Reduce Printer & Copier Costs with App for Print Management, Part 3: Installation

Print management softwareIn part one and two of this blog series, I provided an overview of the benefits of using print management software and what types of system requirements might be necessary. Today, I want hit the highlights of how to install a print management app.

But, let me first share this caveat. There are many printer manager programs out there, and I don’t work with all of them, of course. So, what I’ll share is the installation process for the app we trust and use most at Copeco. It will undoubtedly have a number of similarities with other printer manager apps, but your copier and printer dealer will know the best option for you.

Normally, installation of a print management app will first require adding a small piece of software to your network called a DCA (data collection agent). This is the heart of a good printer manager program. The DCA is responsible for polling your networked printers and copiers several times a day. It will gather statistics and current conditions of your equipment, including:

  • Meter readings
  • Toner levels
  • Service needs
  • General status

After each poll, the DCA will create a small text file with the information and transmit it to your dealer’s Web server via secure connection. Your dealer should, at that time, drop the data into a database, format it and send it to you in an understandable, actionable report.

Most of the time, the printer management app install takes about 20 minutes and can be done onsite or remotely via webinar. The nice part is that you can do the install when it’s most convenient for you.

And, this is the part my customers like best (aside from good data about their printers): most apps don’t require a reboot or interrupt any other services. Once installed, it’s a set-it-and-forget-it software that runs silently and in the background. I’ve never had any issues with our app crashing or interfering with other software.

If you’d like to know how much you’re spending on printing – and your business is located in Canton, North Canton, Green, Akron, Toledo area, Dover New Philadelphia or anywhere else in Northeast Ohio and Western Pennsylvania – contact us for more information.

Seminar Highlighted Top Document Scan Techniques

During this year’s inaugural Snacks & Solutions event yesterday, we hosted close to 20 office management professionals from Canton, North Canton, City of Green, Akron and other regions of Stark and Summit Counties who wanted to know more about going paperless. What a fun group! Not only did we share statistics about the economic and workflow benefits of creating electronic documents, but we also offered tips on how to scan documents using a multi-function copier or printer.

If you weren’t able to make our first Snacks & Solutions training seminar (you missed a delicious lunch!), I’ll share a few of the highlights.

Our expert speaker, Randy Hudson, touched on many of the biggest problems in today’s business world that are related to information and document storage and retrieval, including:

  • Information is difficult to find
  • Paper takes up so much space
  • How easy it is to lose important documents
  • Issues created by employee turnover
  • Departments having a difficult time sharing information
  • Long customer response times

Did you know that, on average, 80% a company’s information qualifies as “unstructured data” that resides outside of databases and is often hard to get? In addition, with 30% of documents being lost each year, there’s a tremendous cost associated with document mismanagement.

That’s why document imaging makes so much sense (and cents!). You can capture your data via scanning, optical character recognition (OCR) software, handy drag & drop features and intuitive indexing. When it’s stored and/or archived – whether online, near-line or even offline – retrieval is time- and cost-efficient with simple language queries and Boolean searches.

When we offer our next Snacks & Solutions on Thursday, April 19, Document Management will show guests how easy document and form conversion (going from a hard copy to an electronic file without retyping) can be with today’s advanced OCR technology. If you join us, you can learn how to:

  • Automatically file documents using OCR
  • Capture information directly off of the page as the document is scanned
  • Create an instantly searchable document that can be used by multiple people simultaneously
  • And much more!

I hope you’ll join us! To reserve your FREE seat, register here.

Snacks & Solutions: Live Training Series on Getting the Most from Your Copier/Printer

Who says there’s no such thing as a free lunch? If you want to learn the secrets of getting the most value from your copier, multi-function printer and document management program, we’ve got a free lunch waiting for you!

Join us every third Thursday from 11:45 a.m. to 1 p.m. starting in March for Snacks & Solutions, a series of free training seminars at our North Canton office that cover the latest copier technology you can use to your business’s advantage. And, lunch is provided at no cost!

Snacks & Solutions is ideal for office managers, administrative assistants, small business owners and others who regularly use multi-function printers.

March 15, 2012 – Go Green
Learn the basics of scanning and go GREEN by going paperless!

April 19, 2012 – Document Management
Learn how to better organize and retrieve your documents while minimizing paper usage.

May 17, 2012 – Color Class
Create your own fliers, posters, brochures and more! Discover how your color copier can make handling print jobs easier and more cost-efficient by printing in-house.

June 21, 2012 – Document Security
Learn about Sharp’s Security Suite and how to protect your company from identity theft, stolen information, unauthorized use and more!

July 19, 2012 – Managed Print Services
Analyze your current printing environment, identify total print expenditures, and create a customized cost per print plan to realize significant cost reductions.

August 16, 2012 – Production Printing
Learn how Sharp delivers versatile functionality for busy workgroups and how you can add impact to your communications without breaking the bank.

So, if you’re from Canton, North Canton, Massillon, Green or Akron and want to get more use out of your copier, join us for Snacks & Solutions!

To reserve your seat, Register Here