Making the Best of a Bad Situation: Why Backup & Disaster Recovery Are Essential

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Have you taken the time to plan for the worst? Everyone likes to think they are immune from disastrous situations like fire, flood, or security breaches. But the truth is, without a backup and recovery plan, your business is at risk.

Backup and recovery is a crucial aspect of any company’s business model. It simply refers to strategically protecting your business documents and programs from any type of data loss, and developing a plan to retrieve or reconstitute files in the event they are lost or destroyed. Typically, backup and recovery focuses its plan around electronic databases that are networked across your organization.

Here are a few reasons to design and implement a solid backup and recovery system into your business plan ASAP.

Preemptive protection – A backup and disaster recovery strategy literally safeguards your livelihood. Would your business survive a week if a flood destroyed all of your computers, servers, and hardcopy documents? How would you get back on your feet? By working with a trusted IT provider, like Infomax, you can determine a plan that best fits your company’s needs before disaster strikes. That way, if and when some unforeseen disaster happens you’ll be able to get your business back up and running in a timely manner.

Guaranteed coverage – If you are put in the position of having to rely on your backup and recovery plan, you can lean on your services provider to get you up and running quickly while you deal with the other inevitable aspects of clean-up, like rethinking deadlines or contacting your insurance company. Whether you’re a mom-and-pop shop or enterprise-level business, your IT services provider will ensure that all aspects of your business are included in your backup and recovery plan. For example, Infomax will back up your data automatically through cloud computing every 15 minutes, guaranteeing you uninterrupted workflows in almost any emergency situation.

Peace of mind – Let’s face it, you’ve got enough to worry about. Your day-to-day tasks can be overwhelming enough, without having to consider how your data would survive a disaster. Working with an IT service provider to determine a plan that works for your business will ensure that you have one less thing to stress about, giving you peace of mind when it comes to your company’s data.

Interested in having your data backed up every 15 minutes? Contact Infomax today to get your backup and recovery plan started.

Think Big: Boost Quality & Productivity with Large Format

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Many businesses think that production printing equipment is only for very large organizations or for companies that need to print massive quantities of professional documents regularly. But in fact, many smaller and medium-sized businesses could also benefit from introducing production-level equipment in-house.

Here are four key benefits of in-house production over outsourcing larger projects.

Print more efficiently: Would your business benefit from being able to print up to 250 pages per minute whenever you want? If your business thrives on printing high-volume pieces, consider removing the middle man. Instead, make the right machine for your business available anytime. Doing so will efficiently produce high-quality products at professional speeds, getting the job done faster than if you outsource it to a third party.

Control the quality of your outputs: Bringing the right equipment in-house gives you control of your outputs, ensuring that your documents look exactly the way you intend them to. Gone are the days of getting an entire job back that’s way too dark or seems a bit off-center. When you are in charge of the printing job, you can ensure consistent, high-quality products every time. And you don’t need to be a printing expert to master production-level equipment. At Infomax, we partner with the industry’s best manufacturers to ensure your devices are easy to use and maintain.

Experience flexible printing times: Production printing eliminates the need to outsource large-volume printing to vendors, providing you the convenience of dictating each job’s start and stop times. Keeping large jobs in-house means that you no longer have to consider where your job fits into your local print shop’s schedule when you’re on a deadline or waiting three days for a proof before the job even begins. In-house printing offers quick turnaround time—regardless of the size of the job—saving you time and money.

Reduce cost: Outsourcing costs can add up when factoring in job aspects like inflated price per page, exorbitant color costs, logo inclusion fees, job-size fees, and even product delivery charges. In-house production printing reduces waste and ensures quality output when you are tasked with high-volume print jobs.

Are you considering including production printing equipment to your business? Contact Infomax today to learn more about the best options for your business.

MPS Myths Busted

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Many businesses have some reservations about making changes to their printing processes. This is common. After all, change is hard. But, even top-level decision makers can be hesitant about making the switch to MPS because it can be difficult to separate the myths from the facts.

In order to clear some of the fog surrounding MPS, we’ve busted some of the most common myths surrounding MPS below.

Myth 1: MPS is too expensive.
MPS might, at first, seem like a frivolous expense. After all, “Managed Print Services” even sounds expensive. However, one of the major goals of MPS is to help businesses achieve significant, long-term savings. MPS can be easily customized to your business, so this myth really has no grounding in reality. No matter the size, MPS can help your business save money by reducing printing expenses by up to 30%.

Myth 2: MPS will interrupt workflow.
Many businesses are resistant to integrating MPS into their business environment because they believe it will disrupt the company’s workflow and will cause more trouble than it’s worth. But the truth is that MPS actually simplifies operations of the entire print fleet while minimizing interruptions to the company’s workflow. MPS is designed to free up more of your employees’ time. With MPS, your admin staff won’t have to spend time ordering consumables, troubleshooting error messages, or maintaining your devices—that will all be done for them.

Myth 3: MPS is just an up-sell.
MPS is not just some fad—it’s a legitimate solution that allows businesses to focus on core competencies. Top businesses who have adopted MPS into their workflows have found that its benefits are significant and permanent. Gone are common inefficiencies and overly complex printing environments. MPS will streamline your print processes and maximize the efficiency of your entire team.

Myth 4: My IT staff does just fine.
In reality, your IT staff is probably already stretched too thin. With MPS, your they can focus on more important projects, instead of tending to a jammed printer or updating the settings on your multi-function device. MPS proactively maintains your printer fleet, freeing up more of your IT staff’s time.

Myth 5: All of our printers are essential.
No, they are not. A common misconception is that there are few costs associated with personal printers. But, smaller machines are inefficient, wasteful, and can chew through costly consumables quickly. With an MPS solution, your standalone devices would be replaced with fewer, more efficient machines, targeted for specific tasks—resulting in the ability to control printing waste and reducing consumables across your entire organization. MPS provides a solution that’s good for your budget, your workflow, and the environment.

Contact Infomax today to learn more about how MPS can benefit your business.

Big Workflow Solutions for Small Businesses

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It’s that time of year again—no, not the holidays. Small Businesses Saturday is right around the corner. On November 28th, small businesses across the country will ramp up for big sales as local consumers support their community through shopping small. But, small businesses should make sure they are prepared to handle an influx in customers and provide exceptional customer service—not just on Small Business Saturday, but every day of the year. Intuitive digital workflows ensure faster processes and better customer service, among many other benefits.

Here are several reasons why every small business needs a digital workflow strategy.

  • More time to focus on goals. Small businesses often falsely believe that they aren’t big enough to warrant a switch from paper-based system to digital workflows. But, by implementing digital workflow solutions, small businesses are better equipped to focus on the important things. Rather than being bogged down by inefficient processes, they will be able to look ahead and plan for future success. A digital workflow strategy will positively alter the trajectory of your business, by improving the overall efficiency and productivity of your daily operations.
  • Streamlined communication. Even small businesses have communication issues. The most productive work environments require cohesive communication channels that connect in real time. A comprehensive workflow solution will speed decision-making tasks and improve the flow of communication across all levels of your team. With a digital workflow strategy, you can spend less time with back-and-forth communications, and more time focusing on your customer.
  • Improved responsiveness. It’s difficult to tend to the needs of your consumers when you are tending to your own business’s needs. With a digital workflow strategy, your business will run more smoothly. In a sense, a digital workflow strategy is like adding oil to a rusty chain. Imagine if you could retrieve an invoice in seconds instead of minutes, or instantly pull all sales related to a particular customer. With a digital workflow solution, you’ll be able to operate more quickly, creating positive experiences for your employees and customers.

A digital workflow strategy should be an intuitive and effective addition to your SMB workplace. Contact us today to learn about how to grow your small business.

Archiving Solutions for Optimal Protection

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If your organization has large volumes of data—and let’s face it, most businesses do—you’re probably in need of digital archiving solutions. Digital Archiving provides a secure method for storing and accessing your electronic content, so you can easily find what you need, saving you time and resources.

Digital archiving provides the ultimate in asset preservation, so you never have to worry about your files disappearing or being unavailable in the event of a crash. Here are some of the ways digital archiving protects your data.

Be prepared for an audit. Audits are an unfortunate reality in today’s business world. By implementing digital archiving solutions, you can ensure that you have everything you need in the event of an audit. Although audits are never enjoyable, being prepared for them makes all the difference. Digital archiving means your data is retrievable in an instant, should your business find itself under the microscope.

Reduce server crashes. Data left uncontrolled can flood your networks and cause huge headaches. Those years-old files are not helping anyone. In fact, obsolete files can clog your servers and cause crashes. By removing these files across your servers and archiving them instead, you can save around 60-70% of your server space.

Reduce your backup window. No one likes to watch a pot of water boil. Similarly, waiting around for your data to be backed up can feel like a lifetime. Instead, bundle your data and don’t backup duplicate files, so your backups take less time.

Get compliant. The devil is in the details, and your business must remain compliant. Everyone wants to think their data is compliant, but without proper storage and security measures, many businesses simply drop the ball. But many industry and governmental policies dictate just how long documents should be saved. Digital archiving will help ensure your documents are securely stored for the right amount of time, so you can avoid financial or legal penalties.

To learn more about digital archiving and how it can free up space and resources, contact Infomax today.

When Service Is More Important than Technology

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Technology drives your business, and you depend on your technology equipment to function on a daily basis. Between computers, servers, printers, scanners, and all the elements of your IT network, your company needs its equipment in optimum working condition at all times. And that’s where service comes in. In an ideal world printers would never jam, laptops would never fry, and servers would never crash. But when those things happen, you need a reliable business solutions partner to get you back on track.

Here are a few telltale signs that your technology solutions partner prioritizes service—and your business—above all else.

  • Proactive service and maintenance. In the world of business, you only want the best. A good solutions partner will ensure that your equipment is secure, up to date, and working efficiently. You work hard to make your business the best it can be. Shouldn’t your service partner do the same?
  • Rapid response times. When your equipment needs help, it needs help immediately. A solutions partner that prioritizes response prioritizes your business. Having someone you can call quickly and who will respond immediately is invaluable to long-term business success.
  • Strong local presence. Word of mouth is paramount when it comes to whether a solutions partner will be a good fit. Take time to get referrals for potential service partners, and gain the opinions of trusted colleagues and other local businesses before making your decision. Also remember that a solutions partner’s local presence will equal enhanced flexibility and responsiveness.
  • Expert technicians. A great solutions partner will have the expertise to back up their work. Furthermore, expert, certified technicians will be up to date on all of the latest innovations and advancements, helping keep your business on the cutting edge. This way, your company’s workflow is consistently smooth, efficient, and ahead of the competition.

For a solutions partner that prioritizes your business above all else, contact Infomax today.

How Safe Is Your Email System?

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Everyone thinks they understand email security—don’t open emails from unknown senders, don’t click on suspicious links, don’t open untrustworthy attachments. But email security goes beyond common sense. To protect your business, and your employee and client data, you need to ensure proper email safeguards are in place before your email system s compromised. It’s important to ask the question: “Is your email system really secure?”

Here are several ways you can protect and defend your email system.

  • Consistent email policies. There is strength in unity. Therefore, it is essential that your employees are all on the same page when it comes to email. With just one chink in the armor, your defenses are lowered. Be sure that every employee is on the same page when it comes to email protocol, and then backup your policies with automatic safeguards to ensure compliance.
  • Reliable email filtering. Email filtering is absolutely vital in protecting your company’s sensitive materials. At Infomax, our iGuard core email filtering will recognize and eliminate nearly all viruses, worms, and other intrusions before they present lasting problems.
  • Efficient archiving. If not properly regulated, email archiving can become haphazard and headache inducing. Be sure that your emails are properly archived, so that they are easily retrieved in case of an audit. This will streamline a business process that will benefit your clients, as well as your personnel.
  • Thorough message encryption. Email encryption can help protect your business from prying eyes, both inside and outside your business’ walls. Using specific policy criteria, encrypted messages are sent automatically. This way, your valuable information is kept out of the wrong hands.
  • Dependable disaster recovery. Protecting your inbox from unexpected events is essential. When disaster strikes, be sure there is a reliable recovery system in place. For example, a system that provides auto-spooling of messages will ensure that your email is not thrown to the wolves if something goes wrong.
  • Guaranteed Continuity. When it comes to email, continuity matters. Email management and monitoring ensures that if your system goes down, your email system continues without interruption through a remote, redundant server. This way, your workflows do not come to a grinding stop in the event of an unforeseen problem.

To learn more about how to properly secure your email system, contact Infomax today!

Going Green Starts with Your Office Equipment

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There are plenty of ways to “go green” in your office. Many of these eco-friendly practices are intuitive, such as turning off your computer at the end of the day, and using the appropriate waste bins to separate trash from recyclables.

That said, more and more eco-conscious companies are making smarter hardware decisions to meet their green initiatives. Investing in efficient office equipment—such as printers, copiers, scanners, and MFPs—saves energy without sacrificing quality.

Here are some tips for choosing greener hardware for your office:

  • Invest in efficiency. Typically, office equipment usage accounts for up to 40 percent of a company’s energy bill. Highly efficient machines are simply better for your business in the long run—and also provide immediate cost savings. Be sure to select high-efficiency equipment, usually indicated by the ENERGY STAR symbol. This tells you that you’re purchasing an eco-friendly product, and can potentially reduce the energy used by your business’s hardware by up to 60 percent.
  • Consider the features. Does the MFP you are considering offer duplex printing, advanced sleep mode, and other eco-features? If not, you may want to keep looking. These features are essential for reducing energy consumption and chopping that electricity bill.
  • Buy local. In addition to supporting your local economy, buying or leasing your equipment from a local vendor ensures less gas is used for transportation. Big box office retailers use huge amounts of energy in the shipping of equipment from centralized warehouses to your office. Local inventory also means our machines are available for expedited delivery and installation, with on-site training for your staff.
  • Remember to consolidate. Do you really need separate devices for your printer, scanner, and fax machine? Instead of multiple devices that take up too much energy and office space, consider an MFP, or multi-function printer. Multi-functions systems ensure all of your document imaging needs are met, and consume about 40 percent less energy than offices with standalone devices.

These are just a few of the ways smart hardware decisions can help save the planet and your pocketbook. To learn more, contact Infomax today.

Streamline Forms with Digital Solutions

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Data is a vital part of any business, so the method with which you collect that data must be carefully considered. Many businesses rely on forms completion to keep track of information such as customer history, inventory tracking, and client invoicing. Ultimately, these forms can create a headache-inducing paper chain, while eating up valuable resources and negatively affecting your bottom line.

Wouldn’t a simpler solution be to digitize your forms, thereby streamlining your manual processes? By converting your forms to digital versions, you can easily keep track of them and share them instantaneously.

Here are some of the ways forms solutions from Infomax can simplify your data collection processes.

  • Rapid deployment. With electronic forms, you can create all of your forms quickly, and deploy them just as fast.  No more waiting for print services or a form order to come through. Your workflows will be streamlined and more efficient, as well.
  • Mobile functionality. By capturing forms information digitally, you can easily access it from anywhere. Custom templates and version controls provide the same functionality of your physical forms with the added benefits of file syncing and digital mobility.
  • Paper and forms cost savings. By converting your forms to digital versions, you are drastically reducing the amount of paper your company uses and receives. You’ll save on form production and printing, which can add up to tremendous savings for many businesses.
  • Easier signature capture. If your workflows require signatures as part of the approval process, online forms make it easy to digitally sign documents and keep the workflow moving forward. By streamlining the signature process using digital applications, you can save an immense amount of time and frustration.
  • Instant Access to Data. With digital forms, your data is instantly accessible, in real time, and can be easily updated from anywhere. You can make quick and informed business decisions with all the information you need.

To learn more about how streamlining forms with digital solutions can help nearly every area of your business, contact Infomax today.

Production Printing Workflow Tools You Need Right Now

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Let’s face it: your production printing operation could use a little help. Many print shops however, are slow to upgrade their printing environment out of preference for the status quo. We get it, the task of implementing new workflow tools can seem daunting. But, rest assured that workflow tools can make all the difference when it comes to your business’s efficiency.

By optimizing your professional print environment with workflow software, you can maximize the effectiveness of  your existing equipment. A workflow management system will help tasks get completed faster and more efficiently. This way, you can save time and money, and you can ultimately get back to growing your business.

Here are some workflow tools that could drastically improve your printing operation.

  • Job submissions. By creating a simplified system for job submissions, tasks can be completed in record time. Furthermore, as the process of job submissions is made easier, customer satisfaction will skyrocket.
  • Pre-press. By streamlining and automating print jobs, you can reduce the amount of waste used throughout your print shop. Furthermore, it ensures the integrity of each individual job prior to going to print.
  • Color management: With color management, you can ensure that you will have consistent color on every job. Whether you are using the same color today or next month, the colors will remain uniform.
  • Makeready. With just a few clicks, you can easily adjust particular jobs. By integrating Integrate labor-intensive document preparation activities under one visual interface, you can shorten job preparation and complete more jobs in less time.
  • Processing. Make sure your server is capable of fast turnaround, intuitive use, and consistent high-quality output. Digital front ends (DFEs) control the printing operations across multiple devices and printing environments, ultimately resulting in faster turnaround times for graphic-intensive jobs, as well as personalized jobs.

To learn more about production printing workflow tools, contact Infomax today. We will show you how to take your printing environment to the next level.