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Paper Versus Paperless: What is Best for my Business?

For centuries, paper has been the primary means of recording written data. However, in recent years, there has been a shift away from this traditional method. The introduction of computers to offices was meant to eliminate the need for paper, but as the office started accumulating more and more technology, the use of paper increased. With this increase in usage came the need for more storage and a rise in costs to meet the business needs.

Many leading businesses have identified that they are literally burning money by using paper, and have started moving towards a paperless office, which has resulted in considerable time and money savings. Despite this, many companies are persisting with a paper office. So, what is best for your business: Paper or Paperless?

paper versus paperless

Three Key Areas

When considering whether to be a ‘paper’ or ‘paperless’ office, there are three primary considerations decision-makers need to take into account – workflow, storage, and security.

Workflow

New developments in technology have made it is easier to collaborate on many projects without the need to print out reams of paper. Many solutions allow staff to work on the same document or project at the same time and make adjustments and suggestions in real-time. This has several advantages over paper-based offices regarding productivity and cost-effectiveness. Employees don’t have to print out multiple copies and then collate all the data by holding a meeting. This can all be done from the comfort of your desk, allowing you to continue with other essential tasks.

Storage

Paper takes up a lot of room, and then there is whole hassle of needing to find old documents or reports. This can take a lot of time, especially if someone hasn’t followed the usual storage protocols or has misplaced a document. A paperless office eliminates these frustrating problems by creating online storage archives, allowing workers to quickly find records by using a keyword search.

Security

One of the main objections to paperless offices is the security of the systems that manage the documents. We live in a world where many sophisticated viruses and hackers are looking for ways to get at data. Therefore, many companies decide to stay with the traditional ‘lock and key’ approach. However, that system carries just as many risks for the integrity of the company. Paper records are easy to lose and subject to tampering. Also, as many business and governments around the world have found out, documents can be easily left in a copier room for unauthorized people to see.

In fact, there are many more ways to secure online documents and systems such as encryption of sensitive documents, backing-up of data, and time-stamping of documents.

If you have decided paperless is the safest and most efficient option for your business, you’re not alone. Many companies are moving in that direction, and Caltronics can help you make the transition seamlessly.

 

 

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How to Save Time and Money Around the Office

The old cliché ‘Time is Money’ is as valid today as whenever it was first coined, probably more so now in the fast-paced world we live and work in. Overall the years numerous business experts have tried to find solutions for waste: regarding time and resources. Small changes can often have the most significant impact. And, one way that many companies have identified as a significant wastage source is that of the creation, transmission, and storage of data.

save time and money around the office

Get it Written Down

Since the beginning of recorded history, humans have been recording data in some form of document and companies are no different to that extent. From the moment of incorporation, a business can create a significant paper trail. We often take this for granted, but the creation of memos, reports, invoices and staff notices can generate significant expense, which can get out-of-hand without careful management. The Paperless Project have collected detailed statistics which highlight the shocking facts about our paper consumption.

The fact is though, something as simple as recording minutes from meetings and sharing them electronically can save unnecessary printing expenses. Integrating simple solutions across the board can result in significant time and expense.

The Printer is Broken Again

At some point, we have all pressed print and found the much-needed document we need right now is not there because there is a problem with the printer. Maybe there is a paper-jam, someone forgot to put more paper in, there isn’t enough toner, or it could be any of myriad other problems. Whatever the cause, the result is always the same: frustration and lost time.

In the modern office space, many companies are moving to paperless systems to avoid the loss of time. Cloud-based systems make it easier to create, transmit, and store all documents without having to rely on that temperamental printer or copier.

What Do You Mean We Have No Paper?

Sometimes the hardware might not be the problem at all, but the result will remain the same: your staff will be unable to print their documents. This can often be due to there being insufficient paper or toner. The reason for these missing essentials may be that someone didn’t order a sufficient amount or there is a delay in the delivery of these items. However, the issue could be much closer to home and the direct result of wasteful behavior.

It has been estimated that the average employee uses about 10,000 pages of paper per year, which is quite a staggering amount when you take into account all the employees within a workplace. This consumption would be shocking enough on its own, but when you take into account that about 45% of a workplaces daily paper consumption ends up in the bin, you end up with a situation of unsustainable wastage, especially for smaller companies.

To save this unnecessary waste, businesses should implement policies regarding the printing of documents within the office, that can be easily implemented and monitored. For example, you can place limits of the type of documents which are printed, use cheaper paper, change the font and style of printing, or go paperless.

All of these options can create considerable cost and time savings. And for your employees, it can save a lot of stress and frustration, allowing them more time to focus on vital tasks.

 

 

How Much Did Printing and Faxing Cost You This Year?

The cost of printing documents can be quite a big expense, which only increases as a business grows. For starters, there is the need to buy sufficient hardware to outfit your offices, such as printers and faxes.

printing cost

Then there is the cost of the paper, which is expensive in itself, but this cost can rise drastically as a result of waste. And, once all these documents have been printed, you need to take into account storage and disposal. Again, this incurs more costs that need to be factored into the business expenses.

Old Solutions

To minimize the cost and waste, many businesses opt to use cheaper paper, put limitations on print jobs, and use a smaller number of machines. This can have a positive impact, but can also lead to other problems such as disgruntled staff and poor quality printing.

For small businesses, every savings is welcomed, and the business owners should always be looking for ways to be more efficient. But it isn’t just small businesses that need to think about paper efficiency, as large corporations can end up with significant paper usage if it isn’t properly managed.

Modern Solutions

When a business finds their attempts to reduce printing costs are not working, it requires a more modern approach that integrates digital storage and transfer of documents. It saves a significant amount of space and gets documents where they need to be much more quickly.

At Caltronics, we have been at the forefront of this approach for many years and offer a wide range of solutions that lead to considerable cost savings.

For example, utilizing a combination of the latest hardware and software will lead to greater efficiency across the business, with the possibility of digitizing most documents. Things like newsletters and memos can all be managed through a document manager and ultimately don’t need printing.

These systems can also be used to eliminate the panic associated with lost documents, as they enable any document to be safely stored and archived, allowing instant access whenever the documents are required. One objection to digital storage is that many people would prefer vital documents to be behind a locked door. But that is exactly what happens if your business invests in a modern document management system.

Tailored to your business needs

The example above is just one of the many options available for businesses of all sizes, and each solution is tailored to each company. Regardless of whether a business requires a substantial level of printed media for conferences or uses a ton of printing for internal communications, it is possible to digitize and streamline all workflows leading to significant time and money savings.

How to Create Last Minute Holiday Cards

With the start of December and Christmas right around the corner, it’s time you send out your “Season’s Greetings” to all your customers. Nothing shows customers you care more than a holiday card during that special time of year. Most businesses rely on external vendors to do the printing of holiday cards. However, with a little help from Caltronics, your business can design and print cards in-house, not only saving you money but also a lot of time.

How to Create Last Minute Holiday Cards

Let Caltronics’ Production Print Workflow (PPW) Do Your Work

Printing a couple of hundred holiday cards may seem like a huge task, especially when you have desktop printers to work with. Well, let Caltronics help you out with that. After a brief session, Caltronics assesses your printing needs and provides both hardware and software accordingly to make printing a swift process. So bulk printing becomes a lot easier with the push of just a few simple buttons. The benefits of PPW are as follows:

  • Easy printing method
  • Installation of Konica Minolta office devices with exceptional photo printing abilities
  • Perfect for holiday cards
  • Saves time with faster printing
  • Bulk printing capabilities
  • Easy to use hardware and software so anyone in the office can use it
  • Proper training to use both hardware and software

Make Bulk Printing Easy with Variable Data Printing

It doesn’t just stop there. Caltronics ensures that you have the capability to make each card personal to your customer with variable data printing. With variable data printing, all you have to do is feed the design of the holiday card in with the information of each client. You can tell the system which information needs to change, for example, name and address, on each card. You supply the system with a database of all your client information and the system ensures that each card is customized with the variable information that you have supplied with the database. Saving you a lot of time and effort.

You can install the system today and use it not only for holiday cards, but all your printing needs. So it is a worthy investment that will make your print workflow a lot smoother and quicker. Making this an investment not just for this holiday season, but years to come.

Flu Season in the Office! How to Avoid Getting Sick

When Old Man Winter starts coming around the corner, everyone has the cold on their minds. The cold brings in the chills, and the chills bring in the risk of catching a cold. Getting a cold is often a nuisance, but normally doesn’t merit staying away from the office. The flu, however, can be a bigger problem that will keep you out of the workplace for up to a week or more.

Flu Season in the Office!

In order to keep yourself from being annoyed by a cold or kept at home by the flu, you should take some precautions to make sure you stay healthy. The following are a few tips to keep in mind this season.

  1. Get Your Flu Shots

The problem behind the flu shot is that it’s essentially a guess that is made by the country’s top doctors every year as to which strain might be the most formidable. Even when you get the shot there is a chance that you will catch the flu anyway. In any case, it’s better to be safe than sorry, and getting the flu shot is your first defense against getting seriously sick.

 

  1. Eat Healthy

A lot of people talk about taking vitamin C to keep from getting sick during the winter. While the jury is still out on whether or not this is true scientifically, there is still some merit in this belief. Eating healthy can make your body much more capable of defending itself against viruses.

 

  1. Practice Good Hygiene

The ability to stay healthy during flu season in the office often comes down to something as simple as practicing good hygiene. Wash your hands often, and especially after touching surfaces in common areas such as the break room or restroom. If others in the office are transmitting flu germs, they’ll often leave them in these areas.

 

These three tips are just a few ways to keep from getting sick during the holiday season. Working in an office doesn’t have to be hazardous to your health. A few common sense precautions can go a long way this flu season.

The State of California Approves Data Capture, Workflow Software Solutions from Caltronics

PRESS RELEASE

The leader in business process and print management solutions awarded California Multiple Award Schedules (CMAS) contracts empowering the State to keep pace with digital automation requirements
SACRAMENTO, CA – October 2, 2017 – Caltronics Business Systems, an industry leader in data capture automation, document management systems and business process management, secured two key California Multiple Award Schedule (CMAS) contracts with the State of California, Department of General Services. These CMAS contracts enable state and local government agencies to work with Caltronics local, California based teams on data management systems, from initial consulting and engineering, through implementation, and ongoing customer support.
“For over 40 years, Caltronics has been providing leading edge technology and award-winning service in the print management and software solutions industries” said Mike Phipps, Caltronics Vice President of Sales. “These CMAS contracts, which include products and services provided by our partners, PSIGEN Software Inc., PaperCut, and Canon Scannners will allow government agencies to improve service delivery, which will ultimately benefit the citizens of California.”

Under their new CMAS contracts, Caltronics is now authorized to provide California government entities with automated end-to-end data capture, workflow and content management that will improve operating efficiencies and reduce agency operating costs. These multifunctional software solutions positively impact every segment of government agency service delivery.

About Caltronics

Since 1975, Caltronics has been providing commercial enterprise and government institutions with leading edge technology and award-winning service in the document management and software solutions industries. Their expertise in systems integration allows them to build custom applications designed to improve workflow and data management.
About PSIGEN Software (3-17-70-0762D)

Psigen Software, Inc is the innovative leader in document scanning and capture automation software. For over 20 years, PSIGEN has provided software to help organizations of all sizes convert content into managed digital assets. The solutions focus on cost reduction, compliance, flexibility, standardization and improved efficiency. The lasting result is a more productive end user, using fewer mouse clicks and keystrokes while accomplishing complex, and powerful content management and workflows. With
PSIGEN’s ability to publish data into practically any software, and it’s advanced document capture and data extraction toolset, PSIGEN can meet all the needs of any organization.
About PaperCut ( 3-17-36-0037B)

PaperCut is a world leader in print management solutions that are used by over 50,000 organizations in over 100 countries. Their solutions help reduce costs and the use of paper, which has a positive impact on the environment. Compatible with any brand or platform, PaperCut makes it easy to manage printing usage and behavior, while enhancing security functionality through authentication and assisting with
compliance requirements using Secure Print and Release (“FindMe” Printing)

About Canon Scanners (3-17-36-0037C)

The complete Canon scanner line offers high quality, leveraging years of excellence in
developing high precision optic technologies. Consisting of document, check, and photo
scanners, Canon Scanners enable businesses and personal usage to improve costs,
efficiencies, and sharing information easily

Contact Caltronics:
Matt Blevins
916-361-5314
blevinsm@caltronics.net

How Caltronics and PaperCut Make Educators’ Lives Easier

Like any organization, schools have to operate on tight budgets. And you probably do not need to be told that school districts have their own unique challenges and quirks. This makes spending in public schools even more scrutinized and managed than almost anywhere else.

Caltronics Business Systems is aware of this fact and is dedicated to helping keep costs down in a variety of ways. One piece of software offered through their services is PaperCut. Below, you will see what PaperCut is and how it can help make your school better.

papercut software

What Is PaperCut?

PaperCut is a company with a suite of software products created to help any organization cut down on paper and become more knowledgeable about printer and copier use. They do this by giving administrators deeper access and control over printer usage. PaperCut constantly monitors printing from any device connected to the network anytime a copier is used. PaperCut also has software that can keep documents more secure.

How It Can Benefit Schools

Caltronics Business Systems can connect an entire school district or any individual school with the PaperCut software. This software will help ensure that printing is being utilized in an efficient manner. The quotas feature lets an administrator set how much printing can be done by a classroom (or other restrictions, like subject or group). It also prevents students from inappropriately taking advantage of printing by letting teachers approve any print job within the classroom.

Of course, the detailed reports that PaperCut offers ensures that your school will know exactly why and how printing is being used. Without this tracking information, there is no telling how much paper and ink is being wasted on unnecessary printing. Once the reports are acquired, you can work with Caltronics to get help understanding and analyzing the information.

Caltronics has been helping schools and countless other organizations with their business needs for decades. In addition to PaperCut, Caltronics offers a wide variety of other services that can help improve the productivity and connectedness of the school’s information technology. Just as importantly, they have a dedicated team of experts who are there when you need them as well. Give them a call if you are interested in learning more about PaperCut or any other business solution.