Information, Security, and Recycling Your Copier

Posted by Mark Yingling on Sep 22, 2015 1:15:05 PM

Your copier is no longer performing as well as it should. It’s now years old, out-of-date, and it’s time for an upgrade. So you call up your copier service provider or a recycling service for responsible and environmentally friendly disposal and it’s replaced.


All good, right? Well, maybe not quite.


We’re all aware of the obvious security threats to our information – viruses, data breaches, data leakage in the cloud, simply losing information (or entire laptops), and many others. However, there are less-obvious security issues confronting businesses daily.


One of these could be your copier. For many of us, we understand that the copier of today is not the same as the one we used to copy notes and articles in college 20 plus years ago. You know your office copier doesn’t just copy, but also prints, scans, and faxes. What you probably haven’t thought through though is the security implications of your copier now being digital. Of course, it’s the digital construction of your copier that enables it to perform those functions. While it’s doing so, the hard drive in the copier is going old school and “makin’ copies” with every action – recording this information.

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Topics: copier

Make Your PDFs Searchable

Posted by Mark Yingling on Sep 18, 2015 11:33:25 AM

Did you know that you can make your PDFs searchable so that they are easier to find (that is, CAN be found)?


A quick mini-tutorial about search. There are essentially two ways that documents are indexed and tagged so that they can be found – keyword or full-text. Keywords are (or should be) part of your tagging system and are used to describe the document: customer/patient name, illness, reason for visit, etc. Full-text search means that every word within a document is indexed so that a search query will look for matching words within the body of a document. These two methods are usually combined for stronger results.


We tell you that so you’ll understand why searchable PDF is worth doing. If you rely on keywords and tagging (manual or automated) to generate the metadata (keywords) for you to find PDF documents, when those documents are tagged (described) incorrectly they effectively become invisible to search. If you were to accidentally tag a document as “chocolate” when it was actually about “peanut butter”*, when you search on “chocolate” then the document would not appear. However, had the document been full-text indexed, it would show in search results.

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Topics: productivity

The Document Scanning Process

Posted by Mark Yingling on Sep 15, 2015 7:50:16 AM

Over the past few weeks, we’ve mentioned document scanning and document imaging a few times while discussing the value of your copier/multifunction printer. Sometimes, it’s hard to picture how technology can work for you without a solid understanding of the process. This post will briefly outline the document capture process. Before we begin, a caveat. Note that capture, while simple in what it does, is very complex and a technically sophisticated set of technologies behind a façade of simplicity (there really is an app for that). In larger organizations and at high volumes, capture becomes a complex task, albeit one with a proven ROI. Research from AIIM indicates that most capture installations report ROI in fewer than 12 months, often in less than half a year.


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Topics: scanning

Copier Uptime Equals Productivity Savings

Posted by Mark Yingling on Sep 1, 2015 4:19:46 PM

Let’s get the obvious out of the way first: if your copier isn’t working then your business documents aren’t flowing or working as smoothly as they need to be either. If you’re a large enough company, you can reroute your print, copy, scan, or fax job to other devices. Of course, then you may be getting in the way of your co-workers, or having to waste time walking to another corner of the office.


Your business is most efficient when all of your office equipment is humming along smoothly.


Equipment uptime is one key to business success. If your equipment is stopping and starting, so are your employees.

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Topics: productivity

Pay By the Page: A Different Way To Look At Printing And Copying Costs

Posted by Mark Yingling on Aug 25, 2015 10:58:34 AM

One of the more annoying aspects of printers and copiers is that they always seem to run out of ink only when you really NEED to print a document. Managing ink and toner supplies for your office output devices can also be tedious.


Yet, if you’re in business, you need to be able to print, copy, and scan documents for your own use and to communicate with your customers. Rather than doing this all yourself, there’s a different way of looking at printing and copying costs: cost-per-copy.

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Topics: copier, productivity, print services

Traffic Jam at the Printer? Look To Your Mix Of Document Technologies

Posted by Mark Yingling on Aug 19, 2015 4:17:11 PM

You need to make a few quick copies of insurance information. Sally in finance needs to print a run of invoices. Jack needs to scan a stack of new patient records. So you all meet at the local copier and wait 10 minutes while the invoices print, then tap your fingers impatiently as Jack scans in multiple paper files. Fifteen minutes after you got up from your desk, you’ve finally managed to make those copies.


While it was good to make plans for the weekend, you could have spent your 15 minutes more productively. And how many times is some variation of this scene reenacted over the course of the year? That’s a fair amount of lost productive time standing in line in your office.

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Protect Your Office Equipment: Plug In To a Power Conditioner

Posted by Mark Yingling on Aug 10, 2015 9:01:13 AM

Your copiers, printers, scanners, and other office equipment require substantial investment (from a few hundred to tens of thousands of dollars) and need to be taken care of so that they last. I bet you didn’t realize that one of the simplest ways to protect your investment in your office equipment – and keep them running – depends on what you plug them into.

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Topics: copier, productivity

My Copies Have Black Lines – How Can I Fix It?

Posted by Mark Yingling on Aug 5, 2015 8:35:00 AM

Little black dresses at cocktail parties are 100% classic. Little black dots or lines on your copies are just 100% annoying. Fortunately, the solution is usually fairly simple; requiring some cleaning materials and a bit of elbow grease.

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Topics: copier, productivity, repair

Fixing Your Broken Copier (And Printer. And Scanner)

Posted by Mark Yingling on Jul 31, 2015 3:16:28 PM

Machines break. At some point, your copier or printer or computer or iPad or iPhone or, you get the point, will stop working either because something inside of the equipment broke or the software goes haywire. Broken copiers mean lost productivity.

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Topics: copier, repair

What Does My Copier Have to do With Patient Focus?

Posted by Mark Yingling on Jul 24, 2015 12:50:54 PM

We are all in business. Everyone has customers. It’s just that, when we go to the doctor, as customers, we’re all called “patients.”


If you help to manage a medical practice*, you know there is a lot of paperwork – billing, invoices, patient files, etc. Hopefully, your “paperwork” isn’t entirely still paper. If it is (or even if “only” some of it is), read on.


Does this sound familiar:

A new patient enters your practice. You then scan his insurance card and hand him a clipboard with new patient information. After struggling to remember if his grandparents had any medical conditions, he hands the paper form back to you; along with his signed HIPAA statement. You label a manila folder and start placing his documents in it. The file is handed to the nurse. The nurse hands the file to the doctor. The Doc adds his notes to the file . . . eventually the manila folder ends up in a filing cabinet after a stop to be coded for billing. A few months later, back comes your patient and the paper hand off continues on.


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Topics: healthcare, scanning, electronic documents