Digital Copiers - They’re a Ticking Security Time Bomb

Posted by Robert Caldwell on Feb 3, 2016 8:30:00 AM


Your copier is hiding something from you – its hard drive.

Copiers with these “hidden” hard drives have been prevalent since 2002 and they store images of every document that has ever been copied, scanned, or emailed. This data remains stored on the hard drive until the drive becomes full then the old data is overwritten, but there’s always the potential for sensitive information to be stored on your copier’s hard drive.

Though that copier in the corner of the office may appear innocent, it is ripe for hacking – and they are often overlooked.

Tags: digital copiers, digital security

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Finding and Using Office Documents – The Basics

Posted by Robert Caldwell on Feb 2, 2016 7:30:00 AM


How often do you spend 10, 20, or even 30 minutes irritably flipping through manila folders in a filing cabinet looking for that misfiled customer invoice? Or how many times have you been frustrated by not being able to find the correct version of an important document?

Using documents to get your work done shouldn’t and doesn’t have to be that frustrating.

Tags: Document Management Little Rock

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Scanning, Apps, & Productivity – Top 5 Most Popular Posts from 2015

Posted by Robert Caldwell on Jan 20, 2016 3:57:28 PM

I hope your new year is off to a fantastic start.

As we all dig into a new year, here are a few of our greatest hits from last year.

Whether you’re revisiting them or seeing these for the first time, thank you for reading. All of us here at Datamax look forward to helping you reach your business goals this year. 

1. 8 Tips for Smoother Document Scanning

It’s your favorite time of day, time to scan the documents (and, yes, that is a reference to the Dunkin’ Donuts commercial from the 80s).Regardless of what type of device you’re using to capture paper documents, there are a few tips you can use to make the process as smooth, fast, and efficient as possible.

Tags: Scanning, Apps, Productivity, Color Printing

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What Does Speed of Service Equal? Copier Uptime and More Productivity

Posted by Robert Caldwell on Jan 19, 2016 11:30:27 AM




Wouldn’t it be great if you could ring a bell and receive immediate service?

Like the simple ringer – you remember those – that sat in a store or on the counter of a hotel desk. You’d almost always hear a “Be with you in a moment” after just a quick press on the bell and a ringing “ding!” sound. And you were satisfied, because you knew service was on the way. 

Who likes unnecessary waiting? Even the patient among us has trouble tolerating that. Even the smallest delays can send the most patient person into a fit of frustration when it comes to the office and work deadlines.

Tags: office productivity, customer satisfaction

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Did You Know: Your Copier Can Scan to the Cloud

Posted by Robert Caldwell on Dec 30, 2015 4:08:05 PM

You’ve heard of “the cloud,” even if you don’t follow technology at all you’ve most likely heard someone use this term. Usually when it’s mentioned it’s with a touch of reverence and a hint that the cloud will solve your technology challenges, which (when used correctly) cloud services really can bring huge business and personal productivity improvements.

The cloud essentially means that instead of your information/documents or your application (like iTunes, Office 365, or personal productivity tool Evernote) “living” on a your computing device (smartphone, laptop, PC, or tablet), they “live” on a third-party hosted platform and you can access the cloud service via the Internet. As with anything IT-related, the cloud becomes more complicated the deeper you dig into it. If you’re interested, this Cloud Computing 101 article is a good starting point for more detail.

Tags: Scanning, Did you know?

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You Could Be A Sitting Duck For Hackers – Here’s Why

Posted by Robert Caldwell on Dec 18, 2015 11:34:16 AM

How many printers, scanners, copiers, computers, laptops, webcams, tablets, and smartphones are in your office right now? Every one of them is a ripe target for hackers. 

So, if you truly counted, and I know you did because what better way to spend your already limited time, then that’s how many points of penetration the cyber-thieves of the world have to gain access to your network (and your data). Oh, and if you have any videoconferencing systems, smart TVs, or DVRs, go ahead and tack that on to your list of hacker-vulnerable equipment.

This raises the obvious security issue of course, but also the issue of productivity - because, productive can anyone be if the office comes to halt because the entire network is down? 

Tags: Security

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8 Unexpected Ways Printing is Costing You Time and Money

Posted by Robert Caldwell on Dec 7, 2015 11:12:52 AM


A commonly used and accepted statistic based on research from industry analyst Gartner is that you can save up to 30% of your printing costs by partnering with a managed print services (MPS) provider. 

But what does that number mean? It’s so abstract. And what are some of the hidden printing costs? 

Here are 8. 

  1. No Print Rules

If you aren’t using rule-based printing to control print output, you’re literally printing money – pennies at a time. An effective system of rules will reign in your printing costs, whether controlling who can print in color or defaulting to draft quality output. Want ideas for rules? Read Fatten Your Bottom Line With Office Printing Rules.

Tags: Printing, Printer Management

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The Secret Sauce of the Right Technology

Posted by Robert Caldwell on Nov 18, 2015 10:56:40 AM

I’m going to give away the ending of this post now: there is no secret sauce for any IT project (unless you count doing the hard work required, but that’s hardly a secret). 

IT projects rarely fail because of the information technology. They often fail because many companies think they’ve found a “secret sauce” of technology that will somehow magically fix or improve broken or ineffective business processes and that employees will immediately adapt to and use new tools. In fact, research from the Project Management Institute shows that 58% of people view changing mindsets and attitudes as the greatest barrier to new project success. 

As those of us with stubborn children (and co-workers) know, there aren’t any shortcuts to changing attitudes. 

But we’re still shortcut-obsessed. 

Tags: Technology

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5 Ways You’re Wasting Time Managing Office Equipment

Posted by Robert Caldwell on Nov 16, 2015 5:16:54 PM

I can’t think of many worse ways to start a Monday than by having to immediately troubleshoot an unscheduled firmware upgrade that has played havoc with your users’ connections to the copiers in your office. 

Managing the various office devices is a little bit like cleaning your house – it has to be done, and it’s a great feeling when you’ve finished, but no one actually likes doing it. 

If you’re experiencing any of the following issues regularly, you’re wasting time when you don’t need to:

  • Deploying drivers for your devices
  • Have no insight into the status of your devices and are barraged by unexpected maintenance needs and out of toner alerts (without any in stock!)

Tags: office productivity, Printer Management

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Your Copier Isn’t a Commodity

Posted by Robert Caldwell on Nov 11, 2015 10:43:35 AM

“The copier’s down . . . Again!” 

Not only can you hear the frustration, you can see it – since your co-worker is staring unhappily in your direction. 

You’ve repaired and duct taped your copier to coax it along as long as possible. It’s unavoidable now – you have to get a new one into the office or risk an uprising from frustrated co-workers. 

Your first instinct could be to visit an office supply store or do some online shopping and look for the least expensive option you can find. After all, a copier is a copier is a copier. It’s a commodity and one is going to do as good a job as the next one, right? 

Granted, they’re generally “various colors” of beige, black, or off-white. They also will all scan, fax, print, and copy documents. 

However, beyond those basics, it gets more complicated. 

Tags: Multifunction copier

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