Why Lacerte DMS Users Should Switch to DocuWare

Lacerte DMS users should switch to DocuWare.

Intuit recently announced that its document management products, Lacerte DMS and ProSeries DMS will be discontinued this year. If you currently use Lacerte DMS or ProSeries DMS, you will need to find an alternative to managing your documents electronically. While the makers of ProSeries have recommended SmartVault DMS as a suitable alternative, a little bit of research will reveal that your best choice is actually DocuWare!

Let’s compare:
Lacerte DMS Users Should Switch to DocuWare

Why it’s easy to switch:

  1. We can export your documents from Lacerte DMS and ProSeries DMS and import them into DocuWare for you.
  2. We offer a variety of purchasing options, including monthly payments for added flexibility.
  3. We will customize DocuWare to fit your business processes so you don’t have to change your processes to fit DocuWare.
  4. DocuWare is extremely easy to use and requires very little training or experience.
Get a free, no obligation demo:

What is DocuWare?

Why do we use DocuWare?

We don’t just sell DocuWare, we use it every day in every department of our business. After doing extensive research to find a good document management solution for our business, we determined that DocuWare was the best product available. After using it in our own office, we were so impressed that we wanted to make it available to all of our customers!

 About Our Team:

Les Olson Company is committed to providing our customers with the best possible customer service and support. Our Software Solutions team is comprised of I.T. professionals and document imaging experts. Each holds the CDIA+ certification, which is a highly-regarded and established qualification for document management expertise. In addition, each of our team members are Microsoft Certified professionals and networking/I.T. professionals with various industry certifications.

We work closely with you to make sure that your DocuWare system integrates well with your business processes. We also provide you with product training and installation to ensure that the software is properly installed and users fully understand its uses and functions. Our product experts may also be consulted at any time after the purchase to assist with troubleshooting and additional training needs.

For all these reasons, Lacerte DMS users should switch to DocuWare!

Get a free, no obligation demo:
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Data Security: Don’t Overlook Your Copier

Data Security: Don't Overlook Your Copier

A digital copier is a valuable tool that helps businesses stay productive. Chances are you have one or many around your office. Just as likely, a great deal of sensitive information passes through your digital copier on a daily basis. Do you ever copy, print, scan or fax documents that contain proprietary information? Things like social security numbers, contact information or credit card numbers.

While most businesses go to great lengths to ensure that their computers and network infrastructures are secure, many business owners overlook their copiers as a potential risk to their data security. Why is this a problem? Because digital copiers ARE computers. The hard drive in a digital copier stores data about the documents it copies, prints, scans, faxes and emails. If you don’t properly protect your data, it can be stolen from the hard drive.

Protecting your sensitive information is more than just a good idea, it’s your legal responsibility. According to the FTC, companies must maintain reasonable procedures to protect sensitive information. Depending on the information your business stores, transmits and receives – you may have more specific compliance obligations. Your business may be required to follow the “Disposal Rule,” which requires a company to properly dispose of any such information stored on its digital copier, just as it would properly dispose of paper information or information stored in its computers.

HOW CAN YOU PROTECT YOUR DATA?

1. Before you purchase or lease a copier, learn about the options for securing the data on the device. Many devices offer data security features, which involves the encryption and overwriting of critical data. Not all copiers are the same, and neither are the dealers you purchase them from. Do your research and ask your dealer how they’ll dispose of the data on your equipment once it’s returned.

2. Make sure your copiers are managed by your company’s IT staff. Employees who are responsible for securing your servers and computers should be aware that they are also expected to secure the data on your digital copiers.

3. When using your copier, use all of the security features available and securely overwrite the entire hard drive at least once a month. There are also software products that can offer more peace of mind with features like Secure Print Release.

4. When it’s time to replace your copier, check with your dealer about your options for securing your copiers’ hard drive. They may offer services such as hard drive removal. It’s a good idea to have a professional remove your copier’s hard drive, rather than doing it yourself.

LES OLSON COMPANY’S DATA SECURITY POLICY

Wiping copier hard drive

Les Olson Company is committed to protecting the data of our customers. When it comes time to upgrade or replace your old system, you can relax knowing that Les Olson Company takes extra precautions to ensure that your data won’t end up in anyone else’s hands.

We remove the hard drives from every machine that is traded in and wipe them, regardless of the brand. All hard drives from printers and MFPs are removed and wiped to comply with DOD 5220.22-M 3 Pass Standard using WipeDrive Professional; a program trusted by many organizations – including the U.S. Department of Defense and Department of Homeland Security.

Customers may also keep the hard drive from their old machine for a small fee, which covers the cost of purchasing a new hard drive, installing and reprogramming it. Customers may also take and wipe their own hard drives to their satisfaction and return them to us at no charge.

Need a Data Security Kit for your Sharp copier? Get a quote >

 

 

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Lines on your copies? Learn How to fix it.

The documents we create, copy and print say something about us. A nice clean copy can portray a professional image, while a page with streaks and lines can be embarrassing. Are you getting lines on your copies? Good news, the solution may be very simple! Those lines might just be a sign of dirty glass. To save yourself time and money,  try cleaning it the copier glass to see if that solves the issue before calling for help.

So how do you clean the glass on your Sharp copier? It’s easy! There are two pieces of glass you will want to be sure and clean. One is the large sheet of glass directly under the lid. The other is a small strip of glass to the left of the large glass.

Step 1: Open the lid of your copier

How to Clean Copier Glass

Step 2: Clean the large sheet of glass carefully with glass cleaner or rubbing alcohol and a soft, non-abrasive cloth.

Lines on Copies

Step 3: Clean the thin strip of glass located to the left of the larger sheet of glass.

This can also be done with glass cleaner but most newer models have actually have a built-in cleaning tool for this purpose. If your machine has a built-in cleaning tool, it will be a green plastic piece located under the lid on the right-hand side. Simply snap it out of place, clean the glass by rubbing the felt-covered end along the glass strip and snap it back into place when you’re done.

How to Clean Copier Glass  How to Clean Copier Glass

If you’re experiencing lines when you print from your computer rather than when making a copy or if you are still experiencing lines on your copies after completing these steps then you should call for service.

 

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DocuWare 6.5 Features, Document Management Transformed

DocuWare 6.5 is the new and improved version of DocuWare‘s incredible document management software which features an enhanced and more intuitive user experience that is sure to improve document workflow and efficiency.

When it comes to Document Management, DocuWare is one of the leading solutions in the world and has been since 1988. DocuWare helps businesses automate processes and workflows by electronically managing and sharing documents. Documents are made readily available where and when they are needed through a quick and easy search.

So what’s new with DocuWare 6.5?

NEW USER INTERFACE – The new standard view is divided in two: on the left are baskets, search with result views, storage and settings. On the right, the viewer displays documents.
Docuware Document Management Baskets

IMPROVED NAVIGATION – At the top of your workspace, you can choose whether you want to display your baskets, searches, lists or tasks. Baskets and lists also have additional options available on their drop-down menus.

The top right-hand corner features a main menu where you can access settings, configurations, apps and much more. You can also open an additional workspace, allowing you to use one area for lists or searches and another for baskets. This makes it easy to customize your workspace to fit your exact needs.
DocuWare 6.5 Navitation

 

 

NEW RESULT VIEW – You can now choose to either view your search results as a simple thumbnail or you can choose index card view, which displays your results with a thumbnail alongside index information.

ONE-CLICK INDEXING – Simply click on the desired indexing words displayed in the document. No more typing, typos or transposed digits. Also drag and drop documents to the desired store dialog.

DocuWare PaperScan App

PAPERSCAN – “PaperScan” transforms your iPhone or iPad into a mobile document scanner. This app photographs documents and saves the scans in your DocuWare basket. It has great image quality with guaranteed sharp scans that are ideal for further processing with OCR or Intelligent Indexing.

  • Automatically crops the background
  • Straightens the document
  • Eliminates the need for filing paper receipts
  • Reduces the risk of lost receipts resulting in lost reimbursements

 

IMPORT APP - You can now import your documents into DocuWare from any network folder. Scan documents from your office’s central multi-function printer into a monitored import folder on a server or network. Documents are then automatically imported into DocuWare.

ELECTRONIC SIGNATURE – The control command “Sign: lets you sign documents directly from your applications.

EMAIL MANAGEMENT – No matter if your document is created with DocuWare Printer, scanned with DocuWare Scan or imported, you can now automatically attach the document to a new email and send as needed.

CONNECT TO MAIL – Email can be accessed from a Microsoft Exchange Server with “Connect to Mail”. DocuWare can pull emails directly from the server and store them in a DocuWare file cabinet or basket.

DESKTOP APPS – Access optional apps, “Smart Connect” and “Smart Searches” through the DocuWare Desktop Apps tray menu. Desktop Apps can also be installed and uninstalled separately.
Docuware Document Management Desktop Apps DOCUWARE ADMINISTRATION – New features simplify the management of organizations using DocuWare. You can now set the Passphrase that is a character sequence, for an encrypted URL to the Web Client. Immediately set up a default basket for new users and specifically filter for new indexing through a store dialog. With “Assign all Content Servers,” a file cabinet will be served by a Content Server that is added at a later date and documents that are added to the file cabinet during new indexing are included in the new status display.
Docuware Document Management User Administration Improvements to add-on modules:

AUTOMATIC SEPARATOR-PAGE DELETION - Pages inserted with a barcode to use as separators can now be deleted automatically after importing.

INTELLIGENT INDEXING SUGGESTIONS - Suggested index words are now marked in the document in addition to being displayed in the store dialog. You can also name your document types according to your company standard and compare intelligent indexing results with existing data from other applications to be filtered.

WORKFLOW DESIGNER - Assign data directly in your workflows, and perform calculations that do not require any action from a user. Either the workflow can make this decision itself, or it will prompt the user to make a decision.

WORKFLOW MANAGER - You can now read external data in order to use it in your organization’s workflows with the “Call Up Web Service” activity and the dialog for creating a workflow has been split into two pages for an improved overview.

NEW FEATURE TOUR [WATCH]

 

Download Brochure

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How PlanetPress Software Saved Us Money on our Business Documents

PlanetPress Software Document DesignThink for a moment about all of the documents you get on a daily basis from different companies, whether it’s your internet provider or your doctor. The creation and distribution of documents is a big part of running a business. Creating documents that are easy for your customers and clients to follow is vital to your business’s success.

Well-designed documents not only effectively communicate your message, but improve a customer’s perception of your company. After all, don’t we all strive for the professional appearance that says to our customers “We know what we’re doing, you can trust us.”

In our business, we offer many document solutions and believe in their quality because we use them in our own day-to-day operations. One solution in particular, PlanetPress Software, has really saved us large amounts of time and money.

So how exactly did implementing PlanetPress Software benefit our company?

Before PlanetPress:

  • We were spending large amounts of money on pre-printed materials including statements, sales orders, lease documents, checks, payroll documents, purchase orders, maintenance contracts and much more.
  • Each month we would print and cut mailer ads, and manually stuff them into each piece of mail that went out to our customers.
  • Any time we updated our logo or branding, we had to discontinue use of our expensive pre-printed materials, and order new ones.
  • We had little control over the format of our business documents and little flexibility to make changes as needed.

After PlanetPress:

  • We were able to stop ordering pre-printed materials including letterhead for statements, sales orders and much more, which saved us substantial money. This was helpful to us because we had less money tied up in printing expenses, so we were able to invest it in other areas of the business.
  • Instead of using large amounts of toner and time printing, cutting and stuffing mailers into our letters – we are able to create targeted, personalized messages and embed them directly into the body our invoices and statements. Now mail gets done faster and our message appears where our customers are most likely to see them, rather than on a separate sheet.
  • Recently we underwent a logo change and an update to our branding. It was very easy to change out the logo in our design files through PlanetPress, and since we didn’t have any pre-printed documents, we didn’t have to waste money disposing of outdated materials.
  • With PlanetPress we were able to take data from various sources and organize it the way we needed it, in a single, easy-to-follow document. PlanetPress also integrated very well with our internal accounting and document management systems.

We use it for almost everything:

  • Invoices
  • Statements
  • Sales Orders
  • Lease Documents
  • Checks
  • Payroll Documents
  • Purchase Orders
  • Maintenance Contracts

How PlanetPress Software Works

Sample Created with PlanetPress Software
Click the images below to view full size.

PlanetPress Software Sample Raw Data       PlanetPress Software Sample Invoice

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Signs you’re getting scammed by a toner pirate.

Toner Pirate Scams

How can you tell if your talking to a toner pirate?

  1. Typically they will make their first call to your office to ask for the model numbers of your copy and print equipment. Later, they will call back, appearing to have a knowledge of your company’s office equipment and supply needs. In many cases, they will pretend to be with the company you  bought your office equipment from, making them seem trustworthy.
  2. A toner pirate will try to sound as official as possible, but if you question them or ask for more details, they can become impatient, pushy and rude.
  3. They will often tell you that you need to lock in your pricing today and try to pressure you into acting fast or committing to buy from them on the spot.
  4. Generally, they will try to sell toners for $400, $500 and sometimes even $600 each!

Important to Know: If used, toner supplied by a toner pirate may damage your equipment and void its warranty. Sometimes these scam artists will send you toners whether you ordered them or not and try to pressure you into paying for them.

How can I protect my company?

  1. Don’t get tricked. If you think you might be on the phone with a scammer, simply tell them that you will call them right back. Don’t call them back on a number they give you, instead call your equipment provider directly on their main line.
  2. Know your rights. If you receive supplies or bills for products you didn’t order, don’t pay, and don’t return the unordered merchandise. It is illegal for a seller to send you bills for unordered merchandise.
  3. Train your staff. It’s a good idea to train new and existing employees and volunteers on how to respond to telemarketers. Advise employees who are not authorized to order supplies and service to say, “I’m not authorized to place orders.” And have them avoid giving out the model numbers of your printing equipment over the phone.
  4. Only purchase from providers you know and trust. Authorized purchasers should be skeptical of “cold” or unsolicited calls and should not give out information on office equipment. They should feel comfortable saying “no” to high pressure sales tactics. Legitimate companies will probably not pressure you into making a snap decision.

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Environmentally Responsible Business Tips

Environmentally Responsible Business

We’re all concerned about our impact on the environment. We want to conserve energy and resources. We want to become an environmentally responsible business and avoid being wasteful because we feel a sense of social responsibility. In business, it just so happens that reducing the impact of our day-to-day operations can also save us time and money and that makes everyone a winner. Here are some tips for working more sustainably.

5 Tips for becoming an environmentally Responsible Business

1. Recycle paper, ink, and toner supplies
Sharp Toner Recycling ProgramWhen selecting a business equipment vendor, it’s important to consider whether they have a good recycling program in place. With landfills filled to capacity, it’s nice to know that our consumables can be reused, rather than thrown away. Not all equipment vendors and manufacturers recognize the importance of recycling their products, but recycling is perhaps the single most important thing you can do to reduce your business’s negative effect on the environment.

2. Keep a close watch on printing.
Print Control Software Reduces Print CostsWhat if you had a tool at your disposal that could automatically intercept print jobs within your business and analyze them; applying rules to help enforce your print policies? Many businesses rely on their employees to make smart decisions about what they print. While everyone tries their best, this can lead to expensive and wasteful printing practices. Think about the cost of operating your printers and copiers, then multiply that by the incredible amount of paper and toner they use. Implementing a solution that actively manages your print processes can not only save your business a lot of money but reduce your business’s environmental impact by promoting more responsible usage. Learn about Print Control Software.

3. Utilize the energy-save mode on your copier or printer.
Copier Energy-save ModeThe equipment we use in our offices each day consume a lot of power. They are valuable tools that help us achieve great things, but there are things we can do to make sure we’re conserving energy whenever possible. Many new copier and printer models feature an energy-save mode, which puts your device to sleep after a period of inactivity. In many cases, there’s also a manual button that can be pushed after your print or copy job is completed to put it to sleep immediately. This allows your device to use less power and start back up in a matter of seconds when needed again.

4. Copy & print double-sided to save paper
Double-sided PrintingIf you think about it, you can actually reduce your paper consumption by HALF if you make double-sided printing a regular practice in your office. Paper is expensive so that’s no small accomplishment. It’s as simple as selecting the double-sided option when you print. You can even make double-sided printing the default in your print driver settings.

 

5. Digitize as many of your documents as possible.
Electronic Document StorageWhat’s the best way to reduce usage of paper and toner supplies? Print less. We all know that the documents we create are vital to the success of our business and that the hard copy will always have its place in the office – but printing documents can, at times, be the least efficient and cost effective way to make use of them. When you implement a digital Document Management System, your important documents are stored electronically. This conserves resources and improves workflow and document distribution by making your documents easy to search and retrieve. At the same time, it increases security and reduces the threat of lost, stolen or damaged information.

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Cut Printing Costs by Changing Print Defaults

Cut Printing Costs by: PRINTING DOUBLE-SIDED

If you think about it, you can actually reduce your paper consumption by HALF if you make double-sided printing a regular practice in your office. Paper is expensive so that’s no small accomplishment. To cut printing costs, it’s as simple as selecting the double-sided option when you print. You can even make double-sided printing the default in your print driver settings.

Cut Printing Costs by: PRINTING IN BLACK & WHITE

And if you have a color machine, you can save big by changing your print default to black and white. You might be surprised to learn that, sometimes when the documents you’re printing appear to be black and white, the black on the page is actually made up of colors. This means that unless you make black & white your default, your color machine could be using yellow, magenta and cyan to make the black color that will appear on the page. Saving yourself the cost of color toner is always a smart idea.

Changing the default settings on your Sharp Copier is easy, here’s how:
Go to Devices & Printers (or Printers & Faxes) > right-click the Sharp > Select Printing preferences > Select the 2-Sided (Book) radio button and check the Black and White Print box (if you have a color printer).  Click Apply to store the settings.  This will default your print jobs to print double-sided and in black & white to save on toner and paper!

Cut Printing Costs

While there are many ways to cut printing costs, these are a couple free and very easily-implemented solutions. If your business is interested in a more comprehensive approach to cutting print costs, PaperCut Print Control Software is a very effective solution to help cut printing costs and gain more control over the use of printing resources. Learn more about PaperCut’s software here.

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Copier error message? Try turning it off.

Do you ever get a copier error message? If you do, your first instinct is probably to call for service. But in many cases, there is an easier solution. When your computer gives you trouble, the first thing you should try is rebooting. Similarly, error codes on your copier can often times be resolved simply by turning your copier off and back on again. While it’s quite possible that your machine actually needs maintenance, in a lot of cases, this will reset your copier, resolving the a wide array of error codes without needing to call for service.

You might easily solve your copier error message by doing this:

Most Sharp copiers have two ways to turn off the power. The first is a button on the front panel of the machine.

Solve Copier Error Message

Use this button to turn off the machine on a regular basis. For example, use it, when leaving the office for the night or when you don’t expect to use it for a few hours at a time.

The second is the Main Power Switch, usually located inside of the front cover of your device, or on the back or side, depending on the model. When trying to reboot your copier, be sure to turn off the Main Power Switch, not just the button on top of the machine.

Solve Copier Error Message
Solve Copier Error Message

With both hands, gently pull on the sides of the front cover to popit open as pictured above.

solve copier error message

Once the front cover is open, you will see a switch somewhere under the cover that says “main power.” The placement of the switch varies from copier to copier, but on newer machines it is generally located on the bottom left side.

Once you’ve switched the power off, let it sit for a couple of minutes and switch back on. Wasn’t that easy? If you reboot your copier and still get an error code, it’s time to call for service – but don’t worry, service is what we do best. Rest assured, we’ll have you back up and running in no time.

 

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5 Tips for Business Success in 2014

Tips for Business Success

The beginning of the new year marks a time for reflection, not just in our personal lives but in business as well. It’s a time to look back on the year that has passed and ask ourselves what we’ve done right and what we can do better in the coming year. We decide what we can do as business owners, managers and professionals to generate more success than ever before.

5 TIPS FOR BUSINESS SUCCESS IN 2014:

1. Don’t settle for old technology, invest in something new.
Sometimes in business, the desire to keep costs low creates an environment in which costs are actually much higher than they should be. This is especially true when using outdated business equipment, things like copiers, printers and software. Using old technology can hold your employees back and put a damper on their workflow. Not only is it frustrating for your employees to use outdated equipment, but older models are often much more expensive to operate – draining power and using more supplies like ink and toner. If you can find an office equipment dealer with a good leasing program, leasing new technology could actually save your business money each month and increase productivity more than you could imagine.

2. Eliminate wasted time and effort.
We should always be looking at our business processes to find areas where time and money can be saved.  One area that is constantly overlooked is document workflow. Did you know that on average, employees spend 50% of their day searching for documents? That means that only half of their day is being spent actually making use of that information. Think of what you pay your employees in a month…now cut that number in half and that’s what you’ve paid for documents to be saved and retrieved by people who could be doing more productive work. Implementing a Document Management System, can save your employees countless hours, which in turn saves your business substantial money.

3. Protect your most valuable assets.
For many businesses, documents are the foundation of our workflow. Documents tell us who our customers are, what they need, what we’ve done for them. They are our task lists and our history –  the thread that holds our business processes together. Ask yourself; would losing these documents result in chaos? You may be surprised to know that, on average, 24% of all filed business documents get lost! A quarter of your valuable information may be missing, never to be retrieved again. And what if there were a fire or flood in your office today? Would your documents survive? Implementing a Document Management System can protect your business from lost or destroyed documents. You should also consider whether the important documents that are copied and printed each day are secure and if your equipment is regulatory compliant with data security features.

4. Put your best face forward.
As your business grows, you may want to ask yourself if you’re putting your best image out there for your customers. If you don’t currently use Variable Print Data Software, your customers might be receiving multiple documents such as invoices, statements and letters that are generic, visually scattered and hard to follow. Don’t forget – the print materials we give to our customers make an impression that says a lot about our professionalism. Variable Print Data Software can take information from multiple sources and compile it into a very professional-looking, customized and easy to follow document. This can reduce the cost of mailing and labor, eliminate pre-printed materials and improve customer service.

5. Cut costs and conserve resources.
Every business owner knows that the costs associated with printing and copying can quickly become unmanageable. More than that, unbridled power consumption and use of resources like paper and toner can be harmful to the environment. There are many options for reducing waste and cutting costs. A Managed Print Services program can be very beneficial for medium to large-sized organizations, often saving businesses up to 30% through improved management of printers and print processes. In addition there are software solutions that help businesses track their environmental impact and create print processes that control usage of printers and copiers.

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