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Help Your Business Succeed With Document Management | GDM Xerox

Help Your Business Succeed With Document Management

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Businesses of all shapes and sizes handle documents on a daily basis, whether for invoicing, client records or communications. When you consider how much time and energy goes into the creation, copying, sharing, and usage of each document, the need for a reliable document management system becomes clear. Unmanaged documents can negatively impact your business and wind up costing you in lost revenue and productivity, but Xerox can help get you back on track, with ConnectKey-enabled MFPs and apps designed to make the process of document management secure and easy.

What is Document Management?

Document management is the capture, storage, and retrieval of hardcopy and electronic documents. Combined with document management software, Xerox ConnectKey-enabled MFPs provide employees with the tools and solutions they need to effectively scan, digitize and access documents using secure encryption and passwords to enhance workflow and increase productivity.

Document Management Tips

A successful document management system begins with a comprehensive print assessment to determine the actual cost of printing within your organization. A survey conducted by Xerox found that nearly 97 percent of businesses don’t know how much they spend on printing each year, and over 80 percent plan to take the necessary steps toward a more organized document environment. Tips include:

  • Implement Printing Guidelines –  Xerox ConnectKey-enabled MFPs allow you to set restrictions by the individual user, department, document type or time of day, and alert you when supplies are running low to eliminate unnecessary downtime.
  • Scan to the Cloud – Hardcopy documents can be difficult and costly to store while being at risk of physical theft or damage. ConnectKey apps allow you to scan these documents to cloud-based services with the touch of a button, including Dropbox, OneDrive, Office 365, and Google Drive.
  • Increase Mobility – Today’s workforce is on the move, thanks to wireless technology which allows employees to keep in touch with clients and colleagues whether at home, in the office or on the road. Xerox Mobile Link is an app that lets you scan, print, or fax from your mobile device by connecting with any Xerox MFP.

Contact us today to learn more about Xerox ConnectKey document management solutions and apps.

How ConnectKey Apps Can Help Your Small Business Grow | GDM Groupe

How ConnectKey Apps Can Help Your Small Business Grow

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Today, apps are changing the way we live, do business and interact with the world. From helping us to find the perfect restaurant to managing our banking, delivering movies and TV shows to the palm of our hand, and connecting us with family and friends. If you look hard enough, there’s an app for that!

Xerox has harnessed the power of apps for the office with their ConnectKey-enabled family of printers and MFPs. ConnectKey gives you the power to enable remote teams, simplify your business workflows, translate documents and more, all with the click of a button.

Today, there’s a common misconception that this power is only available for big business. The truth is, even the smallest office can benefit from the power of ConnectKey.

Apps for the Digital Office

There are a number of apps available for scanning, document management and even translation.  The Xerox Mobile Link app is like having a scanner in your pocket. It allows you to configure and scan directly from your phone. With Mobile Link, you can capture, manage and distribute documents and scan, fax or print from your phone or tablet by connecting with a ConnectKey-enabled Xerox MFP.

ConnectKey-enabled printers allow you to organize, share, collaborate and send documents right from the digital touch pad on your Xerox MFP. Digitize documents and create searchable PDFs making managing invoices, receipts and more easier than ever before! With optional software, you can digitize paper documents to create editable Microsoft Word files.

Xerox’s VersaLink family of printers and MFPs give you features you’d expect from a much more expensive device. For example, Xerox Easy Translator Service is a cloud-based app that uses the latest technology to translate documents into any one of 40 languages from French to Lithuanian, from your MFP, phone, tablet, or PC!

Ready to learn more? Give us a call and let us show you how Xerox, ConnectKey and the power of apps can transform your workplace!

The Benefits of Managed Print Services (MPS) | GDM

The Benefits of Managed Print Services (MPS)

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Managed Print Services, or MPS, is a service that can help businesses to help streamline and manage their print environment to reduce costs and streamline processes. MPS has become popular because most businesses do not have a defined printing strategy. There are two main reasons why:

  • It is time-consuming
  • It’s low on the priority list

Many businesses are just to busy to focus on their print environment. But the fact is, print costs can be significant, consuming anywhere from 1 to 10-percent of gross revenues.

MPS is a way for businesses to outsource the day-to-day operation of this critical business component. Services can be customized to meet a company’s specific needs. Here are five benefits MPS can bring to your business.

  1. Strategic Management – MPS provides advanced solutions that go beyond your devices and usage. It’s a comprehensive print solution. MPS allows you to enable print security, deliver on mobility issues, and budget with a predictable monthly invoice.
  2. Free Up IT Staff – Your IT department can end up wasting valuable time on print issues that can be better spent on core initiatives. MPS can remove these issues freeing your team’s time to focus on what’s important to your business growth.
  3. Supplies, Maintenance and Repairs Are Covered – An MPS provider monitors print usage for timely ordering of consumables and can stay ahead of print issues before they become bigger problems. Supplies, service, and maintenance are covered in your MPS agreement.
  4. On-Call Help Desk – You have access to experienced technicians to answer any questions you may have. They can also help you adjust to new software or upgrades.
  5. Reduce Print Costs – Implementing an MPS program can deliver cost savings of up to 30 percent almost immediately.

An MPS provider can help you to reduce costs, improve workflows, update your print environment, and boost productivity. If you’d like to learn more, give us a call for a free print assessment and let us show you the many benefits MPS can bring to your company.

 

What to Look For From Your Managed Print Services Provider | GDM Xerox

What to Look For From Your Managed Print Services Provider

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Often, businesses looking to improve productivity turn to a new printer as a solution, even though this often doesn’t address the real problem. A new printer might offer a “bargain” price but often it costs far more if you think about ink or toner costs, energy efficiency, maintenance and repairs for the life of the device.

This is just a small sample of the hidden (or overlooked) costs of printing. An experienced Managed Print Services provider can help you uncover those hidden costs for a more productive, streamlined and cost-efficient print environment.

If you’re considering a Managed Print Services program for your business, here are some things to consider.

What to Look For in a Provider

Any relationship should start with a print assessment. Your provider will examine your current print environment and workflows to understand where you currently stand. A Managed Print Services provider will optimize your existing fleet, then suggest supplementing if needed. If you’re considering an MPS approach, when interviewing potential providers, ask how they’ll handle these elements of their MPS program:

  • Predictable Billing – One advantage MPS offers is consolidating your variable (and often out-of-control) print expenses and turning them into a stable, scalable monthly expense, payable to a single vendor.
  • Analyzing Your Needs – A print assessment starts with a complete inventory of your current print assets and monitoring usage over a fixed period of time. Your provider will then develop a strategy based on actual data.
  • Streamlining Assets – Local printers often generate hidden costs. Streamlining your fleet to several strategically placed multifunction devices can lower costs and improve workflows.
  • Replacing Inefficient Devices – Old technology increases your cost by using more consumables and requiring more frequent repairs. Replacing it with energy efficient new technology can actually lower costs.
  • On-Demand Ordering – Unmanaged office supplies can cost you big. MPS monitors usage to provide on-demand, on- time, supplies.

Look Beyond the Basics

Most MPS providers should offer the above services, however, be sure to look for more. A good MPS provider will also offer training in new technology and cybersecurity. They will also work with your team to improve workflows and mobile capabilities. A professionally managed program will also offer 24/7 tech support you can count on.

Are you ready to open a dialogue? Call us today and we’ll show you the benefits Managed Print Services can offer your business. 

Put ConnectKey Apps to Work For Your Business | GDM

Put ConnectKey Apps to Work For Your Business

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Application technology is found on every type of mobile device from smartphones to tablets, providing users with a fast, convenient way to access their favourite software with the touch of a button. Xerox has harnessed this powerful technology for the workplace to help businesses streamline document workflows, enhance productivity, and save money on the cost of document translation, storage, and production.

Xerox ConnectKey-enabled printers offer the best of both worlds, combining integrated apps with powerful, reliable print technology for any size of business, no matter how big or how small.

Go Digital

Digitize your hardcopy documents for easy access and secure storage in the cloud with these popular scanning apps:

Xerox Mobile Link App

Configure and launch print jobs directly from your mobile device, or capture documents using your smartphone camera. Print, fax, or scan from your phone or tablet by connecting to any Xerox ConnectKey-enabled MFP, and manage your documents by combining and merging into PDFs complete with PDF passwords for added security.

Xerox Scan to Cloud Email

This app allows you to scan and email documents using any network connected device, with no email setup required. No special knowledge is needed to setup or install the app and it supports all common types of file formats including JPEG, TIFF, PDF/A, and XPS. This free app is ideal for guests and out-of-town employees looking for a secure, reliable option to scan and email documents while on the go.

Help at Your Fingertips

The Xerox Versalink line of printers are dynamic workplace assistants that can take you beyond basic functions like copying, scanning, and faxing. Versalink printers and MFPs are the ideal solutions for small to medium-sized businesses, with the same application technology used by larger organizations, including:

Xerox Easy Translator Service

This application provides instant translation for over 40 languages. The resulting output is available in a number of file formats including PDF, JPEG, Microsoft Office, or hardcopy documents.

Xerox App Gallery

The Xerox App Gallery is filled with time and cost saving solutions that simplify everyday document processes and make it easy to find, organize, manage, and send your information using the digital interface on the front panel of your Xerox ConnectKey-enabled MFP.

Contact us today to learn more about the many ways Xerox apps can help your business to succeed.

7 Tips for a More Successful Meeting | GDM Xerox

7 Tips for a More Successful Meeting

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Meetings are held to exchange ideas, develop and enact business strategies, and communicate the inner workings of your organization to the relevant parties—yet according to a survey performed by salary.com, nearly half of employees say meetings are a waste of time. If you’re looking for ways to improve your meetings, raise enthusiasm among the ranks, and maximize time spent around the table, look no further; here are seven tips to help make your meetings more productive, efficient and memorable.

1. Start at the bottom. It has long been common practice to structure meetings with more trivial items at the beginning to ease into the decision-making process and allow time for late arrivals. By reversing your strategy and leading with the most important items you can instantly engage your audience and send a clear signal that being late means being left out.

2. Stick to the agenda. Set clear parameters about the purpose of your meeting by outlining and following a detailed agenda.

3. Bide your time. When possible, use time to your advantage, opting to avoid Monday morning meetings when employees are likely to be tired, distracted and unprepared. Clearly define the start and end time so attendees can plan their day accordingly and don’t wait for latecomers.

4. Plan ahead. Send out the agenda in advance to ensure employees have time to review and prepare for the meeting.

5. Get moving. Periodically switching seats, or having participants stand for the duration of the meeting can increase alertness and efficiency.

6. Be selective. Limit attendance to those who are relevant to the agenda rather than including all.

7. Follow up. Send out minutes of the meeting within 24 hours and recap your plan of attack, stating who is responsible for each action item and the due dates. This step helps to keep team members accountable, while informing those who are unclear about details or were unable to attend the meeting.

Successful meetings are the result of strategic planning and can lead to increased awareness, productivity and profits.

How to Safeguard Your Business From These Low-Tech Security Threats

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Today’s businesses face a number of security threats related to the use of modern technology in the workplace, and this is often highlighted by the media. Data theft is a a key concern, but it’s important to realize that physical data breaches can be just as detrimental to your business as digital data theft. Therefore companies must also protect against the low-tech security threats to data.

Examples of low-tech security threats include physical theft of data, sensitive documents being left unattended for all eyes to see, and eavesdropping on confidential conversations. Neglecting to take these vulnerabilities into consideration when creating your corporate security strategy could create some damaging ramifications for your business.

Here are several common low-tech security risks and ways you can help defend against them:

  1. Power related issues. An interruption in power such as an outage, surge, or spike result in data loss. This is why it’s imperative that your company is up-to-date with related power protection.
  2. Environmental concerns. Environmental factors such as extreme temperatures, moisture, and fire can damage data. To safeguard your data from environmental factors, use climate-conditioned computer closets to store your technology. To further protect your data, use environmental monitoring and alerting.
  3. Digital theft. Digital theft gets a lot of attention when it comes to data security, and this is because it’s easy for malicious hackers to steal data using a flash drive, file-transfer, or email. Implementing a Data Leakage Prevention (DLP) system will help prevent digital theft.
  4. Multifunction printers. Multifunction printers (MFPs) have become a popular target for hackers as these devices contain hard drives that often store sensitive data. Additionally, multifunction devices provide hackers with access to a company’s network. MFPs need to be on a secured network and require user authentication that restricts unauthorized user access.

As you can see, by not addressing these common low-tech security threats, you’re putting your business at risk of losing valuable data. Please contact us for more solutions to mitigate the risk of your business experiencing data theft.

 

Five Reasons to Hire Millennials

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The generation born between 1985 and 2000, known as Millennials. has recently surpassed Boomers as the largest age demographic in the workforce. They’re a unique generation with unique expectations of their employers.

If you’re hiring Millennials, you need to prepare for what experts refer to as the “job-hopping” generation. If you want to add Millennials to your team. You need to adapt your hiring approach to attract the most talented prospects.

Why You Should Hire Millennials

Millennials offer a unique skill set. Here are five reasons why you should be hiring them!

They’re Natural at Digital Marketing – Millennials are often criticized for spending too much time on social media, but the fact is, they use it to communicate more than any other generation. This makes them naturals when it comes to digital marketing. Want to grow your online busness? Task it to a Millennial and watch it happen!

Highly Educated and Tech Savvy – The best-educated generation in history, they’re the first generation to have grown up with technology since birth. They possess a detailed knowledge of all things tech, from designing and building websites to cyber security.

Motivated Team Players – Millennials value collaboration and are self-directed team players that cherish working on group projects.

Culturally Active and Socially Aware – Millennials are the most involved generation since Boomers. If your company is involved in public service projects, get your Millennials team members involved and watch them shine.

A New Approach – To grow your business today you need to recruit members who view problems as opportunities. Millennials offer a fresh perspective that can foster innovation.

According to recent demographic studies, Millennials will grow to be 46% of the workforce by 2020. If you’re ready to embrace this unique generation, they can help you to build a highly-motivated, educated, tech savvy workforce that will grow your business into the future!

Six Hacking Terms You Should Know, GDM Xerox

Six Hacking Terms You Should Know

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Data beaches happen almost every day. In today’s connected world, every business is at risk and it’s important to educate yourself about the risks. There are plenty of trade websites, newsletters and blogs where you can learn about today’s threats. Like every industry, IT security professionals have a language they use when discussing these issues.

If you’re new to IT, or just educating yourself, here are six common hacking terms you should know when conversing with your IT security team.

  • Denial of Service (DoS) – DoS attacks are used to lock resources like a network or website by flooding them with rapid requests that can’t be serviced. This effectively shuts down the resource by crashing the network or website.
  • Dictionary Attack – This is a sophisticated version of the brute force password attack. Hackers will run literally thousands, or even millions of randomly generated passwords in order to break through a network’s password security.
  • Logic Bomb – A logic bomb is triggered by a specific event or sequence of events. Hacked systems are loaded with software that is waiting for a specific event, date, or series of actions to begin the attack.
  • Malware – Malware is short for malicious software. It is a program that is designed to disrupt a computer or network with malicious intent.
  • Phishing – The most common type of cyber attack,  a common example includes those emails from international lotteries that tell you you’ve won, and then ask you to pay the taxes on your winnings in return for a cheque. Often sent from a trusted email address which was attacked by a virus that hijacked the address book.
  • Zero-Day Attack – A common term, a zero-day attack uses a flaw in an application or OS to gain access and control a systems resources. “Zero-Day” refers to the day the first attack occurred.

There are new threats coming online every single day. Regardless of your industry, you need to stay informed and on top of IT trends, risks and vulnerabilities to mitigate your risks of attack. Contact us to learn more.

Printer Security Assessment

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