Your Office Needs a Print Audit

/in /by

Do you know how many documents are printed at your workplace on a weekly or monthly basis? Do you know which departments print the most? Do you know how many documents are printed in color or on large or small sheets of paper? Do you know how many are printed in error or printed and immediately recycled?

If you don’t have definitive answers, your workplace could be wasting time, money and effort. A print audit is the first step to beginning managed print services, which analyze and digitally optimize your printers, copiers and scanners to ensure the best print quality, highest speed and cost effectiveness. 

What is a print audit?

Before determining what kind of managed print services your office may need to perform at its best, a service provider will perform an audit. The audit allows your managed print provider to take a look at your basic infrastructure, such as what types of machines you have, the layout of your fleet and how the systems access your network.

Providers also take a look at your office devices’ data, habits, strengths and weaknesses. The process analyzes the current document-usage patterns and associated costs for your printers, scanners, copiers and other output devices.

Why do you need a print audit?

The results of the audit help your organization determine how to receive the maximum return on your investment. Your managed print provider can suggest ways to optimize your devices or advise on new copiers, printers and scanners that best fit your evolving needs. Some audits — such as Infomax’s — are manufacturer independent, so the company can suggest the best makes and models that also fit your budget.

If your provider doesn’t recommend replacing any equipment, they may suggest rearranging the layout of your fleet for the highest productivity. For instance, you may have found that a particular machine was used more by a certain department, and it makes sense to locate it closer to their office space.

A print audit also can help your workplace budget better. The audit will show which types of materials are used most often, allowing leaders to determine which supplies they should prioritize and which could be purchased in a limited supply. Additionally, some documents may not need to be printed in color and employees could be directed to adjust their default printing settings to save color ink. An audit could also help you determine which types of documents are printed simply because office members want to keep a hard copy. In that case, a digital document management system could more securely and efficiently store that file.

Last, there could be functions on your printers, scanners and copiers your office underutilizes. For instance, a managed print provider could help you set up automated printing processes for weekly or monthly reports. Some multifunction printers have advanced security options, requiring someone to enter a code before the machine will print sensitive information. Scanners can turn physical documents into easily emailed digital versions. If your audit shows these functions aren’t being used, it could be time for your provider to host a training session.

Help your office save money and regain efficiency through a print audit. Contact Infomax about our managed print services here. 

Why Your Business Should Have a VPN

/in /by

What is a VPN?

A VPN — or virtual private network — is a service that ensures your connection to the internet and what you do while surfing the web is private, secure and anonymous.

VPNs were first created as a way for employees to access an organization’s private network while offsite. They’re a boon for companies who have remote workers or employees who travel frequently who need to reach the network through a laptop, phone or tablet.

How have VPNs evolved?

VPNs have developed from their original use.  While they still provide employees access to network files and a way to share and store information, VPNs offer increased security.

VPN popularity has risen with the increase of cybercrime, which has increased exponentially throughout the last two decades. The FBI’s 2019 Internet Crime Report revealed that individual and business annual losses due to cybercrime totaled more than $3.5 billion. That’s an increase from $1.5 billion in losses in 2015.

Hackers have refined their approaches, meaning network security and VPNs have had to become more sophisticated, too. Not only can you securely sign in to a company’s network through a VPN, it allows you to surf the web undetected so websites can’t track your activity. Additionally, VPN popularity has made the technology more accessible and affordable.

Should you have a VPN?

VPNs provide a variety of benefits that will help your employees work while keeping your valuable data secure.

Accessibility

The ability to work remotely is one that employees have come to expect and businesses realize they must have, if even for temporary scenarios. VPNs allow employees to sign into the network through multiple-factor authentication. They can store, share and access files within the network to keep business operations running smoothly, no matter their location.

Privacy

VPNs enable users to hide online activity and disguise their computer’s IP address, which is a string of numbers and letters that identifies an online user. That’s how websites can track your activity and use cookies. Cookies can be beneficial in making your browsing experience faster and easier based on the activity. However, it can make it easier for hackers to track and target you in cyberattacks.

Security

Cybersecurity concerns are here to stay. A VPN provides increased security from cyberattacks because it encrypts all of the data you create online. When hackers encounter encrypted data, they come up against a protective wall. Not only is your online activity encrypted with a VPN, the files you upload and download are encrypted, as well.  

Many VPN providers also offer increased security options. You can track the devices on which employees access the network in addition to limiting the devices you don’t want to connect.

Versatility

Today’s workforce operates on more than just a desktop computer. Your organization likely has a variety of devices that access your network — tablets, phones, laptops, web cameras, smart televisions, voice service devices and more. When you invest in a VPN, you ensure that all of the devices and operating systems you use are covered under the service.

Interested in securing a VPN for your business? We can help. Contact us at InfomaxOffice.com.

Misperceptions about Managed IT Debunked

/in /by

Even if you consider yourself tech savvy, information technology tasks that pop up without warning can seem annoying. If you’re not adept at navigating technological programs, necessary IT work can feel downright overwhelming.

Managed IT services — partnering with a third-party provider — can help your office regain control of your IT services. However, companies who don’t regularly work with an IT vendor may have misgivings about allowing another company access to their networks and devices.

We’ll shed light on common misperceptions about managed IT services.

Is Reactive

Is Proactive

Many companies may think working with an IT provider is necessary only in the event of a cyberattack, program failure, hardware damage or natural disaster. But reactive IT strategies leave you vulnerable to damaged equipment, security risks, financial liability and serious productivity loss.

Managed IT service providers work with your company to assess vulnerabilities before they become disasters. They can craft a proactive approach by presenting new options or changing common operations to boost security and maintain business functions.

A service provider may also develop a disaster recovery plan for your business. A thorough disaster recovery plan — or plan to get back to business as usual — is detailed and delegates tasks to a team of information technology professionals and internal employees who can restore your business’ data and systems as quickly as possible. It allows the organization to recover data, gain access to networking technology, reconnect power and repair software or hardware.

Is Expensive

Is Cost Effective

Many small businesses have switched to managed IT because they provide a variety of services and a team of IT experts. For one monthly fee, businesses that use managed IT services gain access to an entire team of professionals who specialize in specific facets of IT, rather than one professional who has to be a jack of all trades. Managed services typically cost less than it would to hire one full-time employee. Small businesses may find this a particular boon if they don’t have the budget or workload to justify hiring a fulltime IT staffer.

Another cost benefit for small and medium-sized businesses: they don’t have to worry about working with three or more vendors for all their IT support. Costs and services are consolidated to one company with predictable expenses, and you don’t face the nickel-and-dime charges that may come with using a variety of vendors.

Is for Small Businesses

Is Scalable for Businesses of All Sizes

Managed service providers can complement your existing IT team. If you have one or two IT employees on staff, the managed services team can work with them to prioritize certain projects and offer help on an as-needed basis. Working with a provider can also free up your IT staff to implement projects that were previously on the back burner.

Your business also may only be interested in help maintaining security and providing training to employees. IT providers can scale your services to your needs.

Infomax can lighten your IT workload. Contact us today about our managed IT services here.

Do You Have a 2021 IT Roadmap?

/in /by

An IT roadmap, or assessment and plan for your organization’s IT needs, is essential in helping your business meet its strategic goals. Because your IT protocols and infrastructure affect how your business runs, the plan should reflect your organization’s annual goals.

Operating without an IT roadmap is like starting a cross-country road trip in a vehicle that hasn’t been serviced in years. Your IT services and hardware may be holding your company back, and you risk data loss, business operation interruptions, security threats and lost revenue.

Your business has likely faced more challenges and changes to operations in 2020 than ever, making an IT roadmap even more important. An IT services provider like Infomax Office Systems can help your company assess your needs, identify possible risks and plan for 2021.

Here are some reasons your business should have an IT roadmap.

Business Continuity

Business operation disruptions translate to downtime and a loss of revenue. Unfortunately, 43 percent of companies that don’t have a business continuity plan go out of business after a major data loss. An IT provider can help assess the number of disruptions your company faced last year, their causes and how to combat those disruptions in 2021. You can work with your IT provider to create a disaster recovery plan as part of your IT roadmap.

Economic Security

A 2021 IT plan can help your business determine the amount of resources you should devote to IT for the coming year. A proactive plan minimizes unexpected budget hits, and a third-party IT provider can consolidate the variety of vendors you use in a year to one vendor with one fixed payment. Additionally, managed print services can analyze and optimize document output devices to make them as efficient and cost effective as possible. Additionally, cloud computing services are a proactive way to protect your data from being lost or compromised. Cybersecurity is a persistent issue, with one in five small and medium-sized businesses reporting they faced a ransomware attack in the last year.

Staying Current

An IT company can assess your infrastructure to see what hardware and devices may need updates. Because technology updates occur at lightning speed, an IT provider may suggest leasing some of your hardware, such as printers, copiers and scanners. Consider that 90 percent of companies don’t know how many printers they have or the amount they spend on printing. Leasing saves your company from fronting the cost of a new device only to have to replace it in a few years, and managed print services allows you to track your printing expenses. You’ll have the most efficient, cost-effective, updated machinery for a fixed monthly payment.

Infomax Office Systems can help your organization develop a 2021 IT roadmap, setting your organization up for success in the new year. Message us to learn more.