top three tasks and break big jobs down into smaller manageable pieces and focus. In the end, you’ll find yourself more productive than you’ve ever been.

4 Reasons Why Your Business Needs to Move to the Cloud, GDM

4 Reasons Why Your Business Needs to Move to the Cloud

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A simple definition for cloud computing is using the Internet to store and access data and software versus relying on your computer’s hard drive to access this information. As you can imagine, the benefits that the cloud provides can allow you to enhance the way that your business operates.

Here are several key ways that cloud computing will allow you to take your business to the next level:

  1. Provides Cost Savings – Prudent business owners are always looking for ways to trim costs. Since you’ll no longer need servers when moving to the cloud, you can eliminate the maintenance costs, staffing costs, replacement costs, and infrastructure costs associated with having servers. Further, cost savings can be realized by taking advantage of a “pay as you go” cloud services model, which will ensure that you never pay for more than you need.
  1. Evolves with Your Business – A common concern for SMB owners is if they’ll have enough computing power and capacity to support the needs of their business. The cloud alleviates this concern as it’s designed to expand as your company’s needs evolve, allowing you to focus on growing your business.
  1. Improves Accessibility  – By definition, files and software stored on the cloud are accessed via the Internet, making this critical information accessible from any location which is key to improving productivity and collaboration, especially if your organization has employees that work remotely.
  1. Strengthens Security – Security is hot topic among business owners, and the cloud can help to strengthen security for your organization in two ways. First, since the cloud serves as the ultimate backup system with multiple backups and redundancies built into its data system, moving to the cloud will minimize your risk of hardware failure and file loss. Second, cloud users benefit from having a team of security professionals that stay up-to-date on the latest threat environment to keep data safe from hackers and malicious cybercriminals.

The way you store your data matters more now than ever before, and cloud computing can provide you with a secure solution while also reducing costs and improving productivity. At GDM we not only understand all that the cloud entails, but we know how it can help your business. Contact us to learn how we can help.

Electronic Document Management: The Benefits!

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Today, more and more companies are turning to digital document management and process automation to control costs and better manage increasing amounts of information. With greater regulations and more compliance issues along with due dates, reports, and audits, managing paper information is more challenging than ever. Companies are often facing the challenge of managing more information with fewer employees. That can mean more lost documents, more employee time spent on meeting compliance needs and bottlenecks. It’s becoming the new normal.

But it doesn’t have to be that way.

Document management software and business process automation addresses these issues. Here are some of the benefits of deploying a digital document management solution!

  1. Document Availability – When paper is transitioned to digital format, access is guaranteed 24/7. Documents can be easily searched, quickly recovered and less likely to be misfiled.
  2. Manage Re-Certification and Track Due Dates – With date tracking abilities, you’ll never miss another due date. Re-certifications can happen automatically with no spread sheets or paper files.
  3. Eliminate Redundancy – With a digital document management system, workflows and document management integrate seamlessly into existing software. That means no more duplicate entries, eliminating redundant data entry.
  4. Reliable Document Routing and Tracking – Documents can be automatically set-up to go through a pre-planned approval process. Notifications can be sent automatically to the appropriate party when they need to take action. Document edits and updates can be automatically tracked with version control.
  5. Better Organization – Keep tasks organized and in-view. Nothing drops off the radar. Because notifications are automatically delivered via email or pop-ups, you’ll eliminate the need for post-it-notes, whiteboards and the effects of memory lapses.
  6. Keep the Audit Process Stress Free – When compliance is an issue, record keeping takes on greater importance. When documents can be viewed, tracked and accessible 24/7 information is easier to compile and due dates are manageable. Audits become easier and more efficient.
  7. Grow Your Business While Reducing Your Costs – Reducing human error, improving communication, and automating processes can improve productivity, reduce lost time, and cut costs. It also means better customer service.

The fact is, managing documents digitally and automating processes means easier access and management of documents when you need it the most. With benefits like these, switching to a digital document management solution is a smart business decision! Contact us today to learn more!

 

 

Protect Your Business From Cyberattack

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No matter what the size of your business, you need to include cyber security in your business toolkit. Forty-three percent of cyberattacks target small businesses and the threats, techniques and tactics are changing as fast as online technology.

Here are seven types of cyber attacks criminals are using against small businesses today:

  1. Denial of Service (DOS) – Attackers overwhelm your network using multiple hijacked computers to overload your system and shut it down. The best way to prevent these types of attacks is to monitor unusual traffic patterns using analytics and keep your security software updated.
  2. Insider Attack – Some of the worst breaches occur when past employees decide to misuse data access and information you’ve left in place. When people leave your company be sure to terminate their network access.
  3. Malware – Malware is malicious software that lurks online looking to gain access to your system. Malware includes viruses, Trojan Horses worms, and other attacks like ransomware. Antivirus software and never opening unknown emails is the way to avoid problems.
  4. Password Attacks – Strong passwords are important. Birthdays and “1234” are not solid passwords. Password attacks are so common, the last three cyberattacks are all password related.
  5. The Brute Force Attack – Modern day hackers use software that runs different common passwords until one clicks. If your attackers has an employee list they’ll start there and work down the list until they gain access.
  6. The Dictionary Attack – Pretty much the same as a brute force attack, but with a different focus. A dictionary attack gets its name because it attempts to defeat an authentication mechanism by systematically entering each word in the dictionary as a password.
  7. Key Logger Attack – Hackers use software capable of tracking every keystroke. If you’ve ever logged into a portal using a username and password, you’re vulnerable. Use multi-factor authentication to slow hackers down. Access codes can add protection.

Security is a need for every business. Taking simple precautions to thwart attacks can help keep your network safe. Be aware of the risks and stay diligent to protect your network from attack!

How secure are the printers on your network? Take our printer assessment and find out!  You could win one of three Google Assistants!

How Attract and Retain Talented Millennials

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Millennials aren’t like any generation that’s come before them. Money is not their motivation. They seek to work for companies that they can believe in and offer them the flexibility to work their way. They are really looking for a work/life balance in their lives.

If you’re having trouble attracting and retaining millennials for your team, read on. Here are four ways to meet their needs and reap the benefits.

  1.  Think Flexibility – Those born between 1980 and 2000 are mostly looking for flexibility in the workplace. They’re seeking a good work/life balance and value their  happiness more than money.They are technically proficient device-driven people, but seek an open creative social environment. They’re not interested in cubicle dwelling. If a task is clearly outlined and has a hard deadline, they want the freedom to do it their way, in the style and location they choose. To keep them happy, focus less on the time clock and more on the final result.
  2. They Seek Personal and Professional Development – When it comes to their personal careers, they seek personal development even more than flexibility. They want challenging work and are eager to advance…quickly. The average time on the job for Boomers is 7 years, Gen-Xers is 5 years and Millennials just 2! They will not hesitate to leave if they feel they’re not receiving substantial personal development.
  3. Be a Mentor, Not a Manager – Millennials aren’t interested in over or under management. The right balance gives them the freedom to express themselves, even when they’re bored, and it gives them the mentorship they seek. Studies have shown that millennials who are mentored rather than managed have a 23 percent higher retention rate.
  4. Tangible Opportunities for Growth and Advancement – Millennials want to be challenged and when they meet those challenges, promoted. If they don’t feel that their work is being recognized and working towards advancement, they will get frustrated.

If you want to retain talented millennials, find ways to acknowledge their contribution and reward their talent. Adding additional titles or levels, and creating rotational assignments can help structure momentum into their careers and keep them on your team, happy and productive.

4 Ways Your Scanner Can Help You Reduce Costs

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To remain competitive today requires searching for all the possible ways to cut costs and increase productivity. One area that is often overlooked, yet can yield significant savings is the print environment. Is your business still reliant on paper workflows? Using your scanner can cut print and consumables costs, make documents more secure and easier to share, making collaboration a breeze!

A recent survey by IDC found that 21.3% of productivity losses can be traced back to using paper in the office. Everything from finding information to sharing and document storage can impact your team’s productivity.

Here are four tips to improve your productivity and cut costs just by using your office scanner!

  1. Scan Safely – Multifunction printers (MFPs) equipped with Xerox ConnectKey technology provide end-to-end scanning encryption. ConnectKey can also encrypt and password protect data using the Scan to Email app. External email is encrypted between MFPs and externally hosted servers with ConnectKey.
  2. Scan to Email – Scan to Email allows you to scan a document directly to email and send it to the recipient in one easy step. The recipient can open, view and save any document. This process uses protocols like SecurePDF to keep your data safe from prying eyes!
  3. Mobile Scanning – The Xerox Mobile Link app allows you to scan or fax directly from any device. By connecting with Xerox ConnectKey enabled MFPs, you can send documents to the cloud and print from the cloud, Additional options let you scan or print directly without the need to connect to any network.
  4. Scan Documents for Easy Collaboration and Sharing – Studies have shown that document recovery can eat up office time with professionals spending up to 50% of their time searching for information, taking an average of 18 minutes per incident! ConnectKey-enabled devices using Optical Character Recognition (OCR) software can create searchable, editable documents that are only a mouse click away and can be centrally stored. This alone can simplify workflows saving time and money.

Your ConnectKey-equipped MFP scanner can save your team time, lower your costs and increase productivity. With ConnectKey you can digitize files that are easily searchable, sharable, and can be stored on the cloud for easy access 24/7 on any device, from anywhere at any time!

Download our free ebook 5 Tips to a Greener Office with more tips to help you reduce paper use in your office.

 

How Mobile Print Can Benefit Your Business

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Mobile devices are a part of modern business. No longer tied to the office, mobile devices allow your employees to do work at home, at a job site, or while travelling. However, if you do not have a mobile print strategy, you may be missing out on the full benefits of mobile technology.

“92% of workers want to be able to print from a mobile device.”

Mobile Printing

92% of workers want to be able to print from a mobile device. If your business depends on printed documents as part of the workflow, employees who are not able to print cannot reach their full productivity potential when out of the office. Mobile printing, using cloud-based technology and security measures, allows your employees to print from their smartphones and tablets, keeping your business running smoothly and efficiently no matter where your employees are located.

Mobile Print Security

While mobile printing should be user-friendly, you need a strategy to implement mobile printing safely and securely. User authentication and encryption can help keep your data secure. Developing a strategy can give you full control over what documents are printed and shared and help unify the printing rules across the company and for all devices.

The Benefits of Mobile Print

Mobile printing provides a number of benefits to your company, especially if you have employees who are frequently working out of the office. It provides your employees with the necessary means to be fully productive wherever they are. This convenience helps your employees get their jobs done more efficiently, and reduces unnecessary downtime in your workflow, ultimately saving you money.

A mobile print strategy will also reduce the workload on your IT staff. A cohesive strategy will allow users to easily print from their devices, without needing IT to help with setup and other connectivity issues. Your IT team can then return to other more critical tasks, while your network security is protected by the means established in your print strategy.

As many as 86% of SMBs do not have a mobile print strategy and are missing out on the benefits mobile print can provide. Mobile devices are the present and the future of business. Integrating them into your business plan via a mobile print strategy can enhance your productivity and security.

Tips for Choosing the Right Managed IT Services Provider

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Today, as we’ve all come to rely on more and more technology in our businesses, Managed IT Services is one of the fastest growing sectors in the tech landscape. From the cloud to tablets, smartphones and mobile printing, businesses in almost every sector are spending more and more time managing technology.

Managed IT Services can help businesses to manage and control everything from IT security to data management, 24/7 system monitoring and a variety of other business IT services. A Managed IT Services provider can help your business to operate more efficiently and sustain your business operation at all times.

A Managed IT Services provider can give your company access to remote monitoring, help desk support, infrastructure management, on-site support and more, keeping your business safe, secure and your technology updated. If you’re choosing a Managed IT Services provider, here are some things to keep in mind:

  • The right provider will ask you the right questions about your business – They’ll want to know exactly what you need, from your cloud provider, to specific technology to run your business. They will want to know about your workflows and your requirements for data management. The right provider will ask YOU the right questions.
  • Make sure your Managed IT Services provider offers 24/7/365 remote monitoring. – A good MSP provider will have a dedicated monitoring system that can identify problems before they shut you down. Choose a provider that offers all levels of monitoring including servers, your complete network, all workstations, devices, firewalls, switches and routers.
  • The right provider will offer 24-hour support, as well as remote and onsite support – This is a must. You should be able to speak with a live IT tech at any time to correct any issue. The right provider will offer immediate remote service as well as onsite visits if a problem warrants a service call.
  • Make sure they understand your industry – A knowledgeable provider will completely understand the tech requirements of your industry. They will make recommendations beyond hardware and will help improve workflow, training and software. Make sure they are fluent in your industry’s specific needs.

Want to learn more? Give us a call and let us show you how outsourcing your IT can free your time to grow your business!

Have you played our Documents in Jeopardy gameshow yet?  Test your document knowledge and you could win an iPad Pro!

 

Are You Making These Common Social Media Mistakes?

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Social media engagement done correctly is a great marketing tool. Social media is about informing, educating or entertaining your readers. Far too many businesses spend too much time selling and not enough time engaging with readers on their social media accounts.

Here are some common mistakes you may be making online, along with effective ways to adjust your approach!

  1. Spreading Yourself Too Thin – Building a presence on social media takes time, focus and effort. You should be  consistent in your messaging and engage with people by sharing important information that can help you stand out from your competitors. It’s hard enough doing this on a single platform let alone two, or five, or ten! Understand your market and direct your engagement to the one or two social channels that are relevant to your target demographic.
  2. Selling Not Telling – The hard sell is so over! Social media users are savvy consumers who can see a hard sell coming. The key to social relevance is informing, entertaining or educating your readers. Address your reader’s pain points in an informative way and offer solutions. You’ll build trust, gain thought leadership, and increase your brand awareness. Build relationships, don’t sell!
  3. Posting Too Little – Social media success relies on consistency of message and regular engagement, If you are only posting sporadically you will get lost in the sea of users. Develop a regular publishing schedule to show dependability and consistency in your messaging.
  4. Ignoring Negative Comments – Negative communication happens. Ignoring or deleting negative comments is a big mistake. Always respond with empathy, listen to what your reader has to say with an open mind, and converse in an honest way. Social media is about building relationships. Always respond!
  5. Make Sure to Measure – The only way you can know if your message is effective is to look at the numbers. Follow relevant metrics! Many on social media have no idea how it’s working (or not working) for them. Metrics can tell you. Track page hits, social shares, brand mentions, engagement through comments, page views and clickthroughs.

Using best practices can help you to establish thought leadership, build relationships and increase sales. Be honest, offer solutions and address your readers’ needs. When done correctly, social media can help you grow your business.

Have you played our Documents in Jeopardy gameshow yet?  Test your document knowledge and you could win an iPad PRO!