Simplifying your Work with Kyocera Applications
One of the biggest struggles in many offices today is how to convert their paper filing system in to an easy, effective digital filing system. This is not only time-consuming, but also very tedious. Recently, we had the opportunity to help one of our property management clients develop an easy system to help them convert 20 years of paper files into a simple, searchable, digital filing system. How did we go about doing this? By utilizing the power of Kyocera's Business Applications! Kyocera's business application PinPoint Scan loads directly on the copier and allows for an easy solution to a difficult problem.
This application allowed us to provide our customer with the ability to create searchable PDF's, name their files directly from the copier, and place them in the appropriate filing system on the computer. We created a simple workflow that allowed one person to convert over 20 filing cabinets into digital files in just 2 months!
PinPoint Scan offers business the ability to quickly index the documents they need in a clean and precise manner. Not only can you scan and place files in multiple destinations on your PC but you can also directly link to your Google Drive and Dropbox accounts. Another great feature PinPoint Scan offers business is the ability to link with both Mac users as well as PC users.
If your office needs a more complex system than PinPoint Scan, Kyocera’s DMConnect has the answers. DMConnect allows users to scan to multiple locations at one times, do complex bate stamping, remove blank pages from files as well as convert paper documents into editable Microsoft Word and Excel files.
By utilizing these applications in your work environment you can speed up your workflow, reduce the amount of time spent on current tasks, and create a clean and simple file structure, all from your Kyocera MFP. If you would like to see how these applications can work within your current environment, call and set up a trial! It’s cost effective, simple to use, and an important tool in today’s work environment.
What is this MPS?
In the office solutions industry we love to use acronyms! We have MFP's (Multi-Function Products) , CPC's (Cost-per-Copy) as well TCO's (Total Cost of Ownership), and now the latest acronym to hit our market is MPS. But what exactly is MPS? MPS, or rather Managed Print Services, is not only a cost saving program, but also a time saving program designed to help companies reduce their total printing costs.
Many companies are not even aware of how much money they are spending each month on their printers. In most cases, they have a designated person who is responsible for making sure that all the toners are stocked as well as either going online and ordering the toners, or going to the store and purchasing them. When a printer breaks, they run out and purchase whatever they can find. Over time, these offices end up with a number of different printer models and manufacturers that they are having to purchase toner for. So, when looking at the total cost you are spending each month for your printers and devices, are you factoring in the time you are paying this individual or yourself to make sure you always have toner on hand, order the toner when needed, and provide backup printers or devices when they go down? The answer is most likely, no! This is where Managed Print Services comes to save the day!
Most people are familiar with the basic service plan model that many office solutions companies use today. Most plans cover you for an allowed number of pages, and include all your parts, toner, and supplies as well as service when the machine has a problem. Managed Print follows this same basic concept, except that it actually takes the concept a few steps further. Managed Print programs actually evaluate your office environment and see how you are using your printers and copiers and, if needed, will make recommendations on where to use certain devices. This ensures that you are not using a more costly printer in a high volume area. As we like to say, "it helps to stop the bleeding." Many companies use software called a data collection agent when implementing an MPS program for their customers. What this does is allow your office solutions provider the ability to monitor your printers on your network in real time. These data collection agents notify your provider when your toner is getting low as well as when your devices are having service issues helping to eliminate down time.
The business world is fast paced and ever changing. With an MPS program in place, you can focus on what matters most in your company while having the peace of mind that your printers and devices are running at their best, you have your costs under control, and that supplies are always on the way.