Blog Archive
May 11, 2017

When you think of a recognizable brand, you likely think of the colors associated with them. McDonald’s yellow and red are just as iconic as their golden arches, and IBM is often dubbed “Big Blue” because of their recognizable blue logo.
Color can evoke strong emotions and memories. The colors of your brand should remind your customers of your reputation as well as the personal experiences they have had with you. The colors of your brand must remain consistent in order to achieve this kind of recognition. No matter what you’re printing--whether it’s flyers, promotional mail, banners, or more--consistent color is the key to lifelong brand recognition.

How to Obtain Consistent Color with Color Management
Color management technologies can ensure that you maintain consistent color across all of the print materials your company produces. But with technology changing so quickly, is now the right time to invest in color management technologies? Let’s take a deeper look into the future of color management.

Expanding Horizons
Color technology will only continue to grow as companies as high-end businesses fine tune their color production and traditional print services providers move towards becoming marketing services providers. Consistent color will become increasingly important as more and more companies are able to produce vibrant branding.

Pleasing Colors
The push to create pleasing color schemes will create a higher demand for color management tools. Smart color management helps you to more finely control your equipment efficiency and process control, which produces stunning results and saves your bottom lines.

A Valuable Asset
With the rise of visual marketing, business owners will increasingly view color management technologies as solutions that help them run their businesses more smoothly. Knowledgeable color consultants can recommend solutions that represent the brand as well as improve equipment efficiency.

Your competitors are investing in color management technologies to produces consistent color across all their marketing materials as well as boost equipment efficiency and lower costs. It doesn’t look like the popularity of color management will fade any time soon. Now is the best time to invest in color management tools and services!

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!

May 04, 2017

One of the most important decisions you can make for your business is how to outfit your equipment fleet. When it comes to the copier, do you need color? Many business owners choose not to invest in a color copier when they already have a color printer. However, you may find that having a color copier is a smart decision in the long run. Let’s take a look at your options and how color copies vs. black and white copies will affect your office workflow.

Printers vs. Copiers
Many businesses that choose to have black and white copiers do so because it seems like the most financially feasible option. After all, if you already have a color printer, why would you need a color copier?
The truth is, printers and copiers, while they have a lot in common, cannot replace each other. Making multiple copies with your color printer could get expensive in the long run. If you decide to rely on your black and white copier, you may find that the lackluster results don’t convey your message in the way you desire. Having a color copier can actually shrink your need for a large printer fleet along with the expensive costs associated with maintaining toner cartridges.

Cut out the Middle Man
Black and white copiers can be a good choice for some businesses. In order to assess whether you should add a black and white copier to your fleet instead of a color copier, take a moment to gauge how many time you need to have color copies. Do you often find yourself running to the copy center?
Having a color copier means that you will no longer have to spend the time and money making trips to a copy center. Outsourcing copies means that you’re losing money to the middle man, who upcharges for their services. Having your own color copier means that you’ll be able to reliably make copies whenever you need to, without having to make an extra trip and pay an extra expense.

Be in Control
Not only does having an in-house color copier save you money and time, it also gives you more control over your copies. You can use your copier’s settings to keep an eye on ink and paper usage as well as set authorization controls. This means that you’ll be able to monitor the use of your copier so that you can maximize efficiency, productivity, and workflow.

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!

April 20, 2017

Looking for ways to save money, reduce paper waste, and boost productivity? Managed print services optimizes the operation of your printers, scanners, fax machines, and copiers. You’ll use less paper, purchase fewer supplies, and spend less time wrestling with the settings on your equipment. If you’re thinking of making the switch to managed print services, this is what you need to know.

You’ll Save Money
Get ready to start saving money! On average, companies that adopt managed printing services save 30% on hardcopy costs, reduce carbon emissions by 60%, and free up 10% of IT staff who were previously spending time troubleshooting print problems.

You’ll Be More Efficient
One of the things a managed print services provider does is analyze your existing print fleet. We’ll be able to tell you what equipment is underperforming, what equipment you should add, where certain equipment should be located to be most accessible, and how to plan for the longevity of your current fleet. Having your fleet analyzed by specialists ensures that no detail is overlooked.

You’ll Have Predictable Costs
Having to suddenly pay for repairs to a broken printer can throw your budget for a loop. Entering a contract with a managed print services provider ensures that you pay the same bill every month. That means no more unpredictable printing costs or surprise maintenance! You’ll be able to plan for your monthly printing costs without the shock of a high repair bill.

You’ll Have Less Downtime
A managed print services provider can establish automated supply delivery, which automatically orders toner based on when printers run low. No more forgetting to order toner and having to wait to use a printer until more toner arrives! Your staff will be more efficient as they no longer have to constantly monitor printers and place orders as well as no longer have to endure downtime while waiting for supplies to arrive.

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!

April 18, 2017

It was only a few years ago that huge companies like Target and Yahoo suffered from massive cyber attacks, and only a mere two months ago that the average person was affected by the Cloudbleed security bug. Today, companies not only have to worry about external cyber attacks, but also who can access sensitive data internally as well. It’s more important now than ever to make sure that you know how to protect your sensitive information, and document security procedures from Centric can help.

Hard Drive Erases
Are you disposing of old printers while your office gets updated equipment? If your equipment has handled sensitive data, then it’s important that none of that data is left on the old hard drives that you’re disposing of. When you format a hard drive or delete a partition, it may seem at first glance like all of the information stored on the hard drive is gone. In reality, the information is no longer visibly indexed, but it is still present on the hard drive. Having your hard drives professionally erased ensures that you are not sending sensitive data outside the company when you dispose of old hard drives.  

Data Security Kits
Performing vital tasks like printing, scanning, and copying leaves an imprint of latent sensitive data on a system’s hard disk. A data security kit improves document security by impeding unauthorized access and activity on the system’s hard disk. Data encryption, overwrite capabilities, and more keep your sensitive data secure.

Document Management Security Settings
Not only does a document management system help to implement more efficient workflows and facilitate greater organization, but it can also help to keep documents more secure than ever. Access control within the document management security settings can help to establish authorized individuals for certain documents while barring access from anyone else. This ensures that only qualified individuals can view, edit, and manage sensitive information.

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!

April 07, 2017

Administrative paperwork can slow down office productivity and frustrate staff. Today’s technology allows organizations to improve document workflows and their associated processes, while lowering costs and optimizing efficiency. Digital workflows are processes that speed up and organize your regular work routines. Instead of searching through paper files for a specific document, an optimized document management system can retrieve that document instantaneously. Read on for the five key ways that implementing a digital workflow helps to improve efficiency.

Insight into Business Processes
Workflow software allows users to check on the status of an authorized process. You can see if your vacation request was approved or submit an expense report to your manager and obtain real-time updates. In addition to optimizing their processes, managers are able to obtain valuable insight into the workflows of their organization to identify opportunities to streamline operations.

Document Routes
No more losing paper documents! Digital workflow software prevents lost documents and ensures that the right people receive the right information, at the right time. It allows you to retrieve, review, revise and send documents with just a couple of clicks. You can even track the document through each stage of the process, receive updates when a task is complete and send notifications when too much time has lapsed.

Approvals
Do you have documents that require review? Make sure that the right person receives your document and get real-time approval. In a pinch? You can also attach an urgency level so that action is taken immediately.

Audit Power
Documents stored in a workflow management system track and maintain every interaction at a user level. You can improve your quality management system, ensure compliance and fly through audits with document and process management capabilities. Process automation will convert your data into actionable information. It allow users to easily and effortlessly extract, process and organize information. By defining the workflow of a document, automation can improve the availability of your business information and drive efficiency.

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!

March 30, 2017

Last week, we talked about how Managed Print Solutions can save your business a lot of time and money. But did you know that simply having the right equipment can make a positive change on your business? This is especially important for small businesses, where even the smallest expense makes a big difference. Today, we’ll be looking at how to choose the right copier.

Step One: Make a List of Needs and Wants
What will your copier be used for? Copiers have a wide range of capabilities, including scanning, faxing, printing, folding, stapling, binding, saddle stitching, and, of course, copying. What is most essential for your business? The right copier will perform the tasks you need and will even have the ability to create automated workflows, which makes using the copier for routine tasks much faster and easier. Make a list of what you absolutely need in your new copier and what you want but don’t need. For example, you probably need copying and scanning capabilities for daily use, but saddle stitching can be done as needed by a print shop.

Step Two: Assessing Volume and Speed
How many pages do you print per day? Do you often find employees complaining about how long it takes to print something? Do several large print jobs often get backed up while employees are waiting to print a couple pages?
If you print thousands of documents per day and frequently print many large jobs, you may want to invest in a higher-end copier. This is the right copier, even for a small business, because it can handle the strain of heavy daily use and still maintain a long shelf life. So, despite the higher price, a costlier printer is a better long-term investment.

Step Three: Assess Your Current Print Costs
Knowing how high your current print costs are can help you to make a cost-conscious decision when choosing your new copier. For this, you’ll need to know several things:

  • Equipment: The price of your current equipment (which may be a purchase price, lease price, or cost-per-page agreement).
  • Burden rates: The time it takes for your IT team to troubleshoot problems, schedule maintenance, and order supplies.
  • Supplies: The ongoing cost of purchasing supplies like toner, paper, staples, etc.
  • Service: Monthly service agreements or single maintenance fees.
  • Life cycle: The rate at which your equipment becomes deteriorated or obsolete.

Of course, most companies don’t keep track of this much detail. If you’re having trouble calculating your current print costs, call Centric Business Solutions to do a professional assessment for you. We can help you to determine how much you’re spending now and how much you can save by choosing the best copier for your business!

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, Linkedin, and Google+ for more updates!

March 23, 2017

Acquiring and managing the printers, copiers, and other equipment your office needs can be a huge hassle. There are so many frustrating problems you can run into: not getting the right amount or type of equipment, having to deal with broken equipment, and spending extra time managing equipment. Managed print services (MPS) solves all of these problems with personalized, expert service. If you’re still on the fence about investing in managed print services, then here are 4 reasons that might change your mind.

Cost Management
Do you keep track of the cost of printing and copying? Ink, paper, acquiring copiers and printers, and maintenance all add up. In fact, the cost of printing is generally around 1-3% of annual revenue for most businesses. That’s the third highest expense, right after payroll and rent!
There are so many ways that managed print services can keep your costs under control. First, an MPS contract will give you a standard monthly bill that you can budget for, rather than have to scramble when there’s an unexpected, expensive repair. Second, a MPS will be able to evaluate your needs and provide you with the exact supplies you need for your printers so that you don’t end up with a surplus of unneeded supplies. We can also provide you with a future plan, which accounts for the life expectancy of your equipment and helps you to plan for replacements.

Less IT Pressure
Who fixes problems when your printers aren’t connecting to the network or something breaks? Your in-house IT team. This takes them away from more important work that they could be doing. With managed print services, we come to you to fix any problems you’re having with your fleet, leaving your IT team to focus on what they do best.

Security
Hackers are a constant threat, so your security must be constantly maintained. In fact, small businesses can be targeted because they often don’t have the same resources to protect themselves that large companies do. Printers and copiers can be a point of access to your network that, when unguarded, can pose a danger to sensitive information. Managed print services use encryption, hard drive wiping, pull print, security protocols, and more to keep your data safe.

Workflows
Managed printing means more efficient workflows. A MPS can help you to configure workflows to streamline daily workplace routines. For example, a program can be installed that reads a scanned page and automatically sends it to the right department or triggers a chain of actions that would otherwise have to be done manually. This saves a lot of time, which in turn saves money!

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, Linkedin, and Google+ for more updates!

March 16, 2017

If you’re in the market for a good document management system, then there are a few things you should know before you begin your search. We’ve outlined some basic information that you should know about document management systems to help you choose the best one for your business.

What is a Document Management System?
You can think of a document management system as an electronic filing cabinet. It stores all of  your files digitally, while also offering a few functions that a regular filing cabinet doesn’t. You’ll be able to:

  • Store a wide range of documents types, including word-processing files, PDFs, spreadsheets, and more.
  • Easily search all your files by keyword.
  • Put access restrictions on certain documents.
  • Track edits that are made to documents.
  • Retrieve older versions of documents.
  • Access documents from a computer, laptop, tablet, or smartphone.
  • Improve your workflows and increase productivity.

Self-Hosted vs. Cloud-Hosted
There are two main types of document management systems: self-hosted and cloud-hosted. Both have their own benefits as well as drawbacks.
A self-hosted system is hosted on your company’s servers. This is a great option for smaller businesses, because you will have more control over your system and won’t have to rely on the Internet to keep the system working. However, you have to make sure that you can afford the installation costs for the system as well as make sure that you implement a backup system.
A cloud-hosted system is hosted remotely by a provider and accessed online. You won’t need an IT team to install and manage a cloud-hosted system, and you’ll be able to access your system wherever you have a network connection. However, if the Internet goes down, you won’t have access to your system. You’ll need to put effort into choosing a reliable provider who you can trust to have minimal and scheduled downtimes.

What to Look for in Your Document Management System
Every business has unique needs. How do you choose the best document management system for your business? Here are a few things to look for:

  • File structure: Choose a system that offers an easy-to-use file structure that your employees will understand.
  • Searching: Make sure that the document management system you choose offers various ways to search for files; you want to be able to search for files based on the titles as well as the content of the files.
  • Integration: The right system will easily integrate with the programs you’re already using, such as your email application and your customer management software.

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.

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, Linkedin, and Google+ for more updates!

March 09, 2017

High-speed production printing has come a long way in the past decade. From humble beginnings as transactional printers used primarily for black-and-white applications, high-speed production printing has now entered the realm of full digital color printing. In fact, many offices utilize in-house digital color printing on a daily basis. Let’s take a look at how digital color printing became such an essential part of office workflows and explore how it will improve in the future.

Paper
Did you know that paper can be optimized for high-volume printing? After installing a high-quality printer from Centric Business Systems, you’ll be able to use many different varieties of paper for different effects. As the demand for a larger variety of paper options has increased, so the technology of paper production has improved. New paper types have even been developed for specific types of inks. Innovations in paper technology have allowed for faster, better printing and a wide range of options that you can easily provide to your customers or use yourself. No matter what type of paper you choose to use, a printer from Centric Business Systems will be able to handle it for stunning results!

Ink
Just as paper has evolved, so has ink. Options for dyes, pigments, MICRs, and other inks have exploded over the past decade. Progress in ink production and a wider variety of inks available means that digital color printing has become increasingly vibrant and detailed. Color prints can now incorporate more subtle tones and shades than they have before. The diversity of available inks means a growing number of applications that are available for consumers.

Color and Ink Management Tools
When you need accurate color and consistent production for a print job that is repeated on a regular basis, then you can benefit from color and ink management tools. New controllers and workflows make color management easier than ever. Not only can you rely on consistent quality with established workflows, you can also estimate how much ink a job will take and plan ahead. Some ink management tools even allow for ink to be tracked as a job is printing!
New papers and inks mean that color limitations are a thing of the past. Not only is it easier than ever to have high-quality color printing in-house, you can also improve office efficiency with print management tools. The future of digital color printing will see in-house color printing and print management tools as an essential facet of every office.

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, Linkedin, and Google+ for more updates!

March 02, 2017

Imagine trying to locate one specific photo on your computer that was taken five years ago. If you don’t have the right tools, this could take a very long time. But with a digital workflow that utilizes document management software, you can cut this time down to seconds. Let’s take a look at how digital workflow from Centric Business Systems can boost the efficiency and productivity of your business.

What is Digital Workflow?
A “workflow” is any system of getting things done. You probably have a workflow for everything from changing the oil in your car at home to creating an annual report at work. When it comes to workflows at work, you have to ask yourself this question: “Are my workflows as efficient as they could be?”
A few decades ago, almost everything was done manually. If you needed something, you filled out a form and submitted it to the correct person, who would then file that form, where it would go to another department, etc., etc. This is an example of a manual workflow.
A digital workflow speeds up the everyday processes of an office. Rather than submitting that form by hand, you fill out the form online, which automatically delivers it to the right person and marks it off as “done” at the same time. There are many ways that implementing digital workflows in your office can speed up production and other daily routines.

How Can I Use Digital Workflows in My Office?
So, how exactly can digital workflows be implemented? You may already be using digital workflows in your office; you may also have room to implement more digital workflows as well. Here are a few things that a digital workflow can improve:

  • Images: a digital workflow for your images allows you to save certain post-processing settings as well as organize and backup all your photos for easy access later.
  • Printing: You can save certain print settings on your printers so that employees can print exactly what they need at the click of a button.
  • Document management: Quickly access documents and files with a sophisticated document management system that organizes your files and converts paper documents into digital files.

There are a myriad of uses for digital workflows! Get in touch with Centric Business Systems to personalize a digital workflow solution for your business.

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, Linkedin, and Google+ for more updates!