Optimise your business processes with Canon Document Solutions

In today’s digital world you’re dealing with more documents than ever, so if you can’t process them quickly your business starts to slow down. As well as being costly to store, paper archives hamper productivity by making documents hard to find and share. Canon Document Digitisation boosts collaboration and productivity by giving staff easy access to their documents wherever they are.

What are the key drivers to move to digital documentation?

The first major reason are the GDPR regulations and the associated tough fines for breaches and insufficient protections of business data. Digitising your documents enables tighter security and easier archiving and searching of data.

Another key reason is the productivity benefits. According to Gartner, an employee spends 50% of their time looking for information, and it can take up to 18 minutes to find a document. This obviously means wasted employee time trying to locate documents, or recreating and duplicating those that are either lost or not in a re-usable format.

Mobile access should also not be forgotten – employees may need access to a particular datasheet or contract while out in the field, and digital document systems facilitate searches and downloads through mobile devices.

Last but not least, digital documentation can bring cost savings. Put simply, it’s expensive to print and store large quantities of paper documents.

The solution

Canon Document Digitisation offer desktop scan & print solutions for small-to-medium sized businesses. These solutions can help you handle documents more quickly and efficiently:

  • Boost productivity by digitising documents via scanners or MFPs
  • Improve document security with PDF encryption and password protection
  • Improve scanning efficiency with CaptureOnTouch software with automatic batch separation, naming and sorting

Need some help or want to find out more?

As Canon Authorised Partners, Complete IT Systems are able to offer you leading guidance on your organisation’s print environment to achieve best value for money, results and reliability.

Give us a call today on 01274 396 213 or email  to talk to one of our print specialist team.

 

Choosing the right printer for your business

There are many, many options out there and that is obviously a great thing – but it can make the process of choosing the best one for your business a little daunting! It’s not as simple as buying the first printer that fits your budget, and doing so could mean missing out on some useful features.

The dangers of long contracts on the balance sheet

More importantly, making the wrong decision could even have negative results for your business balance sheet, as some managed print contracts can prove very expensive and painful over 5 years. Over this time in this era of ever-improving technology, what was a new and state-of-the-art printer at the beginning of a 5 year contract may start to become a little clunky towards the end of that period.

The right printer for your business is therefore not only crucial to performance, productivity and efficiency, but to the bottom line!

So back to the main question – how to choose the right printer for your business.

Key questions to consider:

Functionality

  • How many employees do you have?
  • Do you need black and white or colour?
  • Do you need high quality printing for customer-facing documentation, or more basic quality for reviewing email drafts etc?
  • Paper size – A4, A3?
  • Will you need copying, scanning or fax facilities

Efficiency

While the price of the actual printer is an undoubted cost consideration, don’t forget to take into account the operational costs of the machine such as ink, paper, maintenance. The cheapest printer hardware price does not always factor in these operational costs – be sure to take total cost of ownership into account when budgeting for print.

Connectivity

Would it be of benefit to your workforce to be able to print directly from their mobile devices? The right print environment can make for huge productivity gains in this regard.

Security

In this era of unprecedented cyber security threats, GDPR and other regulation considerations, the need for strong security measures across your whole IT infrastructure, including print, has never been more prevalent. Some printers come with in-built ‘print release’ functionality which reduces the risk of stray documents being left laying around in error on a printer tray by ensuring a password is required in order to print sensitive documents.

So what printers suit your business best?

In this article, we’ve suggested some considerations that you’ll need to make when choosing your new printer. Even with these questions it may still be difficult to make that final decision, so here’s a few more things to take into account:

  • Everyone and every business uses a printer differently – there’s discrepancies between individuals and departments
  • A rough guide is that an small-to-medium sized organisation benefits from having one printer for every 7-10 people
  • Understand maintenance and running costs before entering into any long-term contracts

As Canon Authorised Partners, Complete IT Systems are able to offer you leading guidance on your organisation’s print environment to achieve best value for money, results and reliability.

Give us a call today on 01274 396 213 or email  to talk to one of our print specialist team.