Preparation makes a big difference, and it starts with understanding where your biggest risks may exist.

According to IBM’s 2024 Cost of a Data Breach Report, the global average cost of a data breach reached $4.88 million, a 10% increase from the previous year. While SMBs may not face losses on that scale, the impact of downtime, recovery costs, and reputational damage can still be significant.

Here are some of the most important areas to review before an IT audit.

1. Know What’s in Your Environment

Start with a complete inventory of your technology. This includes servers, laptops, mobile devices, software applications, cloud platforms, and network equipment.

The goal is to identify potential risks. Look for outdated operating systems, unsupported software, unused applications, and devices that may no longer receive security updates.

It’s also important to document who is using each device and when it was last updated.

2. Review User Access and Security Controls

Access permissions tend to grow over time, especially in businesses with employee turnover or changing roles. An audit is the perfect time to review who has access to what.

Check for:

• Former employee accounts that are still active
• Users with unnecessary administrator privileges
• Shared or generic login credentials
• Systems that do not require multi-factor authentication
• Weak password policies

This is also a good opportunity to review patch management practices. Delayed software and firmware updates remain one of the most common security gaps for businesses of all sizes.

3. Confirm Your Backups and Documentation

A backup only matters if it can actually be restored. Review how often backups are performed, where they are stored, and when the last successful restore test took place.

You should also make sure important IT policies are documented and up to date. This may include:

• Incident response procedures
• Acceptable use policies
• Vendor access guidelines
• Change management processes

Auditors want to see that your business has clear procedures in place, not just assumptions about how systems are managed.

Use the Audit as a Roadmap

An IT audit should not be viewed as a one-time event. It’s an opportunity to identify gaps, prioritize improvements, and strengthen your overall security posture.

Working with an experienced IT partner can also provide a valuable outside perspective and help uncover issues that may otherwise go unnoticed.

At Optimized IT, we help businesses prepare for audits with practical guidance and actionable recommendations. If you’d like to schedule an IT assessment or learn more, reach out to our team here.

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.

The post The IT Audit Prep Checklist first appeared on Modern Office Methods.]]> https://www.momnet.com/the-it-audit-prep-checklist/feed/ 0 https://www.momnet.com/from-the-floor-to-fulfillment-how-smart-label-printing-keeps-manufacturing-moving/ https://www.momnet.com/from-the-floor-to-fulfillment-how-smart-label-printing-keeps-manufacturing-moving/#respond Tue, 16 Jun 2026 09:00:10 +0000 https://www.momnet.com/?p=37433 Walk through almost any manufacturing facility, and you’ll find labels everywhere: on raw materials, work-in-progress bins, finished goods, shipping pallets, and equipment. Most of the time, they barely get a second thought.

That changes quickly when something goes wrong.

Talk to a plant manager dealing with a mislabeled shipment or a procurement team scrambling to locate inventory that was supposed to be in a specific location, and it becomes clear how important labeling really is. Labels tie together every stage of a manufacturing operation. When labeling systems work properly, products move efficiently, inventory stays visible, and shipments stay on track. When they don’t, delays, confusion, and costly mistakes can follow.

In this blog we’ll look at how barcode label printing supports manufacturing workflows, where common gaps often occur, and how the right Zebra barcode printer technology can help improve accuracy, visibility, and day-to-day productivity.

Why Labeling Is a Data Problem, Not Just a Printing Problem

In a manufacturing environment labels do much more than display text or barcodes. They connect physical products to inventory records, ERP systems, shipping workflows, and traceability data.

That connection can break down in several ways. Labels printed on the wrong stock may fade under UV exposure or smear when exposed to oils and solvents. Outdated templates can introduce incorrect product codes into your ERP system. Labels printed far from the point of use are often applied in a hurry, increasing the risk of mistakes.

None of these is a dramatic failure on its own. They’re small inefficiencies that accumulate over time and eventually affect productivity, inventory accuracy, and customer shipments.

According to McKinsey, many manufacturers still struggle with visibility into their upstream supply chains, especially beyond first-tier suppliers. Limited label-based traceability is often part of the problem. When components aren’t consistently labeled from the moment they enter a facility, tracking them through production and fulfillment becomes far more manual than it should be.

The Three Stages Where Labeling Matters Most

1. Receiving and Inventory Management

The label lifecycle in manufacturing starts at the dock door. When raw materials, components, or sub-assemblies arrive, receiving teams need to identify, verify, and store them quickly and accurately. Without a consistent labeling process, this is often where inventory problems begin.

Supplier labels may arrive in non-standard formats. Lot numbers sometimes get re-entered manually. Expiration dates may never make it into the system at all. By the time materials reach the production floor, the gap between what the ERP says and what’s physically available may already exist.

Industrial barcode printers help eliminate much of that uncertainty. When Zebra thermal label printers are connected to an ERP or inventory management system, receiving staff can generate standardized labels immediately after materials are scanned and verified. The label includes the correct internal part number, quantity, lot code, and storage location in a format designed for the business’s own workflow.

The two primary thermal printing methods used in manufacturing are direct thermal and thermal transfer printing.

Direct thermal printing uses heat-sensitive label stock and works well for short-term applications like receiving labels, temporary bin labels, and work-in-progress tags.

Thermal transfer printing uses a ribbon to create a more durable image that can withstand solvents, abrasion, moisture, and outdoor conditions. It’s often the better choice for labels that need to last throughout the full manufacturing or shipping lifecycle.

2. Work-in-Progress Tracking on the Production Floor

This is usually where labeling requirements become more demanding.

In many manufacturing environments, a single component moves through multiple production stages before becoming a finished product. Materials are added, inspections are performed, and status updates need to be tracked throughout the process. Work-in-progress labels help maintain visibility at every stage.

These labels don’t just identify a product. They also track where it has been, what processes have been completed, and where it needs to go next. In industries such as food and beverage, automotive, medical device manufacturing, and aerospace, that level of traceability is often directly tied to compliance requirements and recall readiness.

Industrial barcode printers are designed specifically for these environments. Unlike office-grade desktop printers, industrial thermal printers are built to handle high-volume printing without frequent jams, overheating, or print-quality drift.

Zebra industrial barcode printers, including the ZT400 and ZT600 series, are commonly used in manufacturing facilities because they’re designed for continuous operation and harsh production environments.

For facilities where labels need to be printed away from a fixed workstation, mobile thermal printers can also improve workflow efficiency. Workers can print labels directly at the assembly line, in warehouse aisles, or in shipping areas instead of walking back and forth to a shared printer station. That reduces delays and lowers the risk of labels getting mixed up before they’re applied.

3. Fulfillment and Outbound Shipping

Once a product is packaged and ready to leave the facility, labeling becomes directly tied to customer satisfaction.

Shipping labels, carton labels, packing labels, and GS1-compliant barcodes all need to meet the strict requirements of retailers, distributors, and logistics providers. When they don’t, the consequences are immediate.

Many retailers and third-party logistics providers issue chargebacks when shipments arrive with labels that fail to scan, contain incorrect information, or don’t meet formatting standards. For manufacturers supplying larger organizations, those penalties can become an avoidable source of lost revenue.

A properly configured barcode printing system helps ensure outbound labels are generated directly from live order data and formatted according to each customer’s specifications. Print resolution, label stock, and calibration also matter more than many teams realize. A label may look perfectly readable to a person while still failing during automated scanning.

Where Managed Print Services Fit In

Many manufacturers are moving toward Managed Print to reduce the burden of maintaining and supporting their printer fleets in-house.

For barcode and thermal label printing, this approach often makes practical sense. Industrial printers require routine calibration, printhead cleaning, firmware updates, and periodic parts replacement. Label stock and ribbons also need to be matched correctly to each printer model and application.

When a printer goes down during a busy production shift, the impact extends well beyond the hardware itself. Production slows down while employees troubleshoot equipment that may fall outside their primary responsibilities.

A Managed Print Services program helps address those issues proactively.

Supplies monitoring and automatic replenishment reduce the risk of running out of labels or ribbon mid-shift. Preventive maintenance helps identify potential failures before they interrupt production. It also gives operations and IT teams a single point of contact for support, instead of juggling multiple vendors for printers, labels, and repairs.

For many manufacturers, Managed Print Services offer a more predictable, cost-effective approach than managing a print fleet independently.

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Label Design and Integration: The Step That Often Gets Overlooked

Even the best industrial barcode printer can produce poor results if the label template itself isn’t designed correctly.

Label design is an area that many manufacturing operations underestimate. A good template needs to account for label size, material type, print area limitations, barcode standards, required data fields, and human-readable text.

Barcode formatting also matters. Different applications may require Code 128, GS1-128, QR codes, or Data Matrix barcodes depending on customer, compliance, or operational requirements.

Zebra’s ZPL (Zebra Programming Language) remains one of the most widely used standards for thermal label printing. Most enterprise label design platforms, including ZebraDesigner, NiceLabel, and Loftware, generate ZPL output.

Integration with ERP systems such as SAP, Oracle, or Microsoft Dynamics allows label data to be pulled directly from live records rather than entered manually. That’s where many of the biggest improvements in accuracy happen.

If your label templates were created years ago and haven’t been reviewed since, it may be time for an audit. Outdated templates are a common source of labeling errors, even in facilities with otherwise strong operational processes.

A Note on RFID

Traditional barcode labels require a direct line-of-sight scan. RFID technology does not.

RFID-enabled labels contain a small, embedded chip that can be read remotely without the label needing to be oriented toward a scanner. In some environments, RFID readers can scan multiple items simultaneously through packaging or at a distance.

For high-volume manufacturing and distribution operations, barcodes alone can’t always provide the advantages.

RFID is commonly used for pallet-level tracking, asset management, tool tracking, and high-speed fulfillment workflows where manual scanning would slow operations down.

Zebra RFID printers can print and encode RFID smart labels in a single pass, combining both visual barcode information and RFID functionality on the same label.

RFID labels typically cost more than traditional barcode labels, so most manufacturers adopt them selectively. In many cases, a hybrid approach works best: standard barcode labels for most applications and RFID for areas where speed, automation, or asset visibility matter most.

Getting Started: What to Evaluate First

If you’re reviewing your current manufacturing label printing setup, these are often the best places to start:

Printer placement: Are printers located where labeling happens, or are employees walking to shared devices and carrying labels back to the work area?

Label stock and ribbon compatibility: Are you using the right materials for the environment and application?

Template accuracy: When was the last time your label templates were reviewed against current inventory data, compliance requirements, and customer specifications?

Supply management: Are label and ribbon supplies consistently monitored, or are you experiencing shortages and overstock?

System integration: Are labels generated from live ERP and inventory data, or are employees manually entering information at the printer?

These questions often reveal where waste, delays, and accuracy issues are concentrated.

How Modern Office Methods Can Help

Modern Office Methods works with manufacturers across Ohio to assess, deploy, and manage Zebra barcode printer environments through its FleetCare program.

That includes:

• Hardware selection and deployment
• Supplies monitoring and auto-replenishment
• Preventive maintenance and support
• Usage reporting and fleet visibility
• Ongoing optimization of barcode printing workflows

If inconsistent labeling, inventory visibility issues, or printer downtime are slowing down your operation, a print assessment can help identify where the gaps are and what improvements may have the biggest impact.

Modern Office Methods offers print assessments to help manufacturers evaluate their current environment and identify opportunities for improvement.

Frequently Asked Questions

What’s the difference between direct thermal and thermal transfer printing?

Direct thermal printing uses heat-sensitive label stock and is best suited for short-term applications like shipping labels, receiving tags, and temporary inventory labels.

Thermal transfer printing uses a ribbon to create a more durable print that can withstand heat, abrasion, moisture, solvents, and outdoor conditions. It’s typically the better option for long-term industrial labeling applications.

Do Zebra printers integrate with ERP systems like SAP or Microsoft Dynamics?

Yes. Zebra barcode printers support ZPL (Zebra Programming Language), which integrates with many enterprise label design platforms. Those platforms can connect directly to ERP systems such as SAP, Oracle, and Microsoft Dynamics to automatically pull live data into label templates.

When does RFID make more sense than standard barcodes?

RFID becomes valuable when manual barcode scanning creates bottlenecks or visibility challenges.

Common examples include pallet-level tracking, asset management, tool tracking, and high-speed fulfillment operations that require scanning multiple items simultaneously without direct line of sight.

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.

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.