Cover All Your Bases When It Comes to Document Security

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You want your company’s data to be secure. Whether it’s protecting employee records and sensitive client information or guarding official papers that you don’t want competitors to see, document security is one of the many responsibilities that every business has to address. Companies are tasked to categorize both paper and electronic documents based on a predetermined sorting system that identifies each document’s level of security.

Whether you are developing your classification system from scratch or altering one that is already in place, it is important to be proactive rather than reactive when it comes to document security.

The first step in document security is to determine an agreed-upon labeling system for both paper and electronic documents. There are two distinct aspects of how you classify data: the document’s sensitivity level and the document’s designated audience. Tiered levels of classification are meant to determine strictness of security, whereby a level one document is less secure than a level two or three document. Furthermore, these tiers determine who can access the data, whereby any company employee may be able to view a level one classified document, but only high-level managers and officials can view and edit level three files.

The next step is enforcing these new protocols and ensuring employee compliance. One way to do so is to consider automating the classification process. Document automation software automatically classifies and stores all of your electronic documents—from emails and memos to invoices and scans. Moreover, automating the process also provides instant restrictions on file access based on your company’s fixed parameters. Finessing your business’s document security system by incorporating Document Automation software through a Managed Services Provider (MSP) like Infomax removes human error and ensures compliance with your new system.

Most established companies have some document security protocols in place, but are they effective? Revisiting your predetermined document security rules to clarify, simplify, and modernize policies is recommended to ensure that each piece of data is secured appropriately every time. When it comes to employee compliance, simplicity is key. Ensure that your rules are precise, unambiguous, and easy to follow so that your team can comply with your internal document security protocols. One way to modernize your system is by bringing in an MSP to evaluate your current filing system and improve it with software designed to optimize workflows.

Contact Infomax today to learn how Document Automation can systematically streamline your business’s document security protocols.

Setting a New Standard for Service in 2016

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Modern businesses rely on linked technology systems to succeed. But, with technology comes service needs, and not many companies can support the infrastructure necessary to keep their office equipment up and running in-house. Outsourcing this job begs its own questions like, “Are you happy with your company’s current service of your desktop PCs, networks, and various imaging systems?”, or “Have you used the same service and maintenance company for years and think it may be time to reevaluate your needs?”. If you think the service you currently receive to support your business’s technology is lacking, consider updating your standard for service in 2016.

Specifically, consider a comprehensive service package for businesses relying on interconnections between all office technologies. This type of service offering boasts a complete answer for hands-off installation, setup, and optimization of office equipment that helps your business thrive by keeping all of your systems up-to-date and working together as efficiently as possible. Infomax’s complete service program—ConnectPlus—provides all of these features to ensure seamless technology integration and performance.

One significant benefit of a comprehensive service package is that a single vendor will assist you with all of your office equipment IT needs. From copiers and printers, to networked computers and software training, you only have one number to call for service, rather than dealing with the hassle of figuring out who to contact for each particular issue.

Moreover, this all-inclusive approach to office technology service ensures that the technician handling your account knows you and your business on a personal level, providing you with one point of contact who understands the intricacies of your business practices and workflows. Coupling intimate knowledge of your business with technical expertise will provide your company with top-notch, customized service.

Having one service provider simplifies your accounting situation, as well. Rather than receiving multiple bills from several providers, billing is consolidated into one invoice when you streamline your services. Merging all of your service and maintenance bills into a single invoice also has the potential to affect your bottom line dramatically, whereby you pay less on one bill than you would if your previous bills were summed.

So why not set a new standard for service in 2016? Working with a single vendor for all of your office’s technology needs ensures that your machines, both individually and as an interconnected system, are working as efficiently and economically as possible. Doing so will guarantee that your office’s workflows are optimized, allowing your team to work at peak performance throughout the year.

Contact Infomax today to speak with an expert about how your office can update its technology services by getting started with ConnectPlus.

The Driving Force behind Office Productivity

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When considering office productivity, several factors come into play. Your management style, employee morale, and even how much sleep your team gets at night affects your team’s productivity levels. One oftentimes overlooked factor of productivity is the tools you have in place to maximize your company’s workflows.

Although there are various novelty items that can make your business soar, like applications that enable wireless printing straight from mobile devices, or fire and waterproof external storage drives, the driving force behind office productivity is your larger technology fleet. These essential tools are responsible for keeping your team’s workflows running efficiently.

Here are a few foundational pieces of office equipment and technology that will ensure your team is working at its peak of productivity.

Multifunction Printers (MFPs) – Whether color or black and white, MFPs offer a wide range of capabilities, including document capture and data automation software, which will help your team function at its highest level. MFPs allow users to email scanned documents to a customer from the machine itself, or easily print addresses on envelopes instead of printing out labels. Once properly trained, your staff will save hours of time with an in-house MFP.

Cloud Storage – In today’s mobile world, having your business’s data available at your fingertips opens up new possibilities for workflows. You can pull up an invoice on your smartphone while visiting a client on-site, or edit a proposal on your tablet on a layover in the airport on a business trip. Unlimited access to all of your company data is available with modern cloud storage solutions, increasing your team’s access to business documents and programs, and in turn boosting productivity.

Software – Don’t forget the tremendous benefits that specific software can reap for your business. Think about how document automation software, programs that streamline the filing of electronic documents, can add to your team’s productivity. Your employees will never lose an email again, or decide how to file data. Software options are abundant, so working with your trusted technology partner is key when determining the best software to incorporate into you business’s workflows.

If you’re interested in upgrading your current technology or in adding new hardware or software to increase your company’s productivity, contact Infomax today.

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!