Blog Archive
August 16, 2017

A data breach occurs when any sensitive information is exposed, whether maliciously or innocently, to an unauthorized source. Hackers and viruses may instinctively come to mind when you think of a data breach, but employees meaning no harm can also be risks for breaches.

Despite increased awareness and technological developments, approximately 62 data breaches occur every second, according to the Breach Level Index. Knowing your company’s weaknesses can help to prevent devastating losses.

The Three Most Common Data Breaches

The three most common types of data breaches are physical, electronic and skimming. Depending on your company, you might be more at risk for certain breaches rather than others.

  • Physical: A physical data breach occurs much like you might imagine—physical records or devices containing data are stolen—a laptop, mobile device, file cabinet, hard drive, point-of-sale equipment, etc.
  • Electronic: Electronic data breaches are the malicious obtaining of data through a system or network via web servers or web sites.
  • Skimming: Skimming is the process of recording the information from the strip on the back of credit cards. An external device can be added to a piece of point-of-sale equipment (usually without the merchant’s knowledge), or an employee who takes the card can scan it on a skimming device without your knowledge.

Other Types of Data Breaches

While less common, these other types of data breaches can be no less dangerous or costly.

  • Uninformed employees: Checking work emails from an unsecured mobile device, leaving a laptop in a car, not closing out of application windows when the user has finished and not changing passwords regularly seem like harmless actions, but these leave your company susceptible to malicious attackers. Hold seminars or send protocol updates to make your employees aware of the holes that their habits might leave for cyber criminals. Many employees are also victims of phishing; train your employees on how to detect a suspicious email, and have them report it directly to your Information Technology (IT) department as soon as it is received (without clicking any links or giving the sender any information).
  • Malicious insiders: Insider threats are considered to be one of the biggest risks to cyber security. Some of these are innocent, or the employee does not realize the consequences of being careless with security, as explained above. Some employees, however, have malicious intent; as employees who undoubtedly already have access to at least some of your company’s data, it can be very easy for them to gain access to sensitive information. Take special care to promptly remove access for any terminated employees. Limit the access given to all files, folders and systems to just those who need it.
  • Third-party service providers: If your company uses a third-party to provide cloud storage, accounting, maintenance or any other countless services, your information could be vulnerable via their systems. Make sure to choose reputable companies when doing business and go over security protocols. If you discontinue use with a provider, be sure to disable any account permissions, if they had any.

Combatting Data Breaches

The effects that a data breach can have on your company greatly depend on many factors, including but not limited to: the size of your company, the type of data breach and the severity of the attack. Know your weaknesses, train your employees and outfit your company with the best technology to protect your data. 

Contact Centric Business Solutions at (877) 902-3301 for help implementing IT and document management solutions that will help protect against some of the most common types of data breaches. 

August 11, 2017

Copiers, printers and multifunctional devices (MFDs) are often taken at face value—they are meant to print, copy, scan and/or fax. Your company spends a lot of money to buy and maintain these complex machines, so why not use them to their maximum capacities?  There are many features that go unused simply because users are not made aware of a device’s functions, which can improve your company’s workflow and efficiency.

Read on to discover just a few functions on most MFDs that will make your and your co-workers’ lives easier.

Scan directly to folder

Improve your workflow and avoid hassle by scanning a document directly to a folder, rather than scanning to your email, then saving the file and moving it to the correct drive.

Double-sided printing

Most printers and MFDs are capable of double-sided printing, and usually it is as simple as going into your printer preferences when printing a document and switching the document style to “double-sided” or “2-sided.” There will also usually be a choice between book style and tablet style. For most documents, you will want book style, where you can read both sides without flipping the page upside down. In tablet style, the tops are on opposite sides and you must flip the page over to read it, as if you were flipping through a tablet.

Utilizing the double-sided printing function is a great way to cut back on paper, which not only helps the environment, but also saves money and reduces the amount of clutter on your desk.

Convert single-sided documents to double-sided, or vice versa

When scanning and copying single-sided documents, you can choose to output that document double-sided, saving on paper and costs. You can also choose to do the reverse, should that suit your needs.

Create shortcuts on the control panel for easy access to regularly used functions

To make everyday work even more efficient, most copiers and MFDs allow you to create shortcuts that will appear on the user panel. These might include scanning directly to a particular folder, emailing to a specific person, searching files from a network drive and many others that can be altered to fit your needs.

Default to black-and-white and utilize other rules to help your company save money

Companies waste thousands of dollars every year in unnecessary printing costs, but your MFD is smart enough to help prevent that from happening. By adding rules to your company printing, such as defaulting to black-and-white or double-sided, you can help save on costs.

Hold print jobs for security and follow me printing

Most printers have an option that will send a print job to a virtual cloud to be held until you physically go to a printer and release. You initiate the process by sending your print job as normal, but you determine where and when it is printed by either swiping a card or entering a password at the device. This process is ideal for settings where document security is especially important, such as in health care or education environments.

A great way to discover more functions and features of your company MFD is to talk to your dealer or service provider about training. If you are a client of Centric, we have an experienced and knowledgeable training team dedicated to helping you get the most out of your machine.

Are there any lesser-known functions that you use to increase workflow efficiency?  Let us know in the comments!

August 04, 2017

Document management is central to the everyday operations of your company, and a multifunctional device (MFD) that is down can throw your workflow off track.  If your company is large, you might have multiple other printing and copying devices to use, creating a small inconvenience.  As a small- or medium-sized business, you might only have one or two devices and one being down could mess with the workflow of all of your employees.

Huge delays in productivity, costs in funds, time wasted and disgruntled employees can result from even just a few hours of MFD downtime.  Technical obstacles are sure to arise, and that is why it is important to have a dedicated technical support team behind you at all times.

As part of our CustomerFirst program, Centric Business Systems offers a guaranteed response time.  Service requests are first handled by our customer service representatives in our local call center.  Your service technician will then call you within two hours to either diagnose the issue remotely, or determine that on-site service is necessary.  Should the issue require on-site maintenance; your technician will arrive, on average, within four hours.

All Centric technicians are certified and factory trained to provide you with expert service on the first call.  Technicians work from vehicles stocked with parts that are commonly needed for repairs.  By eliminating the need to obtain a part, the service technician can come to you directly and most times has the parts needed to fix your device on the spot.  Our technicians’ goals are to get your device up and running with as little disturbance to your company as possible. With our method, you can get back to doing your business as usual.  Providing you with the most comprehensive service is the goal of all Centric employees.  We work hard to help your company achieve all of its goals!

July 18, 2017

Just recently, a few members of Parliament had their email accounts hacked. This is just another instance that shows the pervasive nature of cyber attacks and reiterates the importance of top-notch cyber security procedures put in place. In fact, document security is becoming ever more prevalent.

Data Breach Would Be Covered

Large corporations should consider the various advantages that come with protecting their secure data by investing in a document management system (DMS). For example, if a data breach occurs at your business, hackers are able to access sensitive information regarding clients and employees. However, taking advantage of a document management system would provide first-party coverage over data breaches or hacks throughout their networks. Not only does a DMS implement more efficient workflows throughout your business, it can also help to keep documents more secure than ever before.

Protecting The End-User

Important documents that may be lost or obtained can have serious effects depending on the information accessed. In fact, most hackers look for information that can be beneficial to them such as movies or tv shows, like the recent Netflix hack on the show “Orange Is The New Black”. The fact remains that while it may seem new, cyber and privacy insurance companies have been around for the past 10 years. While it hasn’t been as popular as other types of insurance, with the increase in breaches occurring almost daily, there seems to be more a demand in these types of policies now more than ever before.

 
July 14, 2017

Managed print services (MPS) offer simple solutions for seemingly insurmountable business issues. Whether you’re struggling to order the right equipment or attempting to limit paper production, a managed print service can help you achieve business efficiency. Read on to discover how MPS can improve your Maryland business.

Reduce Paper Waste

In efforts to achieve more efficient, environmentally friendly offices, business everywhere are switching to paperless platforms. MPS can help your business reduce wasted supplies and decrease electrical consumption by consolidating your devices.

Improve Security

Ensuring the security of your data and your client’s information is paramount when it comes to maintaining your business. Printers, copiers, and other necessary equipment contain sensitive information that can easily be obtained by hackers without protection. MPS can offer necessary security by encrypting device data and using comprehensive permissions to guarantee access to certain employees.

Decrease Costs

The cost of printing can add up for small and large business alike. MPS contract will provide your business with a standard monthly bill that you can budget for. You won’t have to worry about unexpected repairs or surprise charges since you’ll have all costs mapped out for you. Centric Business Systems will provide you with MPS that is unique to your business needs, which means you won’t have to pay for services that you don’t need!

July 10, 2017

A printer is a printer, right?  The word “printer” is commonly used to describe every type of printing machine from small desktop inkjets to large print shop machines, when in reality, they might be copiers or multifunctional devices (MFDs).  Many printers and MFDs also have advanced features that are either included or that can be configured to best fit your company’s needs.  Here are some key definitions and industry lingo that will come in handy when deciding on document management solutions.

MFD – MFD is an abbreviation for multifunctional device, a machine that scans, prints, copies and faxes. 

MFP – MFP is an abbreviation for a multifunctional product, a different way for saying an MFD.

Finisher – A finisher might refer to any or multiple post-printing functions, including stapling, binding, collating, folding, hole-punching, etc.

Binder – A binder is an attachment to a printer or MFD that binds print jobs, booklets, books or magazines.

Stapler – A stapler is an attachment to a printer or MFD that staples print jobs.

Folder – A folder is an attachment to a printer or MFD that folds print jobs.

Cutter – A cutter is a machine that cuts large quantities of papers to precise measurements, usually when trying to achieve a specific size or a bleed. 

MPS – MPS is an abbreviation for managed print services, which is a service that oversees the entire print environment of an office in order to increase efficiency and be more cost effective.

Document management – Document management software captures, stores and controls business documents to streamline and automate paper-based processes for improved productivity and reduced costs.

Facilities management – Facility management services take care of the entire print facility, from the team members, to the hardware, software, integration, upgrades, tracking and reporting. 

Inkjet Printers – Inkjet printers spray liquid ink through microscopic nozzles onto paper.  They can print on many different types of papers, including photo paper and some fabrics.

Laser Printers – These printers use toner cartridges that are filled with fine powder and a heated fuser to imprint on paper. 

Toner cartridge – A toner cartridge contains toner powder, which is a fine, dry mixture of plastic particles, carbon and black or other colored agents that are used to make the image on paper.

Meter reading – A meter reading is how a customer reports how many pages have been printed to its copier service provider so that it can provide accurate billing and service.

Centric Business Systems knows the office equipment industry well.  We are here to help you navigate the best solutions for your office; training is an integral part of our mission in providing you the most effective document environment. 

June 15, 2017

Business expenses are necessary, yet oftentimes business owners sacrifice quality over budget. When it comes to your small business, it’s important to purchase up-to-date equipment to ensure the effectiveness of your daily processes. Equipment that works effectively and runs efficiently benefits your business in the long term and alleviates stress from your employees. If you’re currently looking to purchase a new copier, read on to discover which one is best for your business.

Figure Out What You Need
What purpose will your copier have? Determining the answer to this question will help you deduce what kind of copier you should buy. Do you need a copier with a wide range of capabilities? Or could your business benefit from a standard copying machine. Ask yourself, and your employees, exactly what your business needs before you search for the right copier.

Ask Yourself When You Need It
 
It’s important to assess how much copying occurs a day and at what rate. If your employees are using the copier frequently, to process materials that need to be completely quickly, you should shop for a copier that can complete several print jobs at once. No matter the size of your business, it’s important to analyze the speed and flow of copier usage. You may need to invest in a more expensive copying machine to keep up with the demands of your business.

Analyze Your Budget
 
Ask yourself what you want to spend and what you can afford to spend. These numbers might not match up. You might want to save a few pennies and opt for the cheaper copier, but will this choice negatively affect business? When analyzing your budget, take the price of equipment, supplies, and maintenance into account.
 
Call Centric Business Systems for All Your Office Management Needs
 
Today’s business environment is fast-paced, time is limited, and attention spans are short. Keep your people motivated and your co-collaborators engaged. Centric Business Systems has answers to all of your questions about this neat collaborative tool and various others, and we can make it so that you have them at your fingertips. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn about how we can help you improve your processes, so that your team can solve problems together. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

 

June 09, 2017

 
Several years ago, if an employee needed a particular file or document, he or she would have to fill out a form, submit it to the correct department, ensure that it was filed away, and wait until it eventually reached the bottom tier of an unorganized pile of information. This was called manual workflow, and it was as inefficient as it was frustrating. Today’s businesses prefer to speed the process of locating and distributing files by taking advantage of digital workflow services such as the solutions we provide at Centric. This week we’re discussing how your business can benefit from doing the same.
 
Increase Efficiency
 
Digital workflow software ensures that no file goes missing. The intelligent database prevents lost documents and ensures that information is being sent and received at the scheduled time. Certain software give you the option to track the document through each stage of the process, so you don’t have to waste time following up with employees.
 
Improve Business Processes
 
Digital workflow software allows users to obtain real-time updates and check on the status of an authorized process. All of the information is confined to one portal, which means that employees won’t have to email a particular department to locate the information.
 
Better Organization
 
Process automation will convert your data into actionable information, which allows users to easily extract, process, and organize information. The documents that are stored in a digital workflow management system, allowing you to organize files and backup documents for easy access later.  
 
 
Call Centric Business Systems for All Your Office Management Needs
Today’s business environment is fast-paced, time is limited, and attention spans are short. Keep your people motivated and your co-collaborators engaged. Centric Business Systems has answers to all of your questions about this neat collaborative tool and various others, and we can make it so that you have them at your fingertips. Give us a call at 877-902-3301, send us an email at info@centricbiz.com, or fill out our contact form to learn about how we can help you improve your processes so that your team can solve problems together. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

June 02, 2017

An efficient document management system allows your business to streamline and automate paper-based processes, improving productivity within the workplace. Your unique business needs a document management system (DMS) that complies with your specific needs, which means you shouldn’t settle for the first software you find. Here are a few ways that you can limit your choices and decide on a DMS that works for your company.

Recognize The Needs Of Your Business
 
Begin the process of choosing a DMS by identifying current issues within the company. Speak with your employees and determine their specific needs and concerns. Take into consideration other software applications that you may want to integrate into the new system in order to maximize the company’s transition to a DMS.

Opt For A User-Friendly Interface
 
Choosing a user interface that offers a user-friendly experience will ultimately benefit your employees during their transition to a DMS. A sophisticated software that has a simple platform allows your workers to navigate through the system easily. After all, the DMS is designed to simplify your business, not complicate it.

Stress The Importance Of Security
 
You’re legally obligated to protect any information regarding your clients at all times. Maintain the safety of your clients and your business by choosing a DMS with an intelligent security feature. In the same vein, verify that the DMS offers constant data backup to secure servers in case of an emergency.

Take Advantage Of Smooth Workflow Management
 
A DMS organizes information efficiently and ensures that projects maintain momentum. A document management systems that offers project management features increases productivity and encourages accountability.
 
Still not sure which system to choose? Call Centric Business Systems! We can work with you to choose and install a document management system that is the perfect fit for your office.
 
Centric Business Systems for All Your Office Management Needs
 
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook(link is external), Linkedin(link is external), and Google+(link is external) for more updates!

May 25, 2017

Is it time to replace your wide format printer? There are several factors to take into consideration when evaluating the longevity of your print equipment. Replacing your wide format printer will reveal three great benefits.

Improved Performance
The print industry, just like any technology industry, is always changing. New equipment and techniques are constantly being developed. If your wide format printer is a few years old, you may already be noticing that it lags behind the performance of newer printers. However, this doesn’t mean you need to replace it. Your printer may just be due for an update!
Operating system developers and software manufacturers are always trying to stay ahead of the game by reviewing and updating their software to keep up with the growing demands of the industry. This means that if your driver software isn’t also keeping up with these updates, your printer may not run as optimally as it did when you first purchased it. Simply staying up-to-date with driver and firmware updates will keep your wide format printer in great condition.

Meet Rising Print Demands
Sometimes an update to driver software is all it takes to get your wide format printer operating at the efficiency your company requires. However, there are other times when growing print demand--often coinciding with a growing company--simply requires a new printer altogether. You may also have a growing demand for higher quality prints or larger print sizes. These needs are also solved by replacing your printer with a better model.

Replace Aging Parts
Every single piece of equipment in your print fleet has a lifespan. Any printer that is heavily used for several years will eventually slow down and stop working. An old printer simply may not be able to meet your needs. Common signs of an aging wide format printer that needs to be replaced are frequent paper jams, not enough memory, and consistent failure of the motherboard in the middle of print jobs. These shortcomings cost your company a lot of valuable time and money. Replacing your wide format printer alleviates these issues and ensures that you won’t need to get another replacement for several years to come.

Call Centric Business Systems for All Your Office Management Needs
At Centric Business Systems, we have the experience to optimize your document workflow and office technology environments. We provide the latest products and solutions available in our industry to fit your organization’s needs. Give us a call at 877-902-3301 or send us an email at info@centricbiz.com to learn more about how we can help optimize your organization. Be sure to also follow us on Facebook, Linkedin, and Google+ for more updates!