1. Manual AP/AR Is Costing You More Than You Think

Most business owners have a rough sense of what they pay for accounting software. Fewer have a clear picture of the costs of manual invoice processing.

According to Ardent Partners research, businesses without automation spend an average of $12.88 to process a single invoice, and that’s before factoring in the 17.4 days it takes to get it done. 

Organizations using automation cut that cost by more than $10 per invoice and trim processing time by an average of 14 days. Multiply either of those numbers across a year’s worth of invoices, and the case for automation becomes clear.

2. Automation Has a Way of Exposing Broken Workflows

Here’s something that catches a lot of businesses off guard: when you go to automate your AP/AR processes, you first have to document how your approvals work today. And that exercise alone is often a revelation.

Who approves invoices under $500? Over $5,000? What happens when that person is out of the office? How many people are in the chain, and does everyone know their role? For many SMBs, the answer is “it depends” or “whoever’s around,” which works fine when a person can use their judgment in the moment, but doesn’t translate well into an automated system that needs clear, defined rules.

Clearing this up is one of the best things you can do for your business, whether or not you use automation. Clear approval hierarchies reduce bottlenecks, improve accountability, and make financial audits significantly easier. 

3. The Technology Has Matured Significantly

A lot of businesses looked at AP/AR automation five or ten years ago and decided it wasn’t ready. The tools were expensive, implementation was complicated, and the ROI wasn’t always obvious for smaller organizations.

Today’s platforms are cloud-based, integrate cleanly with common accounting systems like QuickBooks, Sage, and NetSuite, and are designed with non-technical users in mind. AI-powered optical character recognition (OCR) can now extract data from virtually any invoice format, such as PDF, scanned paper, and email, and route it through a configurable approval workflow automatically.

The learning curve is easier than most people expect, and the time-to-value is often measured in weeks rather than months.

4. The ROI Case Is Well-Established

A widely cited Deloitte survey on robotic process automation found that more than half of global organizations already use some form of process automation, and most report that it met or exceeded their cost-reduction expectations, while also delivering non-financial benefits, including improved accuracy, timeliness, and compliance. Deloitte also found that payback periods were typically less than 12 months.

5. It Frees Your People for Higher-Value Work

This is the one that tends to resonate most with business owners once they’ve seen it in action.

Think about how much time your team spends matching purchase orders to invoices and chasing down payment confirmations. It’s necessary work, but it’s not where their time has the most impact.

It’s also not where finance teams want to focus anymore. McKinsey’s Finance 2030 research shows leaders are already spending more time on higher-value work than they were a decade ago, and many want to push that shift even further with better automation and analytics.

When your team isn’t tied up in data entry and manual follow-up, they can focus on vendor relationships, financial analysis, customer communication, and the kind of proactive work that moves the business forward.

6. It Supports Better Cash Flow Management

Even profitable businesses can run into problems if cash isn’t coming in at the right time or going out in a controlled way.

On the AP side, automation provides clear visibility into what’s due and when. That makes it easier to capture early payment discounts, avoid late fees, and make more deliberate decisions about timing.

On the AR side, automated invoicing and payment reminders help you get paid faster. Collections become more consistent, Days Sales Outstanding (DSO) goes down, and cash comes in sooner.

For many SMBs, the cash flow improvement alone justifies the investment. Some businesses recover weeks of outstanding receivables simply by replacing manual follow-up with automated reminder sequences.

7. Implementation Doesn’t Have to Be a Big Project

Many businesses assume that AP/AR automation will mean a long, disruptive rollout. In reality, most modern platforms are designed to get up and running quickly without putting extra pressure on your IT team.

A good implementation partner will start by mapping your existing workflows, identifying friction points, and configuring the system to match how your business operates. Integration with your accounting platform is usually straightforward, and many teams are processing invoices in the new system within a few weeks.

The key is working with someone who takes the time to understand your environment rather than fitting your business into a one-size-fits-all workflow. That’s often what separates a smooth implementation from a frustrating one.

Where to Start

If you’ve been thinking about AP/AR automation, a good first step is usually a process review that gives you insight into how your current workflows operate, where the bottlenecks are, and what automation could realistically deliver in your situation.

At Modern Office Methods, we help SMBs evaluate, implement, and get the most out of business technology, including AP/AR automation solutions that fit the way you work. If you’re ready to stop spending time on processes that a well-configured system could handle for you, we’d love to have that conversation.

Explore our solutions at momnet.com or reach out directly to talk through what automation might look like for your business.

Frequently Asked Questions

Q: Can AP/AR automation work with the accounting software I’m already using?

Most modern AP/AR platforms are built to integrate with widely used SMB accounting tools like QuickBooks, Xero, Sage, NetSuite, and others. A good implementation partner will confirm compatibility during the evaluation phase and handle the technical side of the connection.

Q: What happens to invoices that don’t follow a standard format?

Modern platforms use AI-powered document recognition that can read and extract data from a wide variety of invoice formats, including non-standard PDFs and even scanned paper documents. The technology has improved dramatically in recent years, and exceptions that can’t be auto-processed are flagged for human review rather than silently dropped.

Q: Is my financial data secure in a cloud-based automation platform?

Reputable AP/AR automation vendors invest heavily in security, including data encryption, role-based access controls, and audit trails for every transaction. In many cases, a well-configured cloud platform is more secure than a local server setup, and the audit trail it creates is a significant advantage for compliance.

Q: We’re a small team. Is this technology worth it at our scale?

This is one of the most common questions, and the answer is often yes, especially because smaller teams tend to wear more hats. When two or three people manage all your financial operations, anything that reduces manual overhead has an outsized impact. The ROI math on per-invoice processing savings adds up quickly, and the cash flow benefits don’t depend on company size.

Q: How long does it take before we see results?

Most businesses begin seeing measurable impact within the first few weeks, particularly in processing speed and error reduction. Cash flow improvements (like faster collections) typically become visible within the first billing cycle after you start.

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights, visit MOM’s main Blog page.

• Non-profits are prime targets for cybercriminals due to the sensitive data they hold.
• Limited budgets don’t have to mean weak security.
• Cloud tools, MFA, and staff training offer strong protection at a low cost.
• Managed IT and Cybersecurity Services can support organizations without dedicated IT teams.
• Protecting your data also protects donor trust and your mission.

Your Mission Is Priceless. Your Data Is, Too.

Picture this: Jane runs a mid-sized food bank. Her team of twelve is stretched thin, and every dollar goes toward programs. IT rarely makes it into budget conversations. Then one Monday morning, her email system locks up. A ransomware message appears. Donor records, volunteer data, and grant documents are all suddenly inaccessible.

Unfortunately, this scenario is far too common. Cyberattacks on non-profits are happening across North America, and attackers know exactly who they are targeting.

Situations like this show why cybersecurity for non-profit organizations matters. 

“27% of nonprofits worldwide have experienced a cyberattack, with U.S. organizations among the most frequently targeted.” — Microsoft Nonprofit Cybersecurity Report

Why Non-Profits Are Prime Targets for Cyberattacks

Non-profits manage a wide range of sensitive information, including donor financial details, beneficiary records, and grant data. At the same time, many rely on aging systems or limited security measures. That combination makes them attractive targets.

The belief that smaller organizations are “too small to matter” is a major risk. Limited resources often make breaches easier.

Practical Cybersecurity for Non-Profits on a Budget

Strong cybersecurity doesn’t require a large budget. It starts with the right priorities.

Enable Multi-Factor Authentication (MFA)
MFA is one of the simplest ways to reduce risk. Most platforms already support it, and turning it on can stop many common attacks.

Use Cloud Tools Wisely
Platforms like Microsoft 365 and Google Workspace include built-in security features such as multi-factor authentication and access controls, along with discounted pricing for non-profits. Proper setup and ongoing management make a big difference.

Train Your Team Regularly
Many breaches begin with a single click. Short, consistent training sessions can help staff recognize phishing attempts and avoid costly mistakes.

Back Up Your Data
Reliable backups can limit the damage from ransomware. Follow the 3-2-1 rule and make sure backups are tested, not just stored.

Work with a Managed IT and Security Partner
If you don’t have in-house expertise, a Managed IT provider can offer cybersecurity, cloud support, and ongoing guidance without the cost of a full-time hire.

What Is the Biggest Cybersecurity Risk for Non-Profits?

The biggest risk is not the technology you’re missing. It’s delaying the steps you can take right now. Without basics like MFA, backups, and staff training in place, even simple attacks can succeed.

Security Is Part of Your Mission

When donors share their information, they trust you to protect it. A breach can slow your work down and damage relationships that took years to build. Strong non-profit data security helps you continue your work without interruption.

Organizations that handle this well are not always the ones with the largest budgets. They are the ones who make security part of their day-to-day work.

Ready to strengthen your non-profit cybersecurity?

At Optimized IT, we help non-profits strengthen their IT, cybersecurity, and cloud environments with practical, budget-conscious solutions. Contact our team today to get started.

About OIT

OIT is a leading IT provider and Modern Office Methods company. Services include Managed IT, Managed Cybersecurity, Microsoft Office 365 Services, Cloud Services, IT Consulting and IT Projects.

Here’s a look at the IT priorities that matter most for healthcare practices in 2026.

1. Cybersecurity: Still the #1 Priority

Healthcare remains one of the most targeted industries for cyberattacks, and the trend is not slowing down. In fact, the FBI reported that healthcare was the top sector targeted for cyber threats in 2025, with hundreds of ransomware attacks and data breaches recorded in a single year. 

Your baseline security posture should include:

• Multi-factor authentication (MFA) on every system that touches patient data
• Endpoint detection and response (EDR) across all devices
• Ongoing staff phishing training, since most breaches start with a click
• Encrypted backups that are tested regularly, not just set and forgotten

A breach isn’t just an IT issue. It can disrupt care and damage patient trust in a way that is difficult to recover from.

2. HIPAA Compliance Doesn’t Stand Still

Regulations evolve, and your technology needs to keep up. Review these at least once a year:

• Business Associate Agreements (BAAs) with all vendors
• User access controls, especially for former employees
• A current, documented risk assessment
• Audit logs that are enabled and actively monitored

If you haven’t completed a formal HIPAA risk analysis in the past 12 months, that should be your starting point.

3. EHR and Practice Management Software: Is It Helping or Slowing You Down?

Your EHR should support patient flow, not create extra work. It may be time to re-evaluate if:

• Staff rely on workarounds instead of clear workflows
• Systems do not integrate with billing or scheduling tools
• Patient portal or telehealth capabilities feel outdated

Cloud-based EHR platforms have improved significantly in recent years. If your system is several years old, a review can uncover opportunities to simplify daily tasks.

4. AI Tools: Move Forward Carefully

AI is already being used in healthcare IT for tasks like ambient documentation, prior authorization support, and scheduling. At the same time, governance has not fully caught up. According to Deloitte’s 2026 Global Health Care Outlook, only 15% of healthcare executives say their organizations have adapted governance structures for AI.

Before adopting any AI tool, ask:

• Does the vendor sign a BAA?
• Where is patient data stored?
• Who has access to that data?

The technology can be valuable, but only if it is introduced with the right safeguards in place.

5. Disaster Recovery: Know Your Plan Before You Need It

If your system goes down on a Monday morning, how quickly can you get back to seeing patients?

Your disaster recovery plan should include:

• Defined recovery time objectives
• Offsite or cloud backups that are protected from ransomware
• A tested failover process, not one that exists only on paper

6. Device and Patch Management

Unpatched systems remain one of the most common entry points for attackers. In 2026, this means:

• All devices enrolled in a Mobile Device Management (MDM) platform
• Automatic updates for operating systems and applications
• Clear policies for personal devices accessing clinical systems

The Bottom Line

Healthcare IT in 2026 isn’t about adding more tools. It is about strengthening the foundation. Cybersecurity, compliance, reliable systems, and careful adoption of new technology all help keep your practice running without disruption.

Ready to Check These Boxes?

If you are not sure how many of these areas your practice can confidently check off, that is a good place to start. At Optimized IT, we help healthcare organizations build secure, compliant environments that support day-to-day operations and long-term growth. Let’s start the conversation.

FAQs

Q: Our practice is small. Do we really need all of this?
Yes. Smaller practices are often targeted because attackers expect weaker defenses. The good news is that many of these protections can be scaled to fit your size and budget.

Q: How often should we review our IT setup?
At least once a year, with additional check-ins when you add staff, adopt new tools, or change vendors. Small updates over time can prevent larger issues later.

About OIT

OIT is a leading IT provider and Modern Office Methods company. Services include Managed IT, Managed Cybersecurity, Microsoft Office 365 Services, Cloud Services, IT Consulting and IT Projects.

Nothing was hacked, and no system failed. But the customer’s sensitive information was open for all to see.

This is the kind of thing that typically doesn’t get flagged as a security risk, but it’s a big one. It is the kind of issue that can raise concerns during an audit.

When it comes to compliance, printer security isn’t often considered. However, modern office printers store data, connect to networks, and handle some of the most sensitive information in your organization, just like computers do.

If your printers aren’t properly secured, they can create compliance issues you may not even realize are occurring. In this blog, we’ll take a look at how unsecured printers can compromise compliance and what you can do about it.  

Printers Are a Bigger Risk Than Most Teams Realize

Businesses are beginning to realize that their print environments aren’t as secure as they once thought. Consider that:

67% of organizations experienced at least one data loss tied to insecure printing practices in the past year. – Quocirca Print Security Landscape 2024

Problems begin when you don’t have clear insight into your print activity and security. For compliance, you need to be able to prove that your documents are handled properly from the time they’re printed to when they’re picked up.

Where Print Security Becomes a Problem

Regular daily printing habits and overlooked security controls are most often responsible for compliance lapses. Here are some things to look out for:

Unclaimed Documents

In a busy office, it’s common for printed documents to be left in output trays. And it can only take a minute for the wrong person to see them or scoop them up.

This is a major compliance violation if those documents include:

• Customer financial information
• Employee records
• Contracts or internal reports

No Authentication Required Between Shared Devices

Printers are often shared across departments, so many different people use the same device throughout the day. Without authentication, anyone can print, scan, or access documents from that device.

This means that there is no way to verify who is using the printer at any given time, and no control over who has access to it. In regulated environments, lack of access controls can raise concerns during audits.

No Tracking or Accountability

Even when a business has a print policy in place, it often doesn’t mean you have visibility into what actually happens at the printer. There is no physical record of print activity.

Without a login, you can’t answer questions like:  Who printed the document? When was it printed? Which printer was used?

If there’s a problem, there isn’t an easy way to find the source or to prove that the right procedures were followed.

Working Under Pressure

In financial or customer-facing environments, every second counts. Documents must be printed and retrieved immediately to keep up.

That pace increases the likelihood of:

• Documents being left behind
• Print jobs are being mixed up.
• Sensitive information is being seen by the wrong person.

These problems happen often. They disrupt daily work and put security at risk. 

Why This Matters for Compliance

Regulatory compliance depends on how organizations protect sensitive data, not just on how they manage their printers.

That includes:

• Who can access it
• How it is stored
• How it is shared
• How exposure is prevented

Printers play a key role in keeping data secure and meeting compliance requirements.

Once digital files are printed as physical documents, it becomes harder to control them. Security then relies on both technology and user behavior.

Auditors look beyond just the systems. They also check if there are controls to prevent data exposure at every step.

Printing environments often create chances for control failures, which makes them high-risk areas in compliance efforts.

What Secure Print Environments Do Differently

Securing print environments usually means adjusting a few often-missed risk areas, not completely overhauling your systems.

Two-Factor Authentication at the Device

Adding authentication to the printer changes how people access it and helps protect sensitive information.

Now, instead of anyone being able to use the printer, users have to prove who they are. This can be done with a badge, a PIN, or a mobile device.

Using a second authentication step greatly lowers the risk of unauthorized access and ensures only approved users handle sensitive documents.

This method also improves traceability and accountability for all printing in the organization.

Secure Release Printing

Waiting to print documents until the user authenticates is a simple and effective way to reduce risk.

With secure release printing:

• Documents are held in a queue.
• They are printed only when the user authenticates on the device.

This process removes the risk of unclaimed documents being left in the print area.

Papers are no longer left unattended. They are printed only when the person who requested them is present to pick them up.

This is a small change to the workflow, but it fixes one of the most common gaps in print security.

Audit Logging and Visibility

Many organizations struggle with visibility.

When audit logging is lacking, it creates gaps in accountability and makes investigations and compliance checks harder.

Audit logging provides:

• A record of who printed each document
• Time and device information
• A traceable history of activity

Audit records give the evidence needed for investigations and show that controls are being followed.

Print Rules for High-Risk Environments

Not all print environments carry the same level of risk for organizations.

Teller stations, healthcare front desks, and other customer-facing areas handle sensitive information at higher volume and speed.

Setting strict print rules in these areas adds strong controls.

Examples include:

• Restricting certain document types to specific devices
• Limiting access based on user roles
• Preventing printing of sensitive data outside approved workflows

These controls help cut down on mistakes in places where people often work quickly instead of carefully.

The Overlooked Risk: Human Behavior

Technology cannot remove all risk. Human behavior still plays a big role.

Research shows that documents printed outside regulated environments, such as home or unmanaged devices, are a major contributor to print-related data loss, with studies identifying home printing as a key risk factor.

This proves that strong system controls and careful following of procedures by everyone are both needed for good security.

Common habits that create risk include:

• Printing and forgetting to collect documents
• Using shared devices without checking the output trays
• Sending jobs to the wrong printer
• Printing sensitive information outside approved locations

Even with advanced technology, staying compliant requires consistently applying controls and ensuring users are aware of the risks.

Why Printers Commonly Get Overlooked

Organizations often secure their networks and endpoints, but forget about printers.

However, print environments must be included within the security strategy.

One reason is how people see printers. They are often viewed as tools rather than as connected devices that store and process data.

Organizations need to update their view of printers and understand the risks they pose.

Modern printers:

• Store documents temporarily or permanently
• Connect to internal networks.
• Integrate with cloud systems.
• Support user authentication and access control.

Treating printers differently from other endpoints creates security risks that are not acceptable.

Bringing Print Into Your Security Strategy

Making print security better doesn’t have to be hard.

Include printers in your security strategy right from the beginning.

After that, focus on a few practical steps:

• Require authentication on all devices.
• Implement secure release printing.
• Turn on detailed audit logging.
• Apply rules for high-risk environments.
• Review how and where sensitive documents are printed.

Taking these steps not only lowers your risk but also shows auditors that your business is in control.

Taking Control of Print Risks

Printers don’t often cross your mind… until something goes wrong.

Yet this overlooked corner of the office is quietly one of the more common sources of organizational vulnerability. Data loss through printing happens far more often than most companies realize, and it typically stems not from dramatic breaches but from the routines of everyday work.

The good news: these risks are manageable. With the right controls in place, printers can shift from liability to asset, keeping your organization both protected and accountable.

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights, visit MOM’s main Blog page.

At some point, that paper stops being an archive. It becomes an obstacle.

Most people don’t think of overflowing filing cabinets as a productivity issue. But every minute someone spends hunting for a document is a minute they’re not doing the work they were hired to do. That adds up fast.

Backfile scanning is one of the best ways to solve the problem.

What Is Backfile Scanning?

Backfile scanning is the process of converting your existing paper records into searchable digital files. It’s focused on the documents you already have, the ones sitting in cabinets, binders, and off-site storage facilities, not just the new ones coming in.

That distinction matters. Day-forward scanning captures documents as they arrive. Backfile scanning tackles the backlog: HR files, financial records, client contracts, patient histories, legal documents, archived project files. Depending on the organization, that might mean a few dozen boxes or several thousand.

The goal isn’t simply to make paper disappear. It’s to make information usable: searchable, shareable, and accessible without anyone needing to physically dig for it.

Done properly, backfile scanning is the foundation of a better document management system. Done without a plan, it just turns a paper mess into a digital one.

When Does It Make Sense to Start?

There’s rarely a single moment that makes the decision obvious. It’s usually a slow build of smaller frustrations until something tips the scale.

You’re running out of space. Cabinets expand into hallways. A storage room that was supposed to be temporary becomes permanent. Some organizations turn to off-site storage, which helps with space but creates a new problem: needing to request boxes in advance and waiting days to access records you might need right now.

Finding documents takes too long. When staff spend chunks of their day hunting for files, or just giving up and recreating documents they can’t locate, it slows everything down. And unlike a one-time problem, it happens every single day.

Compliance or legal pressure is increasing. Audits, discovery requests, and regulatory reviews don’t wait for convenient timing. When the call comes in, the ability to quickly pull accurate, complete records makes an enormous difference. Paper-based systems make that process slower and riskier than it needs to be.

Your team is no longer in one place. Remote and hybrid work have changed the equation for paper entirely. If accessing a record requires someone to physically be in the office, you’ve built a bottleneck into your workflow that gets more costly the more distributed your team becomes.

A transition is already underway. Office moves, mergers, leadership changes, and system upgrades are all natural inflection points. They create momentum for addressing things that have been put off, and they usually force a harder look at what you actually need to keep.

It’s rarely one thing that pushes organizations to act. It’s when space, access, and efficiency all start falling apart at once.

Why Businesses Are Prioritizing Digitization Now

The benefits of backfile scanning used to be easy to defer. Now they’re increasingly hard to ignore.

Faster access to information. When documents are properly scanned and indexed, retrieving a file takes seconds instead of minutes or hours. A well-structured digital archive means anyone with the right permissions can find what they need, from anywhere, without waiting for anyone else.

Better security and accountability. Paper files are vulnerable in ways that are easy to overlook until something goes wrong: a misplaced folder, a file left on a desk, a box that never made it back from storage. Digital records can be protected with access controls, permission levels, and audit trails that show exactly who viewed or modified a document and when. That kind of visibility is increasingly expected, especially in regulated industries.

Reduced storage costs. Off-site storage fees add up year over year, often for documents that are rarely, if ever, accessed. Digitizing those records can allow organizations to significantly reduce or eliminate those costs and reclaim physical space for work that supports the business.

Stronger compliance and records management. Retention policies are far easier to apply consistently when records are digital. You can set automated rules for how long documents are kept, flag what needs to be disposed of, and demonstrate compliance quickly when it’s required.

Workflows that move. Paper creates bottlenecks at every stage. Contracts wait on desks. Approvals back up because the physical document hasn’t made it to the right desk yet. Client requests stall because the relevant file is at another location. Digital documents can be shared instantly, reviewed simultaneously, and integrated into workflows that keep work moving.

How to Approach a Large-Scale Scanning Project

The biggest mistake organizations make is treating backfile scanning as a one-time task rather than a structured project. The ones that get it right follow a clear process.

Start with an honest assessment. Before scanning anything, understand what you have. Identify the types of documents you hold, where they’re stored, how often they’re accessed, and how long they need to be kept. Some records are high priority: compliance-critical files, frequently referenced contracts, active client records. Others are rarely touched and may not need to be digitized at all if they’ve passed their retention period.

Define what success looks like. Are you primarily trying to free up space? Improve access for a remote team? Prepare for an audit? Clear goals help you prioritize which records to tackle first and prevent the project from sprawling.

Decide who’s doing the work. Smaller projects can sometimes be handled in-house if equipment and bandwidth allow. Larger ones almost always benefit from a dedicated scanning provider, someone who can handle high volumes, maintain consistent quality, and take the workload off your internal team.

Build your indexing structure before you scan a single page. This is where most projects stumble. Scanned documents are only useful if they can be found. Establish your naming conventions, metadata fields, and folder structure upfront: document type, date, client name, department, whatever makes sense for how your team searches. Retrofitting an organizational system after thousands of documents are already scanned is painful.

Don’t skip security. Physical documents need chain-of-custody tracking during transport and scanning. Digital files need access controls, encryption, and backup procedures. If your organization operates in a regulated industry such as healthcare, legal, or finance, compliance requirements should be driving decisions at every step.

Integrate scanned files into your document management system. Scanning without a destination is where digitization projects fall apart. Files that land on a shared drive with no structure quickly become digital chaos. A proper document management system ensures records are organized, governed by retention policies, and accessible to the right people.

Train your team. Even a well-executed scanning project fails if people don’t know how to use the result. Clear training on how to find, access, and save documents digitally prevents the slow drift back to paper-based habits.

Common Pitfalls and How to Avoid Them

Underestimating the scope. What looks manageable on paper often grows once everything is properly counted. Starting with a pilot, such as a single department or document type, builds confidence and surfaces process issues before they affect the entire project.

Scanning without organizing. A digital archive with no structure is just a different kind of mess. Invest the time upfront in indexing rules and naming conventions.

Disrupting daily operations. Pulling large volumes of active files for scanning can interfere with normal work. Prioritizing inactive or archived records first, and scheduling scanning in phases, reduces the impact.

Treating it as a one-time event.  Without ongoing document management policies in place, new paper accumulates and the problem restarts. Pairing scanning with a clear records management strategy is what makes the improvement stick.

The Before and After

Before digitization: a team member needs a client contract from three years ago. They check the cabinet, but it’s not there. They ask around. Someone suggests it might be in off-site storage. A request goes in. Two days later, the box arrives.

After digitization: they open the document management system, type the client’s name, and have the contract on their screen in under a minute.

That difference, repeated across every person on your team every week, is where the real value of backfile scanning shows up. Not in the cleared storage room, though that’s real too. In the time your people get back to spend on work that moves your business forward.

What It Comes Down To

Large-scale digitization projects feel daunting at first, but with a clear plan, the right structure, and realistic expectations, they’re entirely manageable. Start with your highest-priority records, build your indexing system before you scan anything, and make sure digital files have a proper home to go to.

Organizations that take control of their records grow faster, handle compliance with less stress, and stop losing hours every week to an entirely solvable problem. If your storage room is quietly holding your business back, it might be time to do something about it.

Not sure where to start? The team at MOM can walk you through the process from assessment to implementation. Contact us today for a free consultation.

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights visit MOM’s main Blog page.

The Technology Load Is Real

Managing a school’s IT environment today means overseeing learning management systems, student information platforms, hundreds or thousands of devices, and the networks that tie them all together. For small IT teams, that’s an enormous lift. When systems go down, lessons stop. When devices malfunction, teachers improvise. The pressure to keep everything running reliably, every day, rarely lets up.

Managed IT Services takes that burden off internal staff by handling proactive monitoring, device maintenance, and software updates before problems reach the classroom.

Cybersecurity Is No Longer Optional

Perhaps the most urgent reason schools are turning to outside IT support is cybersecurity. The numbers tell a stark story: 82% of K-12 schools in the U.S. experienced a cyber incident between July 2023 and December 2024, according to the nonprofit Center for Internet Security. And the attacks aren’t small-scale: 1.8 million records were affected by ransomware attacks on educational institutions worldwide in 2024, with the average ransom demand reaching $847,000, according to Comparitech. 

Schools are attractive targets precisely because they hold sensitive student, staff, and financial data and often lack the dedicated cybersecurity teams to protect it. A Managed IT provider fills that gap, offering continuous network monitoring, security patching, access management, and a response plan that’s ready before an incident happens.

Reliability That Keeps Learning on Track

Proactive IT management means most problems are identified and resolved before anyone in a classroom notices. Systems are monitored around the clock, vulnerabilities are patched promptly, and backups are maintained so that if the worst does happen, recovery is faster and more complete. Teachers can focus on delivering lessons rather than troubleshooting technology.

Smarter Planning Within Tight Budgets

Technology decisions in education rarely come with much financial breathing room. Managed IT providers bring strategic value beyond day-to-day support, helping districts evaluate new tools, plan infrastructure upgrades, and make technology investments that align with long-term goals. That kind of guidance helps schools avoid costly mistakes and get more out of every dollar spent.

The Bottom Line

Schools don’t just need technology — they need technology that works. Managed IT Services help districts reduce technical burdens, strengthen their defenses against a growing wave of cyber threats, and keep classrooms connected and productive. With the right support in place, educators can spend less time worrying about their systems and more time doing what they do best: teaching.

Ready to learn how Managed IT can support your district? Reach out to the team at Optimized IT.

About OIT

OIT is a leading IT provider and Modern Office Methods company. Services include Managed IT, Managed Cybersecurity, Microsoft Office 365 Services, Cloud Services, IT Consulting and IT Projects.

Modern Office Methods Announces Multi-Year Technology Partnership with the Pittsburgh Pirates

Pittsburgh, PA – Modern Office Methods (MOM), a leading provider of office technology, managed IT services, and cybersecurity solutions across Pennsylvania, Ohio, and Kentucky, is proud to announce a new multi-year partnership with the Pittsburgh Pirates.

Through this partnership, Modern Office Methods will serve as a Proud Partner of the Pittsburgh Pirates, supporting the organization with a comprehensive suite of technology solutions while engaging fans and regional business leaders through activations and hospitality experiences at PNC Park.

“This partnership reflects MOM’s long-term investment in Pittsburgh and our commitment to helping organizations See More, Solve More and Protect More,” said Ken Staubitz, Chief Operating Officer for Modern Office Methods. “The Pirates represent a world-class organization rooted in community, resilience and teamwork—values that align closely with how MOM supports its clients every day. We’re excited to bring our full technology portfolio to the franchise and its business community. ”

As part of the relationship, MOM will collaborate with the Pirates to connect with organizations across Western Pennsylvania and expand its presence within key industries including manufacturing, healthcare, finance, non-profit organizations, and other highly regulated sectors.

“Our decision to partner with Modern Office Methods was driven by the strength of their technology and its ability to support our business today and into the future,” said David Burke, Executive Vice President of Sales and Marketing for the Pittsburgh Pirates. “Their innovative solutions align seamlessly with how we operate across our organization.”

Through its Technology Synergy model, Modern Office Methods delivers integrated solutions across three critical technology areas:

• Managed Print Services
• Managed IT Services through Optimized IT
• Cybersecurity consulting and assessments through Obviam

Together, these services help organizations streamline operations, strengthen security, and modernize their technology environments. The partnership underscores a shared commitment between Modern Office Methods and the Pittsburgh Pirates to drive innovation, strengthen community engagement, and support sustainable business success throughout Western Pennsylvania.

Contact: Karen Morgan, Director of Marketing, Modern Office Methods (MOM)

Phone: 513-791-0909

Email: karen.morgan@momnet.com

Website: www.momnet.com

About Modern Office Methods (MOM)

For over 65 years, Modern Office Methods (MOM) has been a trusted leader in office technology, providing businesses with cutting-edge document solutions, managed print

services, and IT support. With offices across Ohio, Kentucky, and Pennsylvania, MOM is dedicated to helping organizations optimize workflows, enhance productivity, and reduce costs. MOM’s commitment to customer service and innovation continues to set the standard in the industry.

That lack of visibility can lead to missed deadlines, unexpected shortages, excess inventory, and a lot of unnecessary stress.

Microsoft 365 automation helps bring everything into clearer view without disrupting the tools your team already relies on.

Why Visibility Becomes a Problem

In many businesses, inventory counts are updated at the end of the day. Production status depends on someone remembering to log progress. Reports are built manually and reviewed days after the numbers were first recorded. By the time leadership sees the data, it may already be outdated.

The issue usually is not the effort. Teams are working hard. The problem is that the tools are not connected in a way that supports real-time insight.

Connecting the Dots with M365

Microsoft 365 tools like Power Automate, SharePoint, Excel Online, and Power BI can work together to create automated workflows. Instead of relying on manual handoffs, updates happen automatically.

For example, when a production stage is completed, that update can be logged instantly and shared across departments. When materials are used or received, inventory counts can adjust automatically. No extra emails. No duplicate data entry. Just one consistent source of information.

Clearer Production Tracking

Automation makes it easier to see what is in progress, what is delayed, and what is finished. If a job stalls or runs behind schedule, managers can receive notifications in Microsoft Teams and address the issue quickly.

That means fewer surprises at the end of the week and fewer last-minute scrambles to figure out what went wrong.

Real-Time Inventory Awareness

Inventory visibility improves when updates happen the moment something changes. As products ship or materials arrive, counts update automatically. Alerts can notify purchasing teams when stock drops below a set level, helping prevent production slowdowns.

Over time, more reliable data also leads to better forecasting and smarter purchasing decisions.

From Data to Decisions

With automated data feeding into Power BI dashboards, leaders can view production output, inventory levels, and trends in real time. Reports no longer need to be built from scratch. The numbers are already there.

Instead of reacting to outdated information, teams can make decisions based on what is happening right now.

Microsoft 365 automation builds on the technology you have in place. By improving how data moves between departments, it delivers better visibility, stronger alignment, and greater confidence in planning and execution.

About OIT

OIT is a leading IT provider and Modern Office Methods company. Services include Managed IT, Managed Cybersecurity, Microsoft Office 365 Services, Cloud Services, IT Consulting and IT Projects.

In educational environments where sensitive student information flows constantly, printers represent a significant weak point in data protection strategies. From transcripts and disciplinary records to financial aid documents and health information, the types of data passing through campus printers demand rigorous security standards, especially given the Family Educational Rights and Privacy Act (FERPA) requirements governing student data privacy.

This blog explores three essential pillars for securing student data at the print level: robust authentication controls, secure release printing systems, and FERPA-compliant policies and practices.

Understanding the Printer Security Threat in Educational Environments

Educational institutions face unique challenges when it comes to printer security. Unlike corporate environments with controlled access, schools and universities operate in semi-public spaces where hundreds or thousands of users access shared printing resources daily.

Common vulnerabilities include:

• Sensitive documents left unattended in output trays for hours
• Print queues accessible to unauthorized users with basic technical knowledge
• Printer hard drives storing copies of thousands of sensitive documents
• Unsecured network connections enabling data interception
• Devices accessed by anyone walking past without authentication

Types of student data at risk:

• Academic records and grades
• Special education documentation
• Disciplinary records
• Social Security numbers on financial aid forms
• Health information from counseling or medical services
• Personally identifiable information in admissions documents

The consequences extend beyond privacy violations. Schools face potential FERPA complaints and investigations, reputational damage affecting enrollment and community trust, legal liability from affected students and families, and financial costs of breach notification and remediation.

Implementing Strong Authentication Controls

The foundation of printer security begins with controlling who can access printing devices and services. Default configurations that allow anyone on the network to print to any device create an open invitation for unauthorized access.

Modern authentication solutions for educational environments:

Badge or card-based authentication: Leverages existing student and staff ID cards, allowing users to authenticate at the device by tapping or swiping their credential. This integrates seamlessly with existing campus card systems and provides strong user identification.

PIN codes: Users enter a unique code at the printer to release their jobs. Simpler to implement but slightly less secure as PINs can be shared or observed.

Biometric authentication: Fingerprint or facial recognition provides the highest security level but requires more significant investment in compatible hardware.

Mobile authentication: Institutional apps enable users to release print jobs from smartphones, combining convenience with security.

Beyond device-level authentication, institutions should implement network-level security measures: segmenting printer traffic on separate VLANs, using encrypted protocols for print job transmission, and implementing certificate-based authentication between devices and print servers.

Role-based access controls ensure:

• Students can only access student-designated printers
• Faculty have appropriate access to department resources
• Administrative staff can print sensitive records only on secured devices in restricted areas

Authentication creates an audit trail showing exactly who printed what and when, proving invaluable for security investigations and compliance documentation.

Secure Release Printing: The Essential Defense Layer

Secure release printing (also called pull printing or follow-me printing) holds print jobs in a secure queue until the user authenticates at a device and actively releases them, eliminating one of the greatest printer security vulnerabilities: unattended documents in output trays.

How it works:

1. Student submits a print job from any computer
2. Job is sent to a secure central queue instead of immediately printing
3. Student walks to any enabled printer on campus
4. Student authenticates using their ID card or PIN
5. Student selects which documents to print from their queue
6. Student retrieves documents immediately
7. Unreleased jobs automatically delete after 24-72 hours

Key security benefits:

• Documents never sit unattended where unauthorized individuals can view them
• Users can choose the most convenient or private location to print
• Print jobs follow users across campus rather than being tied to specific devices
• Automatic deletion ensures forgotten jobs don’t remain vulnerable indefinitely

Beyond security, secure release printing delivers additional benefits. Paper waste drops dramatically when users must actively release jobs. Printing becomes more accountable as every page is tied to an authenticated user. IT management simplifies with centralized queue management.

Implementation best practices:

• Place release stations strategically in high-traffic areas like libraries and student centers
• Configure automatic deletion timers based on institutional needs
• Provide clear instructions at each device and during orientation
• Consider mobile release options for added convenience
• Monitor adoption rates and gather feedback to refine the system

FERPA Compliance and Best Practices

The Family Educational Rights and Privacy Act establishes strict requirements for protecting student education records, and those requirements explicitly extend to printed materials. FERPA defines education records as any records directly related to a student that are maintained by an educational institution, regardless of format.

Printer security controls play a direct role in meeting these obligations by limiting access to sensitive information and documenting how that information is handled.

How printer security aligns with FERPA obligations:

• Authentication and secure release ensure only authorized users have access to specific student records
• Audit trails document who accessed which records and when
• Automatic deletion prevents prolonged exposure of sensitive information
• Physical and network security measures protect records during transmission and storage

These technical safeguards must be supported by proper documentation to demonstrate compliance during audits or investigations.

Required documentation and audit trails:

•  Logs of print jobs containing student records
• Authentication events showing who accessed which documents
•  Security incidents involving printed materials
•  Policy acknowledgments from faculty and staff
• Training completion records for personnel handling student data

Technical controls and documentation alone, however, are not enough. FERPA compliance also depends on how faculty and staff interact with printed student records in everyday situations.

Essential staff training topics:

• Which documents contain protected information, often more than employees realize
• Why secure printing matters for student privacy and regulatory compliance
• How to properly use authentication and secure release systems
• What to do if unattended student documents are discovered
• Reporting procedures for potential data exposure or breaches

To reinforce consistent behavior and reduce risk, institutions must formalize expectations through clear, enforceable policies.

Institutional policies should address:

• Acceptable use guidelines for printing student records
• Requirements for using secure release when handling protected information
• Protocols for disposing of printed student records through secure shredding
• Physical security expectations for areas where student records are printed
• Restrictions on printing to personal or home printers

When printed documents are compromised, institutions should have defined incident response procedures that cover documentation, assessment of affected students, notification when required, remediation steps, and potential reporting to the Department of Education.

Additional Practical Tips for Comprehensive Printer Security

Regular firmware updates and patch management: Printer manufacturers regularly release security patches addressing newly discovered vulnerabilities. Establish schedules for checking and applying updates, subscribe to security bulletins, and maintain an inventory of all networked printers with firmware version tracking.

Encryption throughout the printing process: Enable encryption for data in transit between computers and printers using protocols like IPPS or SNMPv3. Ensure printer hard drives use encryption for stored data. When decommissioning devices, use Department of Defense-approved data wiping methods or physically destroy hard drives.

Physical security measures: Place high-security printers in areas with controlled access, such as administrative offices requiring key card entry. Position printers where natural supervision occurs. Install cameras in areas where highly sensitive documents are printed.

Proper disposal procedures: Before disposing of printers, wipe or destroy hard drives and non-volatile memory. Use certified e-waste disposal services that provide destruction certificates. Document the disposal process for compliance records.

Mobile printing security: Ensure mobile printing solutions require authentication and encrypt data transmissions. Consider whether mobile printing should be restricted for sensitive materials. Educate users about the security implications of printing from personal devices.

Next Steps

Securing student data from printer vulnerabilities requires a comprehensive approach built on three essential pillars: robust authentication to control access, secure release printing to prevent exposure, and FERPA-compliant policies to ensure institutional accountability.

The reality is that printer security is not optional; it’s a fundamental requirement for any institution serious about protecting student privacy and meeting regulatory obligations. Modern technologies make comprehensive printer security both achievable and cost-effective, often with added benefits of reduced waste, improved accountability, and simpler day-to-day print management.

Now is the time to assess your current printer security posture. Walk through your campus and honestly evaluate whether sensitive student documents could be sitting unattended in output trays. Review your authentication controls and determine whether unauthorized users could access printers containing protected information.

Creating a true culture of data privacy means extending security consciousness to every touchpoint where student information appears, including the often-overlooked, but critically important, realm of printers and printed documents. 

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights visit MOM’s main Blog page.

Microsoft is retiring Basic Authentication for SMTP AUTH in Microsoft 365 and Exchange Online. Once this change is fully enforced, many devices that send email using stored usernames and passwords will no longer work unless they are updated or reconfigured.

This is not a vendor-specific decision. It is a mandatory Microsoft security update, and planning ahead is the best way to avoid unexpected disruptions.

What’s Changing and Why It Matters

Today, many copiers, scanners, and applications send email using a simple login method called Basic Authentication, which relies on a saved username and password.

Microsoft is replacing this approach with OAuth 2.0 (Modern Authentication).

After Microsoft’s retirement date, any device still using Basic Authentication will fail to send email. That includes:

• Scan-to-email from copiers and MFPs
• Automated alerts and notifications from devices
• Applications that authenticate using stored credentials

When this happens, users may see errors such as “550 5.7.30 Basic authentication is not supported for Client Submission.”

Microsoft’s Official Timeline

Microsoft has published a clear schedule for this change:

• Now to December 2026: SMTP AUTH Basic Authentication behavior remains unchanged.
• End of December 2026: SMTP AUTH Basic Authentication will be disabled by default for existing tenants. Administrators will still be able to enable it if needed.
• New tenants created after December 2026: SMTP AUTH Basic Authentication will be unavailable by default. OAuth will be the supported authentication method.
• Second half of 2027: Microsoft will announce the final removal date for SMTP AUTH Basic Authentication.

Source: Microsoft Exchange Team

Why Microsoft Is Making This Change

Basic Authentication uses static credentials, which makes it more vulnerable to:

• Credential theft
• Brute-force attacks
• Unauthorized access

OAuth 2.0 improves security by using short-lived access tokens issued by Microsoft Entra ID (formerly Azure Active Directory) instead of stored passwords. This significantly reduces risk while aligning with modern security standards.

Source: Microsoft Learn

First Step: Engage Your Email Administrator

Because this change affects Microsoft 365 at the tenant level, the first step should always be a conversation with your Email Administrator or Managed Services Provider.

They can help determine:

• Whether your Microsoft 365 tenant uses SMTP AUTH
• Whether Basic Authentication is still enabled
• Whether scan-to-email or device notifications are currently at risk

Modern Office Methods can assist with this coordination and help interpret what the findings mean for your devices.

How This Impacts Copier and MFP Scan-to-Email

Any copier or device that…

• Uses smtp.office365.com
• Authenticates with a username and password
• Sends scanned documents, alerts, or notifications via email

…will stop working unless it is updated or reconfigured before Microsoft’s deadline.

This impact is especially common in environments with older or legacy devices that were never designed to support Modern Authentication.

Options to Prevent Disruption

There are several proven ways to address this change. The right approach depends on your device models, environment, and security requirements.

Option 1: SMTP Relay Through Microsoft 365

• Does not require authentication at the MFP
• Secured using TLS and IP-based authentication
• Once configured, the same settings can be applied across multiple devices

This option is often preferred in environments with many devices or mixed hardware generations.

Option 2: OAuth-Based Authentication on the Device

• Uses OAuth 2.0 directly on each MFP
• Requires compatible hardware and supported firmware
• Configuration is done individually on each device

Not all copiers support OAuth. Devices that cannot may require relay services or architectural changes.

Option 3: Alternative Solutions (No SMTP Required)

• Subscription-based solutions that eliminate SMTP entirely
• Removes dependence on Microsoft email authentication changes

If this approach is of interest, contact your Modern Office Methods Sales Representative for details.

Vendor Guidance and Support

Major manufacturers have acknowledged Microsoft’s change and published official guidance.

Ricoh

Ricoh has confirmed that:

• OAuth 2.0 will be required for SMTP email with Microsoft 365
• Firmware updates enabling OAuth 2.0 are being released by model
• Devices that cannot support OAuth will require alternative solutions

Ricoh Official Guidance here

Canon

Canon product documentation includes OAuth 2.0 configuration for cloud email services, including Microsoft 365. OAuth is now part of supported SMTP configuration on compatible models.

Canon Official Manual here

HP

HP provides official instructions for configuring scan-to-email with Microsoft 365 using OAuth 2.0. Support depends on the device model and firmware version. Devices without OAuth support may require relay methods.

HP Official Support here

Bottom Line

This is a mandatory Microsoft security change, not a copier manufacturer preference. Without proper planning, it can disrupt scan-to-email, automated notifications, and daily document workflows.

The good news is that with early assessment and the right configuration, these issues are entirely preventable.

Modern Office Methods is actively assisting clients with:

• Email configuration assessments
• Copier and MFP firmware updates
• OAuth and relay planning
• Migration strategies for unsupported devices

To discuss how this change may affect your environment, contact your Modern Office Methods Sales Representative or Support Team.

About Modern Office Methods (MOM)

Modern Office Methods has helped businesses navigate their document challenges for over 60 years. They offer Production Print Solutions, Managed Print Services, Software Solutions and IT Services to help enhance their customers’ business processes while reducing expenses.

For the latest industry trends and technology insights visit MOM’s main Blog page.