We Make the Selection Process Painless
First Determine Your Printing Needs
At first glance, your copier and printer choices may seem over-whelming, with a dizzying array of technical data to sift through. By taking a few minutes though to analyze your needs and answer the questions below, we can help determine the best copier or printer for your manufacturing plant, school, law or financial firm, healthcare facility, or any business type.
We have experience in all business sectors and our customers’ needs range from a single black and white desktop printer to hundreds of multifunction copiers and printers.
HEADLINE: U.S. DEPARTMENT OF HEALTH AND HUMAN SERVICES FINE TWO HOSPITALS $5.3 MILLION FOR IMPROPER MANAGEMENT OF RECORDS. True.
Since 2009, total annual HIPPA penalties imposed upon U.S. healthcare facilities have skyrocketed from $2.5 mil to almost $30 mil in 2018.
Nothing is more important than ensuring the security and confidentiality of your patients.
IS YOUR PATIENT INFORMATION SECURE & COMPLIANT?
It is amazing how many healthcare offices are convinced they are HIPAA compliant but discover otherwise once we have assessed their system and office equipment. We see it all the time.
A Tricky Balance Between Privacy, Public Safety & The Right to Know
Educating the next generation has never been one dimensional or easy, or without the need for strict adherence to school policies and state and federal regulations.
There are many sensitive issues at play concerning the protection of a student’s personal identification and their health information while acknowledging the need to share confidential information with educators, parents, administrators, legal entities, and outside state and federal educational agencies. What if the school or outside agency wants to identify students who have not been immunized against measles to protect the rest of the student body?
The increasing prevalence of Individual Education Programs (IEPs) developed for students with special needs is of particular concern. The public exposure of this sensitive and often damaging information can fuel the social stigma fire and add to the public misconception attached to certain physical or psychological behaviors or traits.
Solutions for Large and Small Manufacturing Facilities
The printing needs of manufacturers running 2nd and 3rd shifts run the gamut, from purchase orders, to inventory reports, regulatory records, invoicing, shipping labels, billing, SOPs, sales reports, presentations, envelopes and more. A continuous daily flow of digital and paper documents need to be produced, accessed, routed and stored.
This is especially true if you have an in-house marketing or creative department. Marketing churns out reams of paper, heavy on the color and tabloid size.
Even smaller manufacturers print a variety of documents since their needs can be identical, only on a smaller scale. They may also have similar “marketing” needs, but in the form of manuals, handouts and product cards, but not brochure design layouts or presentations.
And, as they say in real estate—location, location, location. This is especially true in the office equipment world. How robust your unit needs to be and what finishing options are “a must” also depends on its physical location in the plant and how many people use it. Accounting may crank out stacks of paper periodically but sit virtually idle at other times. While the Planning department may never stop and print thousands and thousands each month. Don’t forget Shipping, Procurement, Customer Service and HR.
SECURITY & PAPER CONSUMPTION
Security compliance and client confidentiality rank among the primary concerns at all law firms, especially when transmitting electronic documents, including faxes, which may number in the hundreds at larger firms. But law firms are also still extremely paper dependent, printing an estimated 78 pages on average, per user, each day.
FACT: Law firms use/consume more paper, by far, than any other industry, which also means consumables—toner cartridges, fusers and drums. Consider this Exhibit A. They are also famously known for keeping storage shelves stuffed full of boxes, which are stuffed full of paper documents. It’s the nature of the beast.
Despite advances in digital technology and the ubiquitous use of popular online legal databases such as Westlaw and Lexis, many attorneys still favor paper—something tactile to hold in their hands and make notes on and take home to read for case preparation or client meetings.
Paper or digital—affidavits, contracts, trusts, RFPs or reams of administrative documents, law firms require efficiency at the highest level, top security, high-volume printing and high-speed scanning, faxing and copying.
The legal industry is very methodical and intentional, but also surprisingly fast-paced when the heat is on.
INCREASE BILLABLE HOURS USING XEROX MULTIFUNCTION COPIERS/PRINTERS
Now let’s get down to it. Billable hours. Hardly two words more important or revered in the legal industry, except maybe, “your honor.”
Outfitting your law firm with the most advanced and best multifunction office copiers and printers will guarantee more billable hours, if used properly. From single-pass, two-sided scanning and copying to automating repetitive daily job functions using a variety of easy-to-use apps available on Xerox’s Altalink and Versalink MFPs, law firms can increase workflow efficiencies and save time. More billable hours!
ACCOUNTING & FINANCIAL SERVICES
It’s no secret that financial and accounting firms produce a multitude of complex, sensitive digital records and paper documents, in addition to mounds of administrative paperwork. In fact, the financial industry ties for second place with the healthcare industry, only behind law firms, in paper consumption.
And as with the legal and healthcare professions, automating workflow processes is key to cutting print costs for financial firms. Security is also a major concern, protecting confidential client documents within the office and when faxing information to outside parties.