Mission Possible: Optimize Printing Processes, Output Management & Printing Costs

Surprisingly, 90% of companies are unaware of expenditures linked to document output management printing activities. Most of them allocate between 1 & 3% of their spending budget to create documents for internal utilization only; and the hottest reports demonstrate that optimizing printing processes might entail savings of about 30%. This later amount is critical for CIOs.

Optimize. That does sound great, does not it? But how is it possible to do it? The whole process could be divided in-to 6 simple steps.

Basic steps to do optimization of document output management printing costs and operations

Step 1- Select a service provider that provides detailed services and, besides supplying document output management printing solutions, also may make it possible to improve printing processes & reduce paper and toner usage (and hence printing costs), and presents other services devoted to realizing the end-to-end optimization. It’s most important to depend on an experienced company that offers creative advice going beyond the straightforward decline in the amount of printouts.

Step 2- Carry out an audit of ongoing systems and identify the chief document output printing processes that must be upgraded. This is conducted by way of several interviews with key people in the company & incorporating the essential input of the CIO. Due to this audit/analysis, the firm’s needs and objectives are acknowledged. As an example, more & more employees keep positions which need those individuals to journey or make trips frequently. As yet, having a file printed thru a secure internet connection from any mobile device was very bothersome. However, today there are document output management solutions those diminish & compress the files which are sent to distant printers. Another procedure that can be clearly enhanced is truly the passive security of the documents which are printed. With the modern smart printers, privacy complications get settled, i.e. staff have to authorize the printing using a private code or card and, besides, need to be in front of the printer. And if they send out a document towards the printer by accident, they might cancel it at the printer itself, thus significantly decreasing toner usage.

Step 3- Just after analyzing the transformations that have to be carried-out to enhance the document output management and printing processes, it might be wise to standardize the brand of the printing device in order to acquire greater costs and bargain volume-based contracts thru increased scale. Likewise, it is important to lower the number of physical printers, but boosting their production capacity and the equipment’s intelligence. By intelligence we mean the capability that nowadays many printers should approve invoices, keep the information they keep secure and start-out critical processes, for example digitizing official document to upload it in-to the business’s intranet. The remainder of changes & improvements will need to be prioritized as per the funds, but bear in mind that this end-result shall be significant printing personal savings, thus don’t delay your printing operation optimization project. But most importantly, the printer fleet must comprise the latest technological developments, which subsequently creates a greater respect for the environment.

Step 4- It’s important that document output management service provider selected be positively involved on the venture, from the starting up to the conclusion, i.e. they ought to be present during the contracts term, because the company’s demands can vary.

Step 5- Now it is up to us to manage the far from negligible job of working with the modifications. For this reason, we have to design a roadmap that facilitates controlling modifications towards the printing processes adequately and count on the support of business’s top management. That is clearly essential, because a project with this magnitude implies between 3 and four weeks of changes that are about to influence the primary departments, which will want to do without the printer that they had in their home office to that particular date. That’s the reason it is significant for making workers aware of the truth that they have to print by using their head & that this may provide numerous advantages on many fronts.

Good things about optimizing output management printing processes

* Printing Cost curbing: It will help to comprehend how internet users use printers and their paper utilization, gets better the usage of consumables and lets employing printing policies.

* Greater internal work productivity: It frees up time in daily routine tasks & streamlines printing control and management processes. It allows printing remotely & finding documents ready as you arrive in the office.

* Electricity savings and admiration for the environment: It lessens electrical power utilization, CO2 emissions, papers usage and, therefore, tree-cutting.

* Security: It assists validate user identification and codify sensitive information.

Step 6- And lastly, now we have to watch the printing process change plan & describe on advancement or setbacks of document output management project. There’s really no point in making the transformations pointed out if there is not any way of watching, gauging & verifying them all so as to reveal them before top management, that might prefer to observe the ROI attained from the printing cost savings project, & however not all can be directly measurable in shape of money (i.e. employee satisfaction & enhanced productivity), the results need to be presented to the contributors instantly and later to the rest of the company.

In case organizations adopt these basic steps thoroughly & do not operate away from their roadmap, they will attain something that felt to be an extremely hard objective some years back. While we are inclined to create a green office, it is apparent that it will still be necessary to print documents. It’s regarding streamlining and enhancing the printing processes with the assistance of high quality document software solutions & companies of state-of-the-art printers.


Una año más el OBSERVATORIO, con PIXELWARE como patrocinador, va a realizar la jornada anual sobre contratación pública el próximo miércoles 2 de diciembre en el Consejo General de Cosital.

portada  de la Jornada Observatorio De Contratación  de Cosital 2015

En esta jornada serán objeto de presentación y estudio, las modificaciones legales que han tenido lugar durante el 2015, la transposición de las Directivas de Contratación Pública y el estado actual de la Contratación Electrónica.

ALGUNAS DE LAS MODIFICACIONES que se abordarán a lo largo de la jornada del Observatorio Contratación Pública Continue reading JORNADA OBSERVATORIO DE CONTRATACIÓN DE COSITAL NETWORK

The Influence of Business Statistics

Any manager who wishes to be successful & powerful for his/her job ought to satisfy 3 conditions: manage correctly & look after the wellness & contentment of her or his crew; retain talent within the team as a way to keep know-how and expertise within the family; and and lastly, achieve the goals & objectives imposed by the organization & report properly on them all to Top Executives.

Prerequisites for Optimal Performance

The very first 2 requirements might be learned and evolved with practical experience & instruction, best-in-class recruiting procedures & by offering attractive compensation packages in line with the market. Simply no manager is blessed with such skills. They must be attained and are so complex that no business might present them all. However, organizations can definitely provide their supervisors with tools which permit these guys to observe their targets & report on them. And this is where business reporting & business statistical tools come in to play, for instance, the already popular score cards, that are visual administration tools, key functioning indicators and statistical data.

Managers handle a lot of information they should store, organize & analyze so as to make wise decisions. That information originates from distinct sources: emails, mobile devices, social media, etc. Okay, statistical business applications correctly allow consolidating all of this data and transforming it into useful and thoughtful data. They generally give a great deal of statistical business procedures making it practical to execute accurate analyses, organize data so as those analyses can be made quickly & quite simply, and assist prepare high-quality reports and visuals. This all with-out forgetting visualization capabilities reveals the purpose of the conclusions drawn from the analyses.

The pros of business statistic tools

The specific benefits of statistical tools are abounding, but they might be summarized into 5:

* Visibility: Managers fully understand accurately what is taking place throughout the enterprise, which helps these people control it far better.

* Ongoing improvement: As Peter Drucker, a management guru of the 20th century, said when you cannot compute it, you can’t improve it; a quotation absolutely suitable to a company’s efficiency.

* Time savings: Managers spend a lot of time accumulating data from diverse systems inside the company and generating reports out of this information. Statistical applications are sturdy friends that way, merely because they show the latest results from each one report, hence saving a valued time.

* Performance monitoring: All managers spend hours creating business policies. Yet, this is only the beginning of journey. What comes after doing that is being certain that strategies are not off course, as score-cards inevitably display in real time where the business is vis–vis the expectations of the strategies designed.

* Worker productivity enhancement: When a worker appreciates that their efficiency is getting measured & they can also see it conveniently, their 1st reaction is usually to enhance it.

It’s not too complex to express some of such benefits. Let’s put one example that any international firm experiences generally. In case the organization sends its best sales team to close a deal to the other side of Atlantic, they had better be aware of the reality that workers’ mobile usage has rocketed in just one day and broadly exceeds the telephone budget for the whole trip. With this, the organization could undertake steps just like blocking the cell phone.

Likewise, business statistic tools can be a gold-mine for the persons liable for creating marketing campaigns, since they support them conform the campaigns to real market requirements on the specific point in time. That’s to state, they manage to discover that at 10 p.m. most of viewers of any certain channel are dudes between 30 & 40 and, for that reason, they decide to transmitted a car commercial.

Where document management software organizations are involved, statistical business tools let their clientele to optimize their functions, since they know continuously what functions require more resources, the time frame each activity is taking, plus the physical memory space on disk & data bases the resulting files have occupied.

The scorecard as the main challenge

At this point there’re exclusively some complications this type of business statistic applications have to deal with. The very first one is the selection of analytics that underlie the studies they make. If supervisors pick the appropriate indicators, the resulting statistics will be more effective. The next one is the fact that score-cards must be created by using APIs or application programming interfaces with corporate systems. The choice of staff members typing in data physically into the scorecard involves too many pitfalls (incomplete, incorrect, obsolete data, etc.). The ideal scorecard links with data right away and up-dates it. And enable us not forget that it should be practical to see the outcomes on any browser in place of storing them in personal computer systems. This way, any man or woman who has to get the data can do it conveniently.

André Klein
Freelance Consultant for DocPath
A step ahead in document software

Information Storage: Back to the History

During the 1980’s, when fresh personnel joined an enterprise, they had been provided a green screen computer, and in case they wanted to work on a document, they’d to accomplish it from any corporate server. Subsequently, employees began as a way to down load documents to their PC systems, however, the problem was that nobody knew what the current document version was, with perils this intended. This produced a great section of the company’s information and skills reside over the workers’ PC systems, which forced businesses to take-up security steps (e.g. data encryption) that occasionally instructed individuals of the speed of computers through the nineteen eighties. Many organizations found that their workers didn’t employ the server and, additionally, it had been highly-priced to maintain, hence they made the decision to wipe out its services. Nowadays organizations are starting to utilize powerful systems lately baptized as the cloud.

Have you learnt why have we got back to history in this arena? Lets remember that retro styles have become substantially evident in different markets, just like fashion, decoration and tourism. Therefore, it is no surprise that IT sector has got into this trend. The true secret will be to acknowledge the reasons.

Extra space with a cheaper price

The cost for saving information of any category dropped much that it had become more affordable to store data files on computer systems. In the past, a megabyte was worth €500 and right-now 3 terabytes cost a lot less than half. Therefore, it turned out less costly to store data, both private and commercial, on computer systems. We’ve not developed/printed personal pictures for a long time. We preserve a large number of digital pics and do not even take the hassle to eliminate the wrong ones. What for? We have now over sufficient storage space and merely print high quality copies usually. And what has become of the Compact disks that were useful to adorn the shelves in every home? They have virtually turned collectors’ objects. Prior to now, we used to save songs on hard drives. Now we play it through Spotify that merely two years after its introduction already had ten million visitors.

Several other sorts of leisure, such as movies, haven’t escaped this crisis either. Upon forgetting movie theaters en masse due to costly price tags and also the downturn (with box office receipts reducing by 20%), we started to keep our favourite pictures on hard disk drives, and at present we’ve been letting our self be won over using systems such as Netflix, which, at an affordable monthly fee, presents us on-demand TV series and pictures with-out advertising.

From the office to the cloud

Professional data has experienced same progression. In the past, organizations utilized to save worker and business records, and also any serious documentation they acquired, on each person’s computer. Nowadays they acquire distinct types of clouds. Doing this, there is still simply no indisputable leader in the segment of information safe-keeping for business scenarios. So long as no leader comes forth, we can utilize solutions that allow us to get more flexible and speedy when aligning to the storage system we plan to acquire. A superb illustration of that is document software solutions. Many of these options support digitize all records with the organization, with the resulting advantages: the physical area expected-to hold documents lessens, and even the associated costs; and in particular, the organization keeps command over data and ensures its protection. In this way, the buyer makes certain that all of docs are found where they should be, aren’t mislaid on personnel computers and do not fall in to the hands of external providers.

At this time, it is essential to make a significantly distinct approach when employing cloud services. For example, there’re folks and agencies that utilize systems such as Apples iCloud or Microsofts OneDrive. The concern is that these options aren’t logical for all organizations. There are lots of agencies that handle vulnerable and secret information (e.g. banks, consulting firms, insurance companies, healthcare facilities) and don’t trust yet the degree of security of those environments generally focused on end customers. They demand their details for being centralized, yet on servers over which they’ve total control, that is to state, on private clouds. What these businesses’ need is software that lets them categorise and maintain data, when meeting their particular high security requirements. In this way, there is still a long way to go. Technology giants must make more endeavors to please the most demanding clients’ security specifications.

Although the information safe-keeping market is developing, we have to prepare the ground. Those organizations with ample information storage tools and guidelines will be more agile when aligning to any current or future cloud environment. But this is clear that all agencies will need to upload their information into a cloud sooner or later.

André Klein
Freelance Consultant for DocPath
A step ahead in document software

Hardships Caused from customer communications management (CCM) Platforms

The hassle is in achieving a level of customization in customer communications management (CCM) platforms that permits every organization and person to get used to them to their distinct situation.

It’s the customer market (and users typically) what influences businesses to move on and innovate.

Interpreting customer communications management

As per Gartner, customer communications management (CCM) is classified being a methodology that permits increasing the production, distribution, storage and recovery of client communications. This comprises marketing communications, such as customized TransPromo messages, delivering presentations of innovative things, correspondence, remarks, renewal notifications, invoices, payments, etc. These interactions come to fruition thru a wide range of channels and media, from paper-based written documents to emails, SMS messages and internet sites.

As a description, this is totally correct. Yet, several other definitions that could be read in innumerable articles involved with this subject matter, it’s so extensive that it appears to be utopic. How come? Basically because it presumes that most customers contain the same prerequisites and that, therefore, by applying a similar methodology, practically all will be convinced. And here is the complexity: to arrive at a measure of customization in CCM solutions that permits each company and operator to personalize them to their certain and personal perspective.

A priori, this must not seem so inconceivable, but certainty teaches us each and every day that purchasers are more and more demanding pertaining to the specifics they get and how they acquire it. In addition, work groups are increasingly international, modern and multidisciplinary and, to produce things much more complicated, they’re online groups, that’s to mention, each member may live in a distinct country whilst pursuing a similar aim. In international agencies, this is a day-to-day occurrence.

The Great customer communications management Platform

So, we could safely declare that so far there is no one-hundred percent precise CCM solution satisfying each and every buyers’ necessities. Actually, Forrester carried-out a while ago an investigation that indicates this expression. They assessed the offering of 12 firms of customer communications management platforms alongside three dimensions:

1. Communications structuring (normally in steps, with the proven frequency and persistent formats, e.g. invoices and bank statements);

2. Request for details of demand (requests originating from diverse sources, e.g. fax, telephone, the web and ERP solutions);

3. Interactivity (that means that someone is required to combine customized data in a prearranged method).

The summary of this research was clear: there isn’t any indisputable leader in the industry of customer communications management software, that creates it the majority of the times needed to incorporate diverse solutions with the aim of providing the complete functionality needed to cover the vast range of customer communications.

Communicating well will mean gaining the devotion of both external and internal customers. For this reason the organizations in the CCM platform business keep on working tirelessly to attain increasingly more end-to-end solution. What we are clear concerning is that there are some prerequisites all customers want fulfilled. They demand a custom made and hassle-free user interface that appears for instance the one these people are familiar with handling on their market or customer environment, i.e. outside the organizations they work with. CCM buyers are folks: if they are cheerful and employ the tool, the organization profits from their satisfaction and higher production.

Purchaser’ Requirements for customer communications management Platforms

Purchasers demand that information be single click or touch of the display screen away. For this reason, it is important to arrange CCM tools to ensure that they might be incorporated into a company’s old infrastructure. In this logic, those organizations that have viewed on their action plans a solid interconnectivity with clients solutions will enjoy a serious ambitious advantage.

As a common guideline, users of customer communications management software want easy solutions that give accurately the information they’re trying to find, and no other. For instance, let’s mention that somebody desires to understand a consumers turnover of your earlier year or the amount of days off balance. In this latter case, there is not any demand to call up the HR department anymore, merely because the system calculates them conveniently. This way, expenditure is rescued and users are more ecstatic, since they get the details quickly. In other words, folks nowadays try to find a needle in the haystack. The outcomes of yahoo and google with the 10 closest responses to their request do not do for them any further.

Another essential require for CCM solutions is that often they should be multiplatform. They must run not merely on distinct operating-system, but in addition on diverse gadgets. Customers expect to implement the same procedure on their-own notebook computer, mobile phone, smart watch, iPad, etc. Here the difficulty lies in keeping the identical functionalities when replacing devices.

Yet problems of Customer Communication Management platforms never end right here. For organizations this is not that very easy to determine who operates and possesses the final say as much as user communications is involved. Divisions much like Billing, Marketing or Customer care continually have something to state, which usually duplicates communications or, more intense, contributes to different messages. Convincing the Board of Directors to spend on CCM solutions is no painless process either; given that both profits and costs are often difficult to measure.

In brief, we’re witness to a paradigm shift. Previously, agencies used to ascertain the technological enhancement of solutions. But, today this is the end user market (and clients in general) what forces companies to proceed and innovate. Over here lies an important struggle of CCM platforms. The issue is huge, yet the potential is in addition significant.

André Klein
Freelance Consultant for DocPath
A step ahead in document software

Safeguard The Identity

Document verification, along with other precautionary features, is the key to assuring the security of commerce matters & limiting the fraud from forgery and phishing.

The Scope of Your Internet Tracks

We aren’t utterly aware of the great quantity of important data we input in-to the world wide web. We do not know either that it might remain there for numerous years time, at the mercy of any hacker. It does not matter which site we browse; so as to make any transaction, contract a service or just ask for information, we should input vulnerable data that causes it quite simple to identify and discover us. We consider it for granted. The web works just like that.

Due to this reason, we have to have some safeguards to shield our identity at the World-wide-web. It is not that there have never ever been identity crooks just before. Sadly, there have always been unscrupulous people who’ve managed to suitable personal information through deception or several other wrong means (as an example, by stealing mail from mail boxes). The one difference is that at this point they’ve access to much more information compared to before & they just have to search for it in just one place: the Web. This enables them to cheat many more persons & significantly raise the profitability of their-own operations.

The right way to Prevent Identity Stealing

Identity theft consists of any style of fraud that brings about the impairment of vulnerable personal information, e.g. passwords, user names, banking records or bank card numbers. It’s exactly what is called phishing in the online jargon. As a way to prevent it, we may take fairly simple measures: make certain the site we’re seeing possesses a privacy policy in place, use sophisticated pass-words, don’t discuss them with anyone & primarily whenever they are requested thru suspicious e-mails, investigate the URL of the sites we are seeing, take care of our devices, up-date our software & avert utilizing public computer systems as much as feasible.

Yet, all these methods many times emerge for being too little. That is why new companies have appeared those produce remedies aimed at guaranteeing the safety of both our most precious records and the identity. The 1st group involves document software organisations, which ensure the integrity and security of the most significant documents of businesses and their particular staff. Their solutions make it doable to govern and restrict accessibility to documents, monitor them all, authenticate user identity and, normally, boost organizations’ credibility towards shoppers.

The 2nd group is composed of small number of businesses, typically start-ups those have especially focused on safeguarding organisations up against phishing-related fraud. Their-own remedies help capture sensitive information quickly and safely from any identity document by capturing pics. The set-up returns the sensitive information included in the relevant document, enables a formal identification, stops cyber fraud, and speeds-up customer subscription processes. Almost all these factors are extremely important for e-commerce organisations, social media marketing and providers of means of payment. Inside the very same form of business, they also propose automated visitor access subscription & control systems that permit extracting the information from site visitors’ identity card by scanning it, and creating the file automatically upon accessing the company’s premises. This is mainly advantageous for companies or governmental bodies which should comply with strict security procedures as much as staff’ accessibility is concerned because of the nature of their operations.

Document Verification to Ensure Security

Document verification is likewise one of the cornerstones about this business. The remedies in this area make it possible to assess the authenticity of identity documents, something crucial so as to guarantee the security of business transactions & reduce the fraud derived from forgery & phishing.

Yet possibly the primary products (or at least the most appealing) tend to be the recent biometric systems, which help distinguish customers in a 100-percent precise approach through exclusive profiles based on biometric markers. That is to say, they permit validating the identity of identity card’s holder from their-own fingerprint & pinpointing the authenticity or falseness of asserted document. In other words, they support to determine whether it really issued to the holder. Both this line of business together with the last one are primarily addressed for the banking market, tele-communications’ businesses & governments.

These companies also render offerings linked to information and asset security opposite to Internet threats and cyber crimes. They have security operations centers that provide guidance on regulatory compliance within this arena, conduct cyber security evaluation & plans, offer proprietary and third-party tools connected with cyber security & cyber defense, monitor possible threats in an effort to minimize their effect, detect possible threats & take on measures to combat them, & take on any decisions appropriate regarding cyber incident. Likewise, they’ve experts in IT security that spots vulnerabilities in client businesses’ IT systems and, generally, in those assets which are open to the public because of their service to the World-wide-web. From that starting point, they do an audit & apply corrective measures. They in some way perform as ethical hackers.

These services and solutions permit client organizations to gain clients, who feel protected when performing on the net.

Even though it’s factual that much progress is made in terms of data security, acts are enacted in this concern and ISO standards are already established to ensure the security of your personal information, we should not lower our guard. We ought to keep on focusing on investigation, development & innovation to act against hackers & safeguard our identity on a medium, the internet, that might end up being ubiquitous & can take the place (lets hope it is for good) of real world in various factors.

Julio Olivares
DocPath – Presidente y fundador
A step ahead in document software

To Acquire Enterprise Content Management Would be to Invest in The Future

When, the prevailing fever for converting paper documents in to digital files has gone by; the chief emphasis of the majority of agencies will reside on the right way to stow high quantities of documents as conveniently as you can, to guarantee rapid & very simple document access.

The international economic recession has caused disastrous effects, affecting multiple organizations on the world. Yet, this scenario has also become a business opportunity for individuals who could tell how and when to invest and jump out from the rivalry.

In fact, challenging times usually tend to increase our ingenuity, revealing us the best way to do much more with fewer means. This movement has occurred in many Systems departments, which, driven by significant budget cuts, opted to obtain techniques that offer a fast ROI, enhance production levels and save costs.

Document software belongs to the group of technologies that, in spite of the meltdown, have practiced an significant motivation. From starting, these sorts of technologies have been designed to strengthen internal corporate processes and increase price savings. Yet, the current economic condition isn’t the sole factor for the quick advancement of document technologies. New market requirements have pressured dealers to touch the accelerator in order to offer agencies more imaginative and efficient document software services.

The Past, Present and Future of Document Systems and Enterprise Content Management Solutions

Recently, digitisation has grown to be the primary feature offered by the majority of document technologies. It is typically the results of the fast growing need for companies to lessen paper use & the hard work of Public Administrations to deliver citizens with Web-based forms & additional online means to carry out procedures, send enquiries, etc.

And yet, it seems that the future of document software will take another turn. All signs point at Enterprise Content Management (ECM) services since the main acquire of benefits obtained from document software systems in a near future. After all, once the current fever for converting paper documents in to electronic files has transpired, the prominent emphasis will reside on methods to save high sizes of documents as efficiently as is possible, to insure rapid and effortless document accessibility.

Large agencies will most perhaps start-off to obtain ECM options to merge them in to their ERPs and CRMs in an effort to receive a more organised overview of all their corporate documentation. On the other hand, medium & small sized businesses, which commonly won’t have their very own Systems departments, will begin to contract out these processes to elevate their yield levels and be more aggressive.

A World of Positives To Look at

Some advantages of Enterprise Content Management are well-known, just like a speedy ROI, better efficient internal proceedings plus much more time for working team to focus on business-critical tasks.

However, most businesses are inclined to focus just on the short-term advantages of ECM solutions, whilst you can find several good consequences that are usually abandoned merely because they’re difficult to measure. For instance, several supervisors say optimized customer services and the enhanced corporate image as several of the positive aspects obtained from any ECM endeavor.

In actual fact, in an extremely competitive world, to beat the competitiveness is vital to survive, Systems department managers of any enterprise should contemplate these 2 elements customer support & corporate image. In the end, document software, together with Enterprise Content Management systems, will not only create direct gains for Systems departments, but will also appreciably boost their company’s position in the marketplace.

At this point we just need to wait and view which organizations would be the 1st to take the most from ECM and stand out among their competitors.

André Klein
Freelance Consultant for DocPath
A step ahead in document software