Author: Denise Bernstein

Storing documents can be a hassle. Organizations look to digitize documents to increase security measures, provide access to remote employees, or clear filing rooms. There is a lot of valuable information on these documents needed for audits, taxes, etc. Some documents need to be retained for 99+ years for legal purposes. It is even more necessary to access this information quickly and effectively. CP Digital Solutions can provide a very cost-effective way to reduce paper documents and ensure the security of your valuable information. Your business must have agility, speed, and efficiency in your daily operations. CP Digital Solutions lets you concentrate on your work rather than wasting time looking through documents. Here is how one of our clients solved their problem.

CASE STUDY

OVERVIEW: School District Case Study

APPROACH: Looking to have a better way to manage their overload of student paperwork such as transcripts, student files, and medical records. The need on having to hold on to this information long after a student leaves or graduations creates a storage problem.

BENEFIT: Eliminating the need for paper records and protecting student records against physical damages that could be caused by a flood, fire, or other disasters.

RESULT: Electronic files allow for a much greater organization of student records, which allows for much quicker processing and retrieval of documents.  Schools do not need to waste office or building space on massive filing cabinets. Instead, they can use this space for something more beneficial to the staff or students.

HOW:  Contacted CP Digital Office Solutions

Learn more about how Document Scanning Services can help your organization!

Check out this short video!

 Printer security and cost controls are becoming a priority for companies, keeping track of what is happening across your print environment is critical. That is why many companies are conducting a print audit at least once a year.  A print audit is a detailed report into every aspect of your company’s printing habits. Print audits can determine what devices may be a vulnerability on the network.  They can provide greater visibility into your print infrastructure and activities, help you understand how your printers are used across various departments and office locations, and allow you to see where you could be saving time and money.  Print audits are necessary for organizations. They allow businesses to improve their security measures and ensure that compliance requirements be achieved.  One of our clients, a Healthcare organization in Delaware County, PA shared with us the benefits of having an annual printer security audit:

Benefits:

1. Increase Network Security – our scans uncovered points of vulnerability and improved security measures

2. Physical Security – our physical security audit evaluates access to where people print (what a person printed & where they printed it to), medical records were being printed to a shared printer in an open space where everyone had access 

3. Cost Control – recognized how much time was being spent on printing and allowed improvement in the process and system and to enhance workflows, cutting out wasteful printing, investments in consumables, and energy costs

4. Environmental Benefits – reduced electricity usage, paper, and ink, able to reduce print volumes, use of colored ink, and routed print jobs to efficient printers

Learn more on why you should perform printer security audits!

Companies are known to take many precautions to protect their data and systems from cyberattacks but many of them overlook printers.  If you have an unsecured printer you are inviting cyber criminals access to your network and your data. It is critical to include printers during regular audits for breach risk prevention planning. If your printers are connected to a network, they are just as vulnerable to cyberattacks as computers are.  In August 2020, Cybersecurity experts at Cybernews deliberately brought attention to the need for companies to focus on the importance of printer security by hijacking 28,000 unsecured printers worldwide, forcing manufacturers to develop a guide about printer security. By following a few common security best practices you can help eliminate this threat.

1.    Secure your printing ports and limit your printer’s wireless connections to your router

2.    Use a firewall to filter traffic and exclude external users that may cause harm on your network

3.    Update your printer firmware to the latest version

4.    Change the default admin password set by the Manufacturer

Learn more about Eliminating Printer Security Concerns

Wouldn’t it be fantastic if you can connect all your information in one dashboard, and create branded, customized hubs for you your clients?  CP Digital Solutions is doing that for one of our clients that is a construction company in New York. “Hubshare has really changed our daily lives because we needed to improve the quality of our communication, both between the account manager and the site manager and between the client and us.” Hubshare is providing all relevant interactions to be available in one view, with the ability to manage a limitless number of hubs within one installation.  We can organize projects by administering tasks to users so that they can work with several parties simultaneously. We have the capability to work remotely, keeping in touch with key contacts and progressing with our projects. Hubshare has several modules for different types of needs, all connected through a customizable dashboard that helps you keep your interactions in order. Our client is now seeing the following benefits by utilizing this tool: Benefits: ·       Building internal and external relationships – ability to build a branded digital workspace to share up-to-date information and customize the collaboration experience for our clients and internal teams ·       Manage all our projects in one view – by utilizing the Project Management module, we can easily manage them all in one view ·       Share and manage large amounts of data – ability to create a data room for our projects, either temporarily or permanently and centralize large volumes of data in one secure portal ·       Provide a digital client portal – able to Build easy-to-use customized extranet platforms that encourage collaborative working through powerful collaboration tools ·       Share files securely – allows us to build secure hubs to share documents and allow our clients and staff to access it any time, from any device ·       Build an intranet – we can provide a dedicated space for internal collaboration to boost productivity across teams in different locations

Learn more on how you can Empower Teamwork and Efficiency in your business by utilizing Hubshare!

Hubshare is now part of M-Files. Hubshare is a secure digital workplace portal solution that allows you to simplify collaboration.  It enhances user and client engagement through remote collaborative working, secure file-sharing, and project management. It helps provide users and external parties with a branded and customizable portal platform.  It is a way for businesses to stay connected and boost productivity. By using Hubshare, you will utilize all your tools by having them integrated into one place. It is available as a cloud solution and as an on-premise solution with whatever matches your business needs.  

Benefits: 

·       Design a space that reflects your business
·       Manage your calendar
·       Multi Dashboard – centralized portal hosts confidential files that are shareable and accessed, anytime, anywhere
·       Users can track project progress and ensure that targets and deadlines happen on time
·       Assign tasks
·       Create projects
·       Not having to print a document, stores directly in your hub
·       Share work updates more efficiently with your teams by editing and coediting your documents in real-time
·       Empower collaboration any time of day or night
 
 

Learn more about the benefits of using Hubshare in your organization.

Check out our recorded webinar and learn more! 

CP Digital Office Solutions is excited to share with you the launch of our new website.  Check us out at https://cpdos.com/. We created our website with you, our customer in mind.  We have transformed our website to be versatile and up-to-date for our clients and partners. You have known us to be your trusted advisors since 1978.  We have made it easier than ever to navigate through our website.  With just a click of a button, you have all the information at your fingertips. 

Business Process Automation – www.CPAutomate.com 

Assess – CP will perform an On-Site Assessment of current Document Storage, Workflow Process, and information bottleneck. During this time, we will determine the key improvements to optimize workflow and document processing. 

Design – CP will create a digital process within our software programs tailored to your business. All programs can be built around compliance and industry-specific regulations.

Implement – Our team implements software and provides training to all users to maximize staff efficiency.

Manage – CP offers ongoing support following the installation including technical adjustments, consulting support, and continued training to maintain peak performance.

Optimize – Following implementation, it is often determined the technology deployed can be utilized in other areas within the business. Our Technical team regroups with your account manager to discuss other opportunities for software implementation.

Managed Print Services – www.Copyproducts.com

Assess – CP will perform an On-Site Assessment of current Fleet Inventory, Usage, and Expenses.  During this time, we will determine the Total Cost of Ownership and perform a follow-up Assessment to project monthly expenses.

Design – A Governing Print Policy is created to support internal communication and secure Executive Censorship. A floor plan is presented to consolidate the fleet.

Implement – An implementation meeting will be held to address logistics, service procedures, supply fulfillment, and determine key points of contact. All equipment will be organized, connected, tagged, and indexed. Our Data Collection Agent is installed at this time.

Manage – Our Data Collection software sends Page Counts, Toner Levels, and Usage Metrics. MPS includes automated billing and toner ordering reducing overall end-user involvement.

Optimize – Overtime equipment will be refreshed, consolidated, and relocated as new data arises. Workflow processed and Document Management will be evaluated to integrate software solutions.

Learn more on how we are Bridging Document and Business Process for over 40 Years!

Check out our recorded Webinar to learn more!

A Philadelphia-based University came to CP Digital Solutions looking to implement a Pay for Print solution for students. With many students today operating off of laptops, tablets, and smartphones rather than university desktop computers, a solution needed to be compatible with the BYOD (Bring Your Own Device) model without compromising network security. 

CP along with our partner, PaperCut proposed a solution to implement print stations at various locations around campus for students to release print jobs with the proper credentials. Using their secure student username and password students can print from any device whether it be a university desktop, their laptop, smartphone or tablet. Once in the print queue, the student can go to any print station on campus and key in their credentials or scan their personalized QR code to release the print job. 

Benefits they saw:

– Simplifying the Pay for Print solution

– Print waste decreases with the implementation of rules-based printing

For example, documents are automatically converted to double-sided printing or black and white unless manually instructed otherwise. There is also an option to delete unwanted print jobs from the queue to further reduce waste. 

The University implemented the Print Management Pay for Print Solution and immediately saw an increase in productivity from students who could easily print from any device, and release to any print station on campus. They also realized reduced paper waste with new rules around printing.

Businesses spend a lot of money protecting their digital data, but a violation could be as simple as leaving a document on the printer.  Companies must look at implementing secure print release or even digitally sign and watermark print jobs to take security to a new level.  Through CP Digital Solutions’ Partner, PaperCut, you can make it easy for end-users, whether they’re printing from a BYOD or mobile device, and also allows you to auto-deploy print drivers.  PaperCut also offers industry-leading third-party integrations to easy tap-and-release Find-Me printing.

Other Benefits:

·       Waste Reduction – just one feature can save as much as 15% on overprinting

·       Cost Tracking – features such as encouraging duplex printing, implementing reasonable usage quotas, and full pay-for-print and print chargeback policies

·       Cross-platform, vendor-neutral approach to compliant and secure printing

Learn more about Managing Print in Today’s Office Environment

Organizations use Customer Relationship Management Solutions such as Salesforce to maintain information on their customers’ buying cycles.  Salesforce CRM tracks sales, marketing, and spending. They find that a CRM alone cannot help with breaking down silos within their organization. Organizations must have the ability to connect business data with documents regardless of where they are stored and ensure that processes are followed. By using M-Files, sales and service teams can organize and manage customer-related documents such as contracts, sales collateral, and proposals. They also can tag them to related records, such as Opportunities, Accounts, Leads, or Contacts that reside in Salesforce. One of our local clients has benefited by utilizing M-Files integration with Salesforce as their document management solution.  Our client is now seeing the following benefits with this integration: 

Benefits:

·       Now able to see an expansion of the Salesforce customer 360 approach

·       Automated their business process in one view

·       Having a visual on who is making changes to what documents

·       No more duplication of documents

·       Employees can work together in real-time on updating documents

·       Seeing improved efficiency by 54%

·       Cost Reduction on Salesforce Licensing