Unleash the Technical Potential

Wide-format printers are sophisticated. They can handle much larger media sizes than traditional printers. To achieve this, they leverage advanced inkjet and laser technology, resulting in stunning products, high-resolution prints on paper, vinyl, fabric, and even rigid substrates like form boards. They can usually print sizes between 18 to 100 inches, but some more advanced devices can go beyond that.

As such, these printers are useful for many industries. They include (but aren’t limited to) entertainment and news, advertisement, activism, government organizations, the textile industry, architecture, design, and much more.

Applications of Wide Format Printers

We’ve briefly mentioned the industries and applications that benefit from a wide-format printer, so let’s explore some of them in more detail:

Architecture and Engineering

Wide-format printers have become indispensable for architects and engineers. They allow these professionals to print detailed blueprints, construction plans, and technical drawings with utmost precision. In these fields tasked to design the modern world and keep everyone safe, precision is paramount.

Intricate details and accurate color make communicating ideas and collaborating on complex projects much clearer and more straightforward.

Advertising and Marketing

While not as essential as engineering and architecture, advertising still indisputably benefits from wide-format printers. Advertisers can create captivating banners, posters, and signage to attract the eyes of target audiences and passersby.

These printers are beneficial for trade shows, retail displays, and outdoor advertisements. Better yet, the durable prints are reusable, which is convenient for conventions and expos that involve plenty of traveling.

Fine Art and Photography

Artists and photographers can embrace wide-format printers to bring their creative visions to life. These printers reproduce stunning gallery-quality prints so that artists can showcase their work in larger formats.

Possibly one of the main concerns of most artists is failing to convey the art’s message or depth due to an unreliable medium. But be it a breathtaking landscape or an intricate portrait, wide-format printers can faithfully capture the essence and spirit of the artwork.

Event and Décor Printing

These handy printers can also be beneficial for event planning and décor. They let designers print custom backdrops, floor graphics, personalized banners, and promo material.

Therefore, event organizers can create something of a visual treat for their audience, thematically transforming the space into whatever they wish. Since wide-format printers can output fabric, striking and distinctive decorations can make events memorable.

Reprographics and Mapping

In industries like reprographics and mapping, where tiny details make all the difference, wide-format printers excel.

They can print precise maps, charts, and architectural renderings that demand intricate line work and sharp clarity. The considerable attention to detail with these printers is unparalleled.

Benefits of Wide Format Printers

Wide-format printers boast many invaluable benefits for workplaces, creative professionals, and enthusiasts alike.

Precision and Vibrancy

Wide-format printers surpass standard printers far and wide in terms of high-resolution output and vibrancy. But precision is their most valuable asset and the basis for their other advantages.

Advanced print head technology and precise ink placement deliver stunning prints with exceptional color accuracy and sharpness. The wide color gamut brings out vibrant hues and subtle gradients.

Creative Possibilities

The versatility of wide-format printers allows them to handle a diverse range of materials. As a result, they enable creative professionals to experiment with different mediums for their prints, opening up a world of creative possibilities.

Photographers looking for utmost realism and life-like presentation in their prints benefit just as much as digital artists experimenting with surreal or dreamy expressions.

Meeting Deadlines

Wide-format printers are efficient and fast, making them ideal for large-scale projects and tight deadlines. These printers are equipped with advanced printing technologies and can produce large-volume prints at impressive speeds. That way, turnaround times become much shorter.

The buff in productivity help businesses meet deadlines without compromising quality, giving them a competitive edge in the market.

Savings in the Long Run

Admittedly, these printers are more costly initially. But they prove to be cost-effective in the long run. External print services demand additional costs, such as transportation and markup. However, an office won’t need to outsource print jobs if it embraces in-house wide-format printing.

Moreover, when offices can print on-demand, they reduce excess inventory and waste. Consequently, full control over printing saves money, allowing for better cost management.

Making What Audiences Want

All printing is personalization-friendly in its own right, but wide-format printing particularly excels. These prints can meet many tastes, themes, or branding on a large scale—for example, unique banners, posters, or even backdrops. Whichever personal design you or your customers come up with, a wide-format printer can make it real. The prints will resonate with the right audience, which might result in stronger customer relationships and, thus, greater trust.

Printing on a Grand Scale

Wide-format printers breathe new life into how offices create large-scale visuals across different industries. They’re efficient, precise powerhouses with great potential for both creative expression and meeting strict business requirements.

For a deeper insight into the potential of wide-format printing for work or creative ideas, reach out to Modern Office Methods, one of the best providers of wide-format printers in Cincinnati, Columbus, Dayton, and Mansfield.

If you operate in Cincinnati, Columbus, Dayton, Mansfield, or a nearby area, visit the Modern Office Methods’ website or get in touch through their contact page. Allow Modern Office Methods to be your trusty partner in getting the most out of the mighty wide-format printers. Your business’ success will benefit greatly.

How IT Consulting Works

Virtually every modern organization uses some form of IT in its operations. But these systems are complex, and most users don’t necessarily know all their technical intricacies and fundamental operations. This is where IT consulting, or technology consulting, steps in.

It involves advising users on how to make the most of their organization’s IT systems. It strategically guides clients regarding their IT infrastructure and the various systems it employs.

IT consultants work in partnership with clients to help them use information technology in their day-to-day work and overcome problems and technical hurdles. They also work to improve the structure and performance of IT systems in any particular organization that employs them.

Why It Matters for a Business

It may be easy to sum up the importance of IT consulting with the phrase “everyone uses computers.” But its real power lies deeper than that. Here are a few reasons why:

Strategic IT Planning

Technology is ever-evolving, to the point of sometimes being challenging to keep up the pace, even for knowledgeable users. Businesses depend on keeping up this pace. This is why they benefit greatly from having access to on-demand IT consulting.

Consultants help companies adapt and develop strategic IT plans in alignment with their objectives. Consultants and clients join forces to assess the company’s current IT structure thoroughly, identify aspects that need improvement, and draft a plan for the future of the infrastructure.

This way, the business’ IT systems can support its goals and be adaptively futureproof, thus resisting the threat of obsolescence and falling behind in the business race.

Tackling Risks

It’s not just the neck-breaking speeds of technological advancement that businesses have to tackle. As technology becomes more sophisticated, so do cyber threats. This means that risk management is a top priority for both businesses and customers.

IT consulting guides companies in implementing robust security measures that protect their users, the infrastructure, and sensitive data (be it customer data or the company’s classified information). It also provides deeper knowledge of how cyberattacks operate, what the goals of the perpetrators are, and what risks the business might face. IT consultants give suggestions for risk management strategies and the development of security protocols that can mitigate risks.

Reducing Expenses

IT consulting isn’t just an added investment on top of the already costly evolving IT. They help you mitigate the overall IT costs and reduce your future expenses. IT consulting adapts to each business it services. It’s ready to fit the ins and outs of the client’s infrastructure, requirements, and employees’ various skill levels.

This way, offices and other workplaces can make better use of their IT resources, reduce redundancy, and operate more efficiently. All these factors add up over time to significantly reduce expenses and make employees happier and more productive.

Staying Up-to-Date

By now, the speed of technology development has become quite evident. Staying up-to-date isn’t always easy, but businesses generally don’t have much choice. Legacy support is generally better in the realm of enterprise than it’s for the end-user systems. However, this legacy support still reaches its end of life before many can catch up. And once the providers pull the plug, users must upgrade.

IT consultants keep companies current by advising on the latest technologies, assessing their applicability, and assisting in their implementation. This continuous technology update helps businesses stay competitive and meet the ever-changing demands of their customers, tech-savvy or not.

How IT Consulting Can Transform Business

IT consulting can bring about significant transformation to a business:

Improved Efficiency and Productivity

Taking advantage of IT consulting can improve the overall inner workings of any business through strategic planning. It can teach employees how to automate routine tasks and optimize their work within well-structured systems.

Inefficient, poorly-optimized, or misunderstood technological systems can bring about more headaches and inefficiency than no IT system at all. But systems that perform at their optimal capacity can greatly boost the productivity and efficiency of a workplace and its members.

Enhanced Security

A business that understands its IT infrastructure is a secure business. IT consulting assesses current security measures, identifies vulnerabilities, and implements robust security systems to keep cyber-attacks at bay.

This safeguards valuable business data and instills confidence among stakeholders, likely bringing in a larger profit margin. On the other hand, battling the fallout of a security breach creates not only unnecessary expenses but also potentially dooms the business, creating an atmosphere of distrust and anxiety.

Informed Decision-Making

IT consultants provide valuable insights and data-driven recommendations that enable business leaders to make informed decisions. By analyzing business data, assessing technology trends, and understanding business objectives, IT consultants can guide decision-making processes and help businesses navigate their digital transformation journey.

Competitive Advantage

IT consulting can also provide a competitive edge to your company. This benefit is a culmination of all the previous benefits. A company that keeps up with technological trends stays safe and makes wise IT decisions. They will naturally gain an edge on the market and receive positive recognition.

IT consultants help you find and implement technologies that drive growth, improve customer satisfaction, and set you apart from competitors.

Consult to Stay Informed

Any business, big or small, new or old, has something to gain from employing IT consulting. It will help different infrastructure work more efficiently, be safer in cyberspace, and have an edge over the competition.

If you’re in Cincinnati, Columbus, Dayton, or Mansfield and need expert IT consulting, contact OIT, the IT department of Modern Office Methods. Experienced IT consultants can enrich your workplace with strategic guidance and innovative solutions. To learn more about the services or to schedule a consultation, take a look at the contact us page.

If you’d like more insights on IT consulting and other related topics, check out the blog.

This guide will help out, providing useful guidance to help you choose the perfect office copier.

The Importance of Having the Right Office Copier

In an age where so many businesses are trying to go paperless and so much work is done digitally, you might be wondering, “Do office copiers really matter that much anymore?”

Well, the answer is a clear and definitive “Yes.” Even in this digital age, copiers and similar devices, like printers and scanners, still have huge importance.

The average office worker goes through 10,000 sheets of paper per year, and countless businesses still have a big need for real, physical documents. In other words, the average office simply can’t function without a trusty copier.

Here are some reasons why you need to choose the right model for your workplace:

• Improving productivity. This might seem obvious, but it’s still worth stating: offices are much more productive when they have the right devices and hardware. With a good copier installed, workers can scan and copy on-demand without wasting time. This allows everyone to get back to work and focus on more important things rather than queueing up at the copier or dealing with delays.
• Keeping workers happy. Following on from the previous point, if workers don’t have as many delays or problems, they’ll usually be happier overall. That should lead to a more positive workplace in general, with big smiles all around. Better morale can aid productivity, and happier workers will be more likely to put maximum effort into their roles and duties.
• Stronger security. You may have installed anti-malware programs and other cybersecurity defenses on your office computers. But how about the printers and copiers? These devices are often seen as weak points and are regularly targeted by hackers. However, a good-quality office copier should have its own security systems to reduce the risk of attacks or unauthorized access.

Choosing the Right Office Copier: Tips and Tricks

As you can see, the right copier can do more than simply copy documents for you. It can make your entire office happier and more productive. Here are some handy pointers to help you make the right call for your next office copier.

Assess Your Office’s Needs

First up, take a moment to consider your office’s needs. Ask questions like “How many copies do we make per day?” and “Do we want a copier that can also print, scan, and fax?”

All of this is important, as it’ll help you figure out what type and level of copier you require. If you only make a few dozen copies a day, a simple model will be fine. If your workers copy hundreds of documents daily, you’ll need something with a little more firepower.

Consider Your Budget and Finance Options

If commercial copiers only cost as much as home copiers, businesses wouldn’t have to worry. Unfortunately, while it’s possible to find a decent home copier for under $100, office copiers can cost much, much more. In fact, the leading models cost thousands of dollars.

If you’re on a strict budget, such a high price may seem out of your reach. However, there are options out there, like copier leasing, which can make fancy models more accessible. Think carefully about how much you can spend and consider all options.

Take Security Into Account

As mentioned, today’s high-end office copiers often come with in-built cybersecurity features. They might have password protections to stop unauthorized users from accessing them, for example. They may also have data encryption to make your files harder to access for any hackers. If your business deals with sensitive data and documents, you’ll need a secure copier to protect them. So pay close attention to the security features of each model.

Think About the Future

Don’t forget to think ahead. Copiers can last for years of use, and your business might grow and evolve in the years ahead. It’s best to find a model that will be able to work for you, even as your office expands and new members join the team. Otherwise, you may find that your business outgrows your copier, and you’ll have to replace it after only a year or two.

Don’t Overspend on Unnecessary Extras

When buying new office hardware, many people are tempted to opt for the fanciest, flashiest models with all the latest bells and whistles. But you don’t necessarily need all of that. You might spend a small fortune on a big, fancy copier, only to discover you barely even use half of its many functions and features. Instead, opt for a model that simply gives you what you need.

Consult User Reviews

When buying any new device or piece of equipment, user reviews can tell you a lot about it. These days, you can find countless user reviews of almost any device online. So, if you find some copier models that seem like a good fit, don’t just order one right away. Take the time to check out some user reviews and expert assessments of each option, learning more about the pros and cons.

Get Expert Advice for Your Next Office Copier

The right copier can transform your office. It can maximize productivity, increase efficiency, and make workers happier, every single day. So clearly, choosing a copier is a crucial decision. It’s not something you should simply rush into.

The tips and tricks above should help, but if you feel like you need some expert advice, turn to the team at Modern Office Methods. We have an expert team of copier experts ready to advise you on all your copier needs in Columbus, Cincinnati, Dayton, and beyond. Contact Modern Office Methods today and get the very best office copier.

Categories of IT Services

There are three broad categories of IT services.

Business Process Services

These are outsourced services to organizations that offer specialized services. Business processes that aren’t related to the main objectives of a business are usually contracted to specialist companies. These include infrastructure as a service and SaaS.

Application Services

These are diverse support aids that can include application acceleration, application performance monitoring, load balancing, auto-scaling, and service discovery to run, deploy, and enhance applications.

Infrastructure Services

These services comprise of communication services, networking, and data processing capabilities to make the sharing of content, knowledge, media, management, and other devices possible.

When any of these services are outsourced, they are called business processing outsourcing, application outsourcing, and infrastructure outsourcing.

Types of IT Services

IT services are professional services designed to promote and stimulate the use of technology by businesses. These are several of the most common types of IT services.

Network Monitoring

This allows the monitoring of your network for any problems that may arise. You’ll get alerts when something surpasses the designated performance level. Monitoring can be set up for assorted reasons, including memory usage, hard drive usage, and much more.

Technology Training

Technology and software change often so having your IT team learn how to operate updated devices and hardware can help them use those tools efficiently with minimal questions. A company can train their IT staff on how to use specific tools, programs, and applications.

IT Reporting

This consists of gathering data from IT into reports that can advise you how to give service, plan, and solve problems. Reporting helps you understand the most common issues. IT reporting can also help you plan more efficiently because it provides you with data on aging hardware and when it will need to be changed. You’re able to then plan to replace the hardware, putting them in your budget, and scheduling the work of changing them out. This permits you to take the initiative and can also save you from interruption and the related costs. Service level reporting can notify you of how long it takes the IT team to fix the issues.

Cloud Services

Most IT services in the cloud revolve around finding the right cloud resolutions, moving you towards them, and then supporting and preserving them. Finding the right cloud solutions can be a test because each company has their own requirements founded on its internal workflows and procedures. There are a lot of possibilities with the cloud when it comes to where to store your data, how to do backups, etc. The right IT provider will help you understand everything, strategize, and implement the migration project, and guarantee that you’re happy with the results.

Help Desk Support

This is where IT experts can help you fix errors and solve problems, which usually happen over the phone or by distantly controlling your computer. You will get a response time, and they’ll have some arrangement in place to track every issue with a ticket; this guarantees that a problem will be fixed in a timely manner.

Network Security

You’ll find that the best network security services are layered. They’ll include a strong firewall, security maintenance and policy, endpoint protection, and end-user security training. You must have someone who can assess your needs, recommend solutions, apply, and preserve them.

Backup and Disaster Recovery

This gives businesses a system that allows it to keep running in the event of a failure that includes a ransomware attack, hardware failure, or anything that would make the business unworkable. This consists of managed backup solutions with both offsite and local backups. The provider entirely controls backups, and they observe the backups for success and respond if they crash. They can also conduct disaster recovery testing. Key components of an effective disaster recovery plan are understanding how long it will take to recover and how far back it can be recovered from.

IT Services Industry

IT services is an industry that’s made up of various products and services that allow businesses to regulate, organize, and optimize their information and business processes. The IT services market is extensive and includes cybersecurity services, managed IT services, off-site data management, and cloud computing. This includes technologies, like the cloud and getting them to work in new and inventive ways. IT services have tools that inspire a mixture of work models and teamwork through different platforms.

IT Department

IT services departments push effectiveness, design automation platforms for mundane tasks, and are responsible for providing infrastructure. The IT services department implements and imposes control and oversees the use of network and operating systems at even the basic level. The department is crucial to the ongoing contact, partnership, and automation of repetitive tasks and procedures. They allow businesses to overturn internal and external practices and offer teams with extra flexibility and functionality to execute their duties efficiently and successfully.

IT Services Websites

IT services websites are available on the internet for outside customers or as a source for employees. These websites are needed for IT companies because they use them to market, list, and offer their services to businesses and the public. The websites also help businesses to enable effective IT services throughout their business. Some of these services include maintenance, troubleshooting operations, and ticketing systems.

IT Is Essential

IT services are an essential part of any business, especially now that everything is so digital. Most businesses have an IT services division that arranges, installs, and manages essential processes, distributions, and software that helps daily operations. When choosing an IT specialist, be sure to choose the right one for your business.

If you’re looking for IT services in the Cincinnati, Columbus, Dayton, or Mansfield areas we’re here to help. Feel free to contact OIT for all your IT needs.

But what is ransomware, how does it work, and what are some steps a typical business can take to defend itself? Read on to learn all you need to know.

What Is Ransomware? A Definition

Ransomware is a type of malicious software (malware) which works by blocking access to a device, system, or group of files. In some cases, ransomware programs may even threaten to release or share the user’s private files unless they pay a fee.

To regain control of their device or recover access to their files, the user is effectively forced to pay up. In other words, this software is able to hold systems to ransom, which is where the name comes from.

A Brief History of Ransomware

The history of ransomware goes back to the late 80s when the so-called “AIDS Trojan” began to infect machines around the world. As the years went by, other hackers and malicious users developed their own ransomware Trojans, making them harder to detect and more effective.

In recent years, there has been a spate of major ransomware attacks. In 2013 the “CryptoLocker” attack took place, where victims handed over an estimated $27 million. Then, in 2017, the infamous “WannaCry worm” spread to hundreds of thousands of devices globally, even affecting major health services like the British NHS.

How Do Ransomware Attacks Occur?

A typical ransomware attack involves the use of another form of malware, known as a Trojan horse. A Trojan horse is a disguised file that may look perfectly normal and innocent but actually hides malicious viral code inside.

Users can be tricked into downloading these Trojan files to their devices or opening them up. You might get one as an email attachment, for example, or hidden among the files when you download music or movies. Then, the Trojan activates, encrypting the victim’s files or locking down a device until the user pays the ransom.

However, this isn’t the only way in which ransomware is used. In some cases, advanced ransomware programs can spread and infect different devices without requiring any user input. This is how the aforementioned “WannaCry worm” spread back in 2017.

How to Defend Against Ransomware Attacks

Clearly, ransomware is a serious threat, and every online user is a potential target. Common ransomware victims can include small and mid-sized businesses, but even major enterprises and individual users may be targeted by this type of malware.

Therefore, no matter what kind of business you’re running, you need to take the necessary steps to safeguard yourself and your devices. Fortunately, when it comes to how to prevent ransomware, there are many simple, effective measures you can take.

Bolster Your Cyber-Defenses

Hackers have access to an advanced range of offensive tools to target their victims. But there are also plenty of defensive tools you can use to guard against ransomware attacks and a range of other cybersecurity threats, like firewalls and antivirus software.

High-quality anti-malware programs can scan your systems in real-time, detecting any viral presence and alerting you about suspicious files, links, or messages. Alternatively, you can take your cyber defenses one step further by finding a managed cybersecurity partner to handle malware protection for you.

Invest in Education

The more you know about ransomware and other forms of malware, the better prepared you’ll be to avoid it. That’s why experts encourage users to read up about cybersecurity and learn about different types of malware and how they work.

For businesses, it’s particularly important to educate your employees about the best cybersecurity practices. Often, it only takes a single click or misjudged download to trigger a ransomware attack. If employees aren’t aware of the risks, they could make a mistake that jeopardizes the entire business.

Always Install the Latest Updates

Often, hackers and malicious agents try to find little holes or areas to exploit in older versions of software and operating systems. They might detect that an old version of a popular anti-malware program isn’t able to detect their latest Trojan, for example. They can use that to target people who haven’t updated.

That’s why it’s absolutely critical to always update your software and operating systems on a regular basis. It can be inconvenient and frustrating to wait while updates download and install. However, it’s an essential process, as developers are always working to improve their software and fill in those little gaps in their code.

Make Backups of Key Files and Resources

It’s common for ransomware to block access to key files on your computer. When this happens, many users are scared about losing access to those files forever, so they pay the ransom. But what if you already have another copy of those same files stored on a different device?

That’s where backups come in. Many cybersecurity experts and agencies recommend making backups of your most significant files and documents on a regular basis. Store those backups on external hard drives or USB sticks so that you can always access them. That way, even if ransomware infects your device and locks off your key files, you’ll still be able to recover them without having to pay up.

How to Defend Against Ransomware Attacks

The consequences of ransomware can be catastrophic for any business, leading to operating delays, reputational damages, and financial loss. The risks simply can’t be underestimated, and it’s vital for every business to establish strict cybersecurity protocols as well as implement strong defenses to guard against any attacks.

With the right approach, strong software, and educated employees, you can drastically reduce your risk of falling victim to ransomware. OIT can help, offering managed cybersecurity services for users in Cincinnati, Columbus, Dayton, and Mansfield. Contact us today to learn more, and put your business security in safe hands.

An Introduction to Document Management

Before we look at the various benefits of this software and how to pick the right program for your business, it’s important to have a clear definition of document management software.

In simple terms, a document management system, or DMS, is a program designed to store and organize documents in digital form. It can keep track of all your Word files, spreadsheets, PDFs, and other documents, offering a myriad of benefits to businesses of all sizes.

The Benefits of Document Management Software

The majority of businesses are still struggling with traditional and outdated document management processes. However, an increasing number are switching to digital systems. With so many advantages, it’s easy to see why.

Huge Time-Saver

Arguably the biggest and best benefit of a DMS is how much time it can save you. Instead of wasting precious minutes and hours searching through disorganized systems or rewriting lost documents, you can count on a DMS to make everything easier.

Better Organization

Document management software is also a crucial organizational tool. It makes individual documents and folders easier to find with automatic naming and indexing. Plus, many DMS programs also let you track and view previous versions of the same file, letting you see exactly how each document has been edited over time.

Secure Backups and Recovery Tools

Sometimes, documents go missing, especially if you’re still working with paper-based systems or have a lack of organization. The best document management systems create secure backups, letting you recover your files if they accidentally get deleted or misplaced.

Optimizing Efficiency and Productivity

Document management services are one of the many examples of technology and IT services enhancing performance in the workplace. With the DMS keeping everything organized and up-to-date, workers can put their focus and energy into more important tasks.

Easier Compliance

Many industries have complicated compliance regulations that need to be followed. A DMS can aid with compliance with various laws and regulations, keeping key documents secure while making it easier for you to track down info regarding accounts, taxes, etc.

Happier Workforce

As mentioned previously, workers who operate with the aid of a DMS tend to have more time and energy to put into key tasks and duties. This can have a positive knock-on effect on workforce morale. A happier workforce should lead to boosted productivity and loyal employees.

Sustainability

Ecological concerns are an increasingly talked-about issue all over the globe, and businesses are responding by trying to become more sustainable. Worldwide, companies great and small are taking steps to “go green,” such as cutting down on waste or investing in renewable energy. A DMS can be part of your eco-friendly transition, as it helps you cut down on office paper waste and use less energy.

Picking the Right Program

The benefits of document management software are clear to see, but if you want to enjoy those benefits and get value from a DMS, you need to invest in the right one. How to pick? Here are some of the main factors you should try to focus on:

• Ease-of-use – Many businesses show reluctance to switch to DMS programs, preferring to stick to the tried-and-true methods they know. Some fear that they simply don’t have the necessary IT expertise to master these programs, but there are plenty of examples of document managers that are really easy to work with.
• Price – This may not apply to the biggest businesses with big budgets to work with, but the price is important for smaller brands that need to manage their finances carefully. Some DMS programs may cost several hundred dollars per month, and that might not work with your existing budget. Instead, try to find a cheaper option that gives you what you need without breaking the bank.
• Key features – Of course, there’s no point investing in a DMS if it doesn’t have the features and functions you require. Think about what your business needs and try to find software that can meet those needs in its feature-set. Specifically, it’s wise to focus on software with automated backups, cloud access, multiple capture methods, audit trails, and document indexing.
• Support – Even the best DMS programs can have issues from time to time, and you might need a helping hand setting the software up or using a particular feature. That’s why it’s also a good idea to see what level of support is offered by the developer. Do they have a chat system or email you can contact for assistance, for example?
• Security – Another big priority to take into account when choosing document management software is security, particularly if you do a lot of work with sensitive user data. The best DMS programs provide high-grade encryption to safeguard your documents, reducing the risk of them falling into the wrong hands.
• Reputation and reviews – Finally, it’s worth taking a look at the reputation of the developer or provider of the DMS. You may also want to consult some user and expert reviews to get an idea of whether the software is trustworthy. This can help you differentiate between low-quality software and the better DMS tools.

Make Your Business Truly Paperless With Document Management Systems

If you’re still toiling away with paper documents or struggling to cope with disorganized digital systems, it might be time to invest in a DMS. In a matter of minutes, a DMS installation can change the game for businesses large and small, transforming the way you collate, organize, and manage your various documents, from Word files to PDFs.

Modern Office Methods can help. Our document management solutions can make your documents and digital data infinitely easier to track and manage. If you’re looking for document management services in Cincinnati, Columbus, Dayton, or Mansfield, get in touch with the Modern Office Methods team today to learn more.

Here, we’ll discuss everything you need to know about cybersecurity to ensure your company is protected.

What Is Cybersecurity?

Cybersecurity, also known as IT security, is the practice of protecting networks, systems, and programs from cyberattacks. Since technology has developed rapidly, attackers are becoming more innovative and dangerous. If you don’t have effective cybersecurity measures in place, your company’s information can be accessed, destroyed, or changed in only a few minutes.

The cybersecurity industry frequently changes to ensure maximum protection against cyberattacks.

Types of Cybersecurity

You may be surprised to learn that there are several types of cybersecurity. Here are the most common ones:

Network Security

Since most cyberattacks happen over the network, network security measures are designed to protect it from unauthorized entries. This type of cybersecurity combines hardware and software technologies that act as a wall between your network and potential threats.

There are several subtypes of network security:

Firewall

A firewall is a system that monitors outgoing and incoming network traffic based on different security rules and criteria. It’s a barrier between an internal and external network to filter out potential threats.

Email Security

Many security breaches occur via email, so paying attention to email security is vital. Effective email security prevents cyberattacks through email and ensures your data is secure and safe.

Anti-Malware and Anti-Virus Software

These programs scan your files for irregularities, identify malware, and remove it to prevent damage to your system.

Data Loss Prevention

Another important subtype of network security is data loss prevention. It stops you and your employees from sharing sensitive information outside the network, whether on purpose or by accident. Thanks to data loss prevention, you can be sure your company’s data won’t end up in the wrong hands.

Application Security

Many businesses use different apps and programs that improve productivity, optimize workflow, and enhance team collaboration and communication. Unfortunately, not all apps are 100% safe. They may contain vulnerabilities that can infiltrate your network and cause many issues. Application security prevents this infiltration and minimizes the risk of security breaches.

Information Security

Information security, also called InfoSec, is targeted toward data security. It involves different tools that protect your company’s data from alteration, damage, and destruction. These tools ensure that only authorized users can access and alter information.

There are several subtypes of information security:

Cloud Security

Cloud security is a must for those who use cloud-shared environments. It prevents vulnerabilities and ensures protection from breaches.

Cryptography

Cryptography represents a method of protecting files and messages using codes. Only authorized personnel can access these codes, guaranteeing confidentiality, security, and reliability.

Incident Response

Incident response is a set of technologies and processes for detecting and reacting to cyberattacks. The main goals of incident response plans and measures are to prevent cyberattacks and take proper steps if they have already occurred. Another reason this type of information security is important is that, in case of a cyberattack, you’ll have the evidence preserved to take appropriate steps.

Vulnerability Management

Vulnerability management is vital for all companies, but especially the growing ones, which often add new programs and apps to their system. This process involves constantly analyzing, identifying, assessing, managing, reporting, and remediating cyber vulnerabilities. In other words, vulnerability management pinpoints weak spots and risks and takes care of them before they become bigger issues.

End-User Behavior

End-users can identify, address, and prevent many security issues. However, end-users must know their roles and responsibilities to implement this effectively.

The best way to ensure your employees understand cyber threats, the importance of strong passwords, device security, and phishing scams is education. You can organize seminars or training sessions where your employees can learn more about cyber threats and how to act if they identify one.

Infrastructure Security

Infrastructure security protects hardware and software assets like networking systems, data center resources, cloud resources, and end-user devices from physical and cyber threats. The goal of infrastructure security is to lower the risk of vulnerabilities.

Types of Cyber Threats

Understanding different cyber threats can help you and your employees monitor, identify, and manage them. Here are the most common types of cyber threats:

Malware

Malware is code or software created to harm computers, systems, or networks. This is the most common type of cyber threat, and different subtypes fall into this category, including ransomware, spyware, Trojans, viruses, bots, worms, etc.

Denial-of-Service (DoS) Attacks

DoS attacks represent targeted attacks that flood a network and make it inaccessible to its intended users. During a DoS attack, users can’t complete routine tasks like accessing email, online accounts, websites, or other services the compromised network provides.

It’s important to mention that DoS attacks don’t result in compromised or lost data. However, companies that experience DoS attacks need to spend time, money, and other resources to restore normal operations.

Phishing

Phishing is a type of cyberattack where scammers use email, SMS, social media, phones, or social engineering to get people to share sensitive information or install a program containing viruses.

As technology develops, phishing attacks are becoming more frequent and sophisticated. That’s why business owners and their employees need to stay on top of innovations. Common types of phishing are spear phishing, whaling, SMiShing, and vishing.

Spoofing

Spoofing is a situation in which a person identifies as a trusted and reliable source to gain access to a system or network, ask for money, or steal data. There are different types of spoofing, including domain spoofing, email spoofing, and ARP spoofing.

Cybersecurity Protects Your Business

Cyberattacks can damage your company’s reputation and lead to losing customers, sensitive information, and money. You should invest in exceptional cybersecurity to protect yourself, your business, and your employees. Since cyberattacks are becoming more sophisticated, it may be wise to consult an experienced and reputable company that can help secure your organization.

If you need managed cybersecurity services in the Cincinnati, Columbus, Dayton, and Mansfield areas, reach out to OIT.

What Is a Document Scanner?

Before discussing document scanners, we need to define them. The main purpose of a document scanner is to convert physical documents into digital data. These helpful devices are used in many companies, big and small.

Why You May Need a Document Scanner

Although we’ve witnessed major technological advances that allow going paperless, many businesses still rely on paper documents. If you run such a business, you may wonder why you should invest in a document scanner. Here are the most important reasons:

It Saves Time

A document scanner can help you and your employees be more productive and efficient. Instead of wasting time searching through piles of documents, your employees can access any digital file within seconds, thanks to document scanners.

It Enhances Security

Another important reason businesses need a document scanner is security. Although many believe that keeping sensitive information in digital form is risky, it’s the opposite. Scanned documents are encrypted, meaning only authorized personnel can access them. With paper documents, there’s always a risk they could end up in the wrong hands or get damaged.

It Improves Communication Between Coworkers

In many companies, employees from different teams work together to complete various tasks. You can make their communication and collaboration much easier with a document scanner. Digital documents can be shared with others in a matter of seconds, which again results in improved productivity.

Depending on the industry, your employees can also use a document scanner to share documents with customers, clients, suppliers, and other companies.

Scanner Types

There are two main types of document scanners: portable and desktop.

As their name says, portable scanners are lighter and easier to transport. They’re ideal for those who are often on the go but want to be able to create quality scans. Portable scanners are also suitable for those who don’t need to scan documents very often. These scanners can be further divided into wireless, handheld, and foldable.

Desktop document scanners are stationary and much larger than portable models. While this may not seem ideal, desktop scanners offer many benefits. They’re powerful, efficient, and built to meet high scanning needs. Depending on the model you opt for, you can enjoy additional features.

For example, some scanners notify you if you place a document incorrectly, allow you to scan both sides of double-sided images, etc. While their price is often much higher than that of portable models, many business owners agree the investment is worth it.

How to Choose the Best Scanner

Since there are many options on the market, choosing the best document scanner can be overwhelming. We’ll discuss the most important criteria you should focus on to make an informed decision and ensure the scanner matches your company’s needs.

Scanning Needs

The first factor you should focus on when choosing the best document scanner is your company’s scanning needs. For example, if you need to scan a large number of documents daily, you should probably look into desktop scanners with large capacities. On the other hand, if you only need to scan a document or two while in a meeting or on the go, you should check out portable scanners.

Available Space

High-capacity document scanners can be bulky and take up a lot of space. If you have a small office, measuring the area before purchasing a document scanner may be a good idea. That way, you can compare the available space to the scanner’s dimensions and ensure it will fit. You can also opt for more compact, portable models, depending on your company’s needs.

Dots Per Inch

Dots per inch (dpi) indicates how many dots can be placed in a line within the span of 1 inch. The higher the dpi number, the better the quality. While having a document scanner with high dpi may sound appealing, it’s not always necessary. A dpi ranging between 600 and 1,200 is more than enough for most businesses.

Bit Depth

Bit depth, or color depth, represents the number of bits used to indicate a single pixel’s color. Like dpi, the higher the bit depth, the better. A bit depth of 24-36 is sufficient if you’re looking for standard color scanning. However, if you’re a graphic designer, artist, or architect, you should aim for higher bit depths that allow high-quality scans.

Integration

Suppose you already have a well-established technological ecosystem that optimizes the workflow, enhances employee collaboration, and improves productivity. Adding a document scanner to such an environment can be helpful, but only if it integrates well with the entire system.

To ensure this, double-check whether a particular document scanner works with a specific type of technology.

Additional Features

While the primary purpose of every document scanner is to convert physical documents into digital files, many models have additional features for extra convenience. Such features include dual-side scanning, file name customization, extra storage, image hosting, or other software.

Although more features sound appealing, they aren’t a necessity. If you’re on a limited budget or have basic scanning needs, a standard document scanner will suffice.

Budget

Since document scanners can cost less than $100 to several thousand, determining how much you’re willing to spend is vital. Be realistic and find a scanner that covers your needs.

Purchase Your Document Scanner From a Reliable Seller

When buying a document scanner, you want to be sure of its quality, reliability, and durability. If you want a stress-free process, you should work with a reputable seller that offers a wide range of document scanners for businesses of all sizes and scanning requirements.

Contact Modern Office Methods if you need a document scanner in the Cincinnati, Columbus, Dayton, and Mansfield areas.

Whether you’re operating in the public or private sector, information technology optimization is a crucial factor in your business’s overall growth and development. With constant advancements in this area, there are a growing number of successful IT optimization strategies available.

In this article, we’ll identify the key ways you can implement these advances to help make your business a success.

Top Five IT Optimization Strategies

A strong IT strategy is key to a successful optimization process. Once the IT service establishes the best strategy, companies can begin the optimization process.

Here are the five ultimate IT optimization strategies.

1. Rationalization and Standardization of Applications

Your business’ application portfolio takes up a considerable portion of your entire IT budget. The application rationalization and standardization process helps reduce costs, improve quality, and process materials. Apps are the arms of your business. They help reach out to all corners of your business and provide crucial information for staff.

Without app standardization, your employees wouldn’t have clear goals ahead of them.

Even if your business doesn’t use a lot of applications, you’ll still need to rationalize 10%, 30%, or 50% of the apps in your existing portfolio.

At first glance, it may appear like a simple process, but once you realize how much information is involved, you’ll lose yourself in the process. That’s where IT services come in. They take care of everything with full awareness of the relationship between your apps and their relevance.

2. Implementation of RPA and AI

The second IT optimization strategy is the implementation of Robotic Process Automation (RPA) and Artificial Intelligence (AI). These innovations research, analyze, and identify critical patterns within your business that facilitate decision-making.

The primary benefit that stems from this optimization strategy is not replacing the human way of thinking but improving and identifying new data insights that contribute to well-calculated decisions.

3. Virtual Workforce Optimization

At first glance, virtual workforce optimization is a broad term. The reason being, it can be achieved in many ways. Logically, it implies optimizing the IT aspect of the business.

It works by implementing various management applications, virtual assistants, and manager experience apps that oversee everyday operations and double-check daily tasks. These applications are also helpful reminders for businesses that operate on a larger scale and need to keep track of multiple business activities simultaneously.

4. Adopting a Cloud-First Policy

By adopting a cloud-first policy, the business not only reduces costs but improves agility, mobility, and resource provision. A large percentage of both small and large companies are switching to this policy in order to keep up with the changing business environment.

During the pandemic, for instance, many employees were forced to work from home, and implementing a cloud-first policy gave them tools, data, and storage from any device.

By 2025, as many as 85% of worldwide organizations will adopt the cloud-first policy.

5. Combining Data Centers

The final strategy involves combining data centers. As organizations expand their day-to-day operations, the amount of data that is being processed grows drastically. Unfortunately, the constant shifting of data centers does more harm than good to the business. One of the IT services that can help your business keep track of essential data is to combine their storage centers.

Consolidating data centers is not only efficient but cost-effective as well.

The Benefits of Optimized IT Services

When business processes are strategically optimized, the risks of errors, technical waste, and bottlenecks will be reduced to a minimum. A successfully optimized IT strategy provides the following benefits.

Reduced Costs

The most important benefit, at least financially, is that upgraded IT services can help your business reduce monthly, quarterly, and annual costs. Many businesses see this as a double-edged sword, but there are irrefutable benefits.

By investing in cutting-edge IT optimization services, you decrease the chances of errors occurring. The main point is that quality IT optimization strategies upgrade and modify your business’ key assets, thus reducing recurring costs.

Although it might not look like a wise investment now, it will undoubtedly prove to be useful for the business in the long run.

Investment Opportunities

The second benefit goes hand-in-hand with the first. By investing in higher-quality IT services, you’ll prevent some common issues from arising.

A successful IT investment is a one-time thing, and one of the goals of IT providers is to meet their clients’ needs financially. Thanks to negotiations and customized offers, companies can save money on IT service packages, which leaves space for investments in other areas of business.

Improved Productivity

Business-specific processes will boost your workplace productivity. The math behind this is quite simple. Unlike standardized, one-size-fits-all strategies that don’t work for everyone, strictly organized IT optimization represents the foundation for improvement and employee motivation.

Of course, documenting, analyzing, and evaluating takes time, but the extra effort is worthwhile. Optimized IT services will help simplify certain internal operations and facilitate a smooth workflow.

Implementation Is Key

Despite the need for a flexible budget, managed IT services ensure excellent performance and workflow. They are responsible for constantly monitoring and keeping your workplace safe from potential cyberattacks or technical errors that can slow down your day-to-day business.

The five most successful IT optimization strategies are the rationalization and standardization of applications, implementation of RPA and AI, virtual workforce optimization, adopting a cloud-first policy, and combining data centers.

Get Your IT Services Today

The top priority of every business should be investing in high-quality IT services that ensure natural workflow and error-free solutions. Unlike an occasional consultant, IT services provide 24/7 guidance and security. An optimized IT service can help your business reduce costs, invest in other aspects of the business, and contribute to workplace productivity.

If your business operates in the Cincinnati, Columbus, Dayton, or Mansfield areas and you’re looking for high-quality IT services, make sure to reach out to our team of specialists. We’ll review your query and get back to you as soon as possible.

Regardless of the business size and the number of business locations, hiring an MPS streamlines the procurement of printing requirements and funnels them into one point of contact and pay point. From restocking ink and paper to identifying equipment faults, MPS caters to all printing needs. In collaboration with managers, they ensure the business’ print fleet operates efficiently at all times.

This article explains the role of managed print services and highlights the many benefits they deliver.

What Do Managed Print Services Do?

MPS consolidates and manages a business’ printing and copying needs under a service agreement. On a day-to-day basis, this means maintaining consumable stocks, providing and servicing the printing equipment, and ensuring the business’ print fleet runs at its best capacity.

Managed print services first examines the business printing requirements and existing equipment, recommending changes for best operation. With the time constraints of managers in mind, MPS minimize the time they spend on printing-related tasks. At the same time, they cut down on waste across the board, both in terms of consumables, energy consumption, and equipment downtime.

Here are the tasks managed print services fulfill:

• Assessing the company’s existing printing fleet and the printing needs
• Recommending the procurement of new equipment to streamline printing activity if necessary
• Monitoring the day-to-day activity and efficiency of the printing equipment
• Tracking stocks of ink and paper and other consumables
• Maintaining, servicing, repairing, and replacing printing equipment as appropriate
• Optimizing the performance of the entire printing fleet through continuous analysis, troubleshooting, and data collection
• Consolidating all printing costs into a single invoice
• Minimizing the time managers and staff spend on printing-related tasks

How Do Managed Print Services Benefit Businesses?

Mindful of the above, businesses benefit from hiring managed print services in multiple ways. Chiefly, managers and staff gain time while the company saves money.

Working with an MPS, a business becomes more efficient, leading to better performance and higher profitability. As experts in their field, managed print services supervise all the printing activities and report to managers, recommending improvements where necessary. Managers enjoy greater control with minimal time input. The printing process becomes smooth, and the workflow optimizes itself.

Here are the benefits managed print services bring to the table:

• Higher printer productivity through maintenance, monitoring, and continuous optimization
• Steady and timely stock flow of consumables, including paper and ink
• Streamlined maintenance and print process automation
• Greater efficiency through ongoing print data collection and analysis
• Scalable and flexible print management solutions to cater to business expansion
• Better security and compliance process for confidential documents

A Question of Time and Money

Besides the many advantages mentioned above, working with an MPS delivers significant time and cost savings. In fact, companies can save up to 30% on their printing bill by using managed print services. The savings stem from best-priced consumables and lower maintenance, repair, and purchase expenditures. MPSs have access to wholesale prices, which they gladly pass on to their clients.

Moreover, MPS teams advise companies on potential cost reductions. The advice may include reducing the number of printers, limiting the number of documents staff print, and prioritizing printers with low running costs.

By taking care of the smooth operation of the entire printing infrastructure, managed print services free up time and capacity for staff. Employees no longer need to take care of printing-related tasks and can solely focus on the work at hand.

Points to Consider Before Contracting an MPS

Before choosing an MPS, you must define your needs while examining what’s on offer. Here are some questions to answer:

1. Does the MPS offer different programs? If so, what elements does each service agreement combine?
2. What timeframe does the agreement set out for repairs and maintenance tasks?
3. What is the warranty period for new printing equipment?
4. What brand of equipment does the MPS use?
5. What type of security features are on offer?
6. How do staff members access the software?
7. What kind of printing activity tracking system is available to reduce costs?
8. Does the MPS system allow for company growth?
9. What are the communication channels between staff and MPS team members?
10. What day-to-day customer support comes with the agreement?

MPS Solution Flow

When you consult a managed print services provider, they will initiate a workflow to assess your company’s existing system and then create a model to meet your printing requirements. This process involves designing a program to suit your business’s specific needs and implementing the tailored system.

Once the MPS system is in operation, the team will monitor it and make adjustments if necessary. Managers and staff also learn how to maximize the benefits of the MPS system.

Within a few weeks of the system’s establishment, your costs begin to drop while your productivity rises. Not only will your print fleet run like clockwork, but your entire operations will be smoother and more efficient.

Let Your Local MPS Assess Your Business’ Printing Needs

If you run a business in Cincinnati, Columbus, Dayton, or Mansfield and would like to learn more about managed print services, get in touch with Modern Office Methods. With 60 years of experience in solving client document challenges, we are best placed to provide advice and answer all your questions.

Due to our MPS, company size is irrelevant. We cater to large firms operating from different offices to family-owned companies. When you get in touch, one of our experts will provide an initial assessment and schedule a more in-depth consultation on-site.

You can set out your vision and goals and we’ll find the best MPS solution for your company.