Space Management

Advanced Document Solutions - Copying - Document Management - Hardware - Scanning - Space Management - Supplier Invoice Scanning

MP C306ZSP/F Compact, easy to use and easy to manage

MP C306ZSP/F Compact, easy to use and easy to manage

 

MFD
Compact, easy to use and easy to manage

When you consider that most office devices’ A3 capacity is only utilised 3%* of the time, it’s not hard to understand why the market for A4 is steadily growing. Ricoh products have a very strong foothold in the market and continue to lead the way, year on year.

 

Advanced Document Solutions

 

“Shifting Trends – There are a number of shifts taking place within the economy that are contributing to the rise of A4 multifunction printers For starters, 11% of prints require A3 capability. The ability to accept various paper widths has been a benefit and selling point of A3 devices; but this statistic confirms that most printing is done on A4 width paper.

 

A4 devices offer the same functions – printing, copying, scanning and faxing

with greater speeds and advanced features with a smaller footprint and lower cost of acquisition.”

 

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The features of the MFD

  • Newest into the Market
  • All new 10.1” Smart Operation Panel – no hard keys!
  • MP C306/406 VM Card and HDD as standard
  • 1200 x 1200 dpi unenhanced resolution (Print)
  • Android – supports Apps; new version of Smart Device Connector (NFC)
  • Small footprint, ideal for Desktop use
  • Lowest TEC value – Just 1.157Kwh
  • New Silent mode – priority shifts from print productivity
  • ADF as standard, platen cover & fax optional
  • Standard HDD provides 9x overwrite
  • Optional Bluetooth connectivity

 

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Website – www.advdocs.co.uk

Phone number – 08455610041

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Advanced Document Solutions - Copying - Document Destruction - Document Management - Filestar - Hardware - Scanning - Space Management - Storage - Supplier Invoice Scanning

How can Advanced Document Solutions help you!

How can Advanced Document Solutions help you!

 

Advanced Document Solutions

Advanced Document Solutions overview

Advanced Document Solutions can offer you a complete document management solution to suit the needs of your business; our team of experts are here to get an understanding of your business and its operations and create a tailor made document management solution to help you achieve a better working environment.

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Disaster Recovery - Document Destruction - Document Management - Scanning - Space Management

Save space and money with document scanning

Save space and money with document scanning

Save money and space

It doesn’t take much for an office to become cluttered, especially when the office is accustomed or legally obliged to keep paper records of everything and hold onto old files for years. It wasn’t until the introduction of document scanning that office managers realized how much office space they were wasting previously. In the current economic climate surely it is more desirable to better utilize the space you currently have rather than increase your overheads by moving to bigger offices?

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Disaster Recovery - Document Management - Fire & Flood - Scanning - Space Management - Storage

Cost Justifying the Scanning of Your Documents

Cost Justifying the Scanning of Your Documents

Save time and money by scanning your documents

The value of a document can vary greatly according to its intended function. Typically valuable documents may be design data, contracts, financial transaction records, correspondence, certificates, etc. All of these have a quantifiable associated cost related to their storage, ongoing access and archival.

It is this ‘life-cycle’ management cost of a document, which many companies do not realise, occurs and it can be broken down into a number of areas:

Issue 1 – Access time

Typically an office worker will take 8 Hours per week to locate documents they require. This typically equates to approx £5,000 per annum per person.

How scanning can help? – Scanning your documents enables searches for specific information to be performed in seconds. Even individual words can be searched for which would be impossible across a range of paper documents.

Issue 2 – Risk Management

If a fire, bomb or flood strikes then original documents could be destroyed and take months to reconstruct. In some cases this could have a serious impact to a business.

How scanning can help? – Once documents are scanned they can be stored to cheap and reproducible CD-ROMs which can then be accessed on any PC. A customer service department for example could therefore be up and running again as soon as a PC is available.

Issue 3 – Improved Levels of customer service

Improved customer service can improve your market share and by having all of your clients correspondence and documentation to hand it can reduce call backs and associated charges and admin costs.

How can scanning help? – Customer records can be linked to contact databases  and any letter viewed in seconds whilst the customer is on the line. Large reductions in call back costs and improved customer satisfaction therefore occur.

Issue 4 – Sharing Information

Paper based documents can only be shared if they are copied which has both admin and environmental cost implications. These are compounded if documents need to be shared across remote offices.

How can scanning help? – Scanned documents can be emailed or made accessible over a network/internet instantly without copying or the delays associated with courier services.

Issue 5 – Long term preservation

Paper and even microfilm records can become damaged, torn or dog-eared over time. Faxes fade.

How can scanning help? – Once documents are scanned they no longer degrade and they can be copied in seconds onto new media as and when new devices are released in the future. Digital formats can be backwardly read or accessed/transferred at any time giving a high level of ‘futureproofing’

Issue 6 – Misfiling

Every time a paper document is retrieved and then filed there is a small chance that it will not be returned or incorrectly misfiled. Typically 2% of all documents will be misfiled each at a cost of £5.

How can scanning help? – Once scanned documents have been indexed there is no longer the possibility that they will be lost or misfiled.

Issue 7 – Space

Documents can take up a lot of space which cumulatively grows every year. This space is always an overhead and cannot be used for profit production purposes. Cost per sq/ft saved varies.

How can scanning help? – Approx 5 filing cabinets of A4 documents or 3000 drawings can be stored on each CD-ROM which therefore releases space for more productive uses.

ADS have solutions to all of the issues associated with the management of paper documents, the trick is to make all of this simple and easy to use, this is where ADS can help you to achieve a smooth transaction from paper to electronic documents by providing cost effective easy to use solutions.

Imagine being able to instantly locate all of your documentation with one click of the mouse from any existing windows application, well now you can, visit us and book a FREE trial of our new easy to use scanning solution.

Cost Justifying the Scanning of Your Documents

 

www.advdocs.co.uk

Document Management – Scanning – Storage – Archiving – Destruction – Document Imaging

 

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Document Destruction - Document Management - Scanning - Space Management

Why businesses like Document Scanning

Why businesses like Document Scanning

Don’t surround yourself in paper

Paper based filing systems no longer support the needs of UK business. The conversion from paper based filing to document scanning and electronic filing is increasing year upon year. Here are some of the reasons UK companies today rely on document scanning and electronic document management.

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Copying - Disaster Recovery - Document Destruction - Document Management - Fire & Flood - Hardware - Scanning - Shredding - Space Management - Storage

The NHS aim to be paperless by 2018

Health Secretary Jeremy hunt has announced he wants the NHS to be totally paperless by 2018 as it could potentially save them £4.4bn which is money that could be reinvested back into the organisation.

The first step is give people online access to their health records by March 2015 and by April 2018, any crucial health information should be available to staff at the touch of a button.

Some parts of the NHS already offer a big digital presence whereas other areas are lagging, the scheme Connecting for health allowed X-rays and scans to be stored and sent electronically has seen an increase in productivity that needs to be mirrored throughout the organisation.

Going paperless would mean:

  • Different professionals involved in one persons care can start to share information safely on their treatment
  • Avoiding the pitfalls of a highly complex, centrally specified approach. Only with world-class information systems will the NHS deliver world-class care.
  • Potentially saving the NHS £4.4bn.
  • Electronic prescribing and electronic patient records would give staff more time with patients.
  • Using laptops more than doubled the amount of time clinicians could spend with patients in some hospitals.

To find out how much you could save by going paperless please call 01268 583550 or email us at info@advdocs.co.uk.

www.advdocs.co.uk

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Document Destruction - Document Management - Fire & Flood - Scanning - Shredding - Space Management - Storage

The Lifecycle of a Document Enhances Security Risks. Document Shredding is the Solution.

Strict privacy laws and an increase in identity theft cases make document shredding an important component to running a reliable and trustworthy business.  Ensuring the privacy of confidential business documents is of paramount importance to your clients.  Of equal importance is your compliance in practicing good records management on their behalf.

Document shredding is a very easy and secure process when compared to the damage done once your client’s information, or your own, ends up in the hands of criminals trying to commit identify theft.  It only takes one piece of confidential information for a thief to learn much more about your company and to greatly affect your livelihood.

It is important to understand the life-cycle of a document to realize how significant paper shredding is to your client’s security and your own.  For example, after a document is created, it is stored, retrieved, modified, shared and distributed—these actions happen over and over.  Throughout the life of a single document this repeated cycle makes them prone to identity theft or landing in the hands of an unauthorized user.  This is why it is important to consider digital document management options and secure shredding.

There are many security benefits to document shredding with us, such as:

  • Compliance with federal and/or industry standards
  • Decreased chances of identity theft or loss of confidential documents
  • Knowledge of changing privacy regulations to guarantee maximum protection
  • Responsible and protected service when documents are in our possession
  • Less worry about document security, more focus on recovery and backup
For a secure document destruction solution call ADS on 01268 583550

Post taken from http://www.entrustrm.com/

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Copying - Disaster Recovery - Document Management - Hardware - Scanning - Space Management - Storage

How Document Scanning Benefits your company

The UK’s business world is experiencing rapid changes, and with these changes, business managers are realizing that they can no longer afford to stay with traditional filing systems as their competitors have started using digital systems. Latest researches in the UK have shown that electronic document management frees time, office space and increases an organization’s efficiency – when implemented properly. Bulk Document Scanning is required to effectively and efficiently utilize the document management and document retrieval system. Digitally scanned and stored documents take less space and are more stable and reliable. Bulk document scanning reduces your document scanning prices proportionally.

Traditional documents are no longer useful because

  • They are hard to find
  • Their content is hard to modify
  • Updating the documents is hectic
  • Limited document sharing
  • Continuous document publishing becomes difficult
  • No indication of document contents
  • Higher costs for storage, copying and printing
  • Expensive archiving and document maintenance

Bulk Document Scanning Advantages

  • Information sharing – files can be viewed simultaneously by a number of users across multiple sites or divisions
  • Improved customer service – rather than taking details and calling a customer back with answers to queries or order updates once files have been found, details can be available on screen in seconds
  • Long term file preservation – historical files can be sensitive to both light and humidity. Regularly accessed files deteriorate and faxes fade. Scanned documents are preserved indefinitely.
  • Storage preservation – Document scanning storage requirements are far less than traditional hard copy of documents.
  • Scanning cost reduction – Bulk document scanning cost lower per document and you would actually pay a lot less as compared to what you pay for separate document scanning.

Justifying Bulk Document Scanning Prices

  • Paper costs – If correspondence or invoices have to be sent by post, then automatically saving a file copy through Document Scanning will halve the paper costs. If they can be sent electronically, then paper costs are further reduced.
  • Print costs – This covers both the costs associated with desktop printing and photocopying. If files can be copied electronically, then photocopiers begin to be surplus to requirements.
  • Rental and maintenance costs – can be cut along with the incidentals such as toner and ink.
  • Storage and retrieval costs – In this, include the liability to your business in the instance of document loss, and the time it takes staff to locate files, maintain filing systems and re-file documents once used. How much floor space could be liberated and how might you be able to streamline your workforce through bulk document scanning?
  • Debtor days – Improved document movement – or workflow – means that getting accounts transactions authorized is much faster, you get your invoices out and in turn pay your own debts more quickly. Filing documents centrally gives your accounts department access to all the information they need to chase aging debts.
  • Distribution – This covers the entire document posting costs. Why send by post when you can email documents much faster, more reliably and for an unnoticeable cost?
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How much paper do I have?

Ever wondered how much paper you have laying around your office but haven’t got the time to sit there and work it out?, you don’t have to because ADS have created a guide for you.

Call Advanced Document Solutions today to get your paper Scanned to disc or stored in our secure storage facility!

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Copying - Disaster Recovery - Document Management - Fire & Flood - Scanning - Space Management - Storage

How would your business cope after a fire?

Scan If you come into work one morning to find your office has been destroyed, would your business recover?

  • Would you lose all of your paper documents?
  • Are electronic documents that are scattered across many different workstations now useless?
  • Have you lost valuable email messages?
  • Where are your customer, vendor and employee records?
  • What would you do?

Paper documents stored in file cabinets are susceptible to fire and flood. You cannot recover a paper document that has been destroyed by a fire or a flood. But the problem goes beyond your paper files. Electronic documents stored on hard drives on workstations and servers across your operation are equally vulnerable to catastrophic loss.

Nobody wants to think they might need to implement a disaster recovery plan, but proper planning could enable your company to survive a disaster.

What processes does your business have in place for backing up critical data? Consider where and how your paper documents are stored. Think about important electronic documents within your network. Now, lock the doors and walk away. How would your company re?establish operations? If you take that thought process and expand it and begin thinking about what you would need to resume operations then you have the beginnings of a disaster recovery plan. This paper addresses specific ways to ensure that your documents can be recovered. But keep in mind, there are many other aspects to your overall recovery plan.

 

Let’s tackle the issue of centralized document management first. If you currently don’t have an Electronic Document Management System (EDMS), then electronic documents are most likely not consolidated in your organization and fragile paper documents are stored on desks and in filing cabinets on?site.

By definition, EDMS is software that controls and organizes documents. This involves scanning paper documents, filing them accordingly, and making them available to view across your business. In addition to paper documents, electronic documents and email can also be stored in the EDMS. An EDMS will provide consolidation of all important documents within an organization regardless of the type of document. This consolidation creates a centralized electronic repository that not only improves operational efficiency, but also makes it possible to create and implement a successful disaster recovery plan.

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