September 21, 2017

In an office environment, the printers are almost always busy completing their latest jobs. The average office worker uses 10,000 sheets of copy paper every year, according to The Paperless Project. With so many prints, there are common mistakes that can cost you and your company time, money and professionalism. Read on to discover some of the most common printing mistakes, and how you can fix them.

Printing in color

Though a great number of office documents are monochrome, employees regularly are printing in color without knowing. Though it costs only a few cents more for each page, those pennies quickly add up. Just one employee printing in black-and-white instead of color could save your company hundreds of dollars each year. Be sure to check your printer’s preferences and change color to black-and-white. For companies, there are management systems that allow users to be defaulted or restricted to printing in black-and-white.

Using low-resolution images

When printing a photo, always make sure that its resolution is at least 300 pixels per inch (PPI). Finding the resolution of a photo varies based on the type of computer and program you are using. In general, if you are on a Mac, you can open the photo in Preview and click Command+I. On a PC, right-click on the file. Then choose Properties, and click the Details tab. The Image section will tell you the image dimensions, and the File section will show the image file size.

Poor design

In corporate, and most other, design, it is best to keep your documents and designs simple. Aim for clean, crisp text in dark colors. Try not to overcrowd a document. Don’t use more than three colors, and make sure that they look good together. Stick with timeless fonts—Times New Roman, Garamond or Georgia if you want serifs; try Ariel, Tahoma or Century Gothic if you are looking for a sans serif font. These fonts are popular for a reason. Avoid Comic Sans, Curlz and any other font that is overly detailed. There are, of course, exceptions, but for most office printing, it’s best to keep it simple.

Spelling errors

Always be sure to double-check (and even triple check) work before it is printed. Not doing so can call the company’s professionalism into question. Never rely solely on spell-check, as it does not catch diction errors such as “there” being “their” or “red” where you meant to type “read.”

Printing single-sided

Some prints and copies need to be single-sided, but many do not. By printing double-sided, you can save in paper costs up to 50 percent!  Double-sided printing can often be chosen as a default through the printer or through a print management system; this way, you need only go into settings to choose single-sided if you know that it is necessary for the document.

Printers are central to all office environments and they are often one of the most useful and powerful tools. Be aware of your printing habits, and what they can cost you. 

September 14, 2017

Data security is becoming one of the most serious concerns in the business world. That not only includes data breaches, as we discussed in a previous blog post, but also loss due to disaster. In some industries, such as health care, HIPAA regulations require certain levels of document security.

A document management system is software that manages and tracks electronic documents. It can be used in conjunction with scanners and multifunctional devices (MFDs) to create a document workflow that is easy to use and navigate in an office environment.

In addition to improving workflows, document management systems come with features that enhance the security of your company’s important and confidential information.

Document encryption

According to TechTarget, “data, often referred to as plaintext, is encrypted using an encryption algorithm and an encryption key.” The information can be viewed in its original format only if the correct key is used to decipher the message. Document encryption is essential to providing the most secure environment for your company’s documents and records.

Role-based access

Role-based access starts when users are added to a company’s document management system. Each user is assigned a role; roles can be assigned to teams or left alone. Based on the role and the team to which a user is assigned, this grants the user access to certain documents and information. This feature keeps information secured to only those who need access.

Audit trail

Document management systems provide audit trails for all of the documents contained. An audit trail tracks a document through its lifecycle. This feature gives administrators the ability to see who edited a document, when they made the changes, what those changes were and any comments made at the time. This enables a company to understand the accountability for mistakes or to clarify anything that changed within the document’s lifecycle.

Modify ownership

When an employee leaves a company, the ownership of his or her documents can be transferred to another user. This allows for greater accessibility and also for increased security, so that former employees do not have a way to access sensitive information.

Disaster recovery

By using a cloud-based document management system, your important documents and information will be stored and available should a disaster occur. Paper documents can get lost in a natural disaster or due to human error. With an online-based backup, you will not have to worry about important documents being unable to be recovered.

With the security of documents and company information being more important than ever, it is crucial to integrate a secure document management system into your company’s workflow. Centric can get you started. Call us at 877-902-3301 to learn more about the secure document management solutions available for your company!

September 08, 2017

A hybrid of a projector, a computer and a traditional whiteboard, electronic whiteboards (also known as interactive whiteboards) make for the ultimate collaboration tool. With their vast array of features, electronic whiteboards are great resources for schools and companies alike.

Interactive methods create engaged users and enhanced collaboration

Involve all of your participants, whether they are students or colleagues, with games, interactive models, the ability to notate on screen and more!  Using these methods can help with attention during presentations and retention of information.

Multisensory learning leads to more engaged audiences

Whiteboards allow for those engaged to see, hear and physically interact with the material itself. The tool is especially helpful for visual and kinesthetic learners, and students with learning disabilities.

Annotate documents and presentations in real-time

Use highly responsive touch pens or your fingers to make notes directly on a document. You can then, with the notes, save the document to a drive, print it or send it out.

Connected mobile devices add another layer of connectivity

View what is on the whiteboard screen from connected mobile devices, such as laptops, cell phones or tablets. This is helpful when many people want to see closer up, but do not need to be interacting with the whiteboard itself. This feature also enables users to easily share the whiteboard screen remotely.

No muss, no fuss

With the electronic whiteboards, you will not need to search high and low for dry erase markers (which tend to disappear quickly in education environments, especially). Your board has a touch pen, and you can also use your fingers without getting them covered in ink,

Improved document workflow

Scan a document from your MFD directly to the electronic whiteboard. After working with the document on the whiteboard, you can print or save to a PC. 

Check out our collection of interactive and electronic whiteboards HERE.