Businesses always try to eliminate unnecessary costs, but printing isn’t necessarily everyone’s first idea of an unnecessary cost. With so much revenue being invested in paper, ink, and toner every year, just think of how many resources this can free up for your business if you could find a way to eliminate them from your budget. With the right technology solutions, you can easily cut costs on printing.
Limiting the amount of printing your business does accomplishes the following goals:
- You use less paper, reducing your ecological footprint.
- You spend less capital on paper, ink, and toner.
- You reduce the amount of clutter in your office.
There are three technologies that help modern businesses store and handle critical files, all while decreasing the costs of printing. By fully leveraging them to your benefit, your business can store files in an organized digital environment.
Portable Document Format (PDF)
One of the most convenient file formats available is the PDF. It provides a file format that lets users view documents in a digital environment, without the need for specific application hardware or software. This lets users view the document in its current state, without the default formatting of certain programs like Microsoft Word breaking it. Since a PDF is a digital file, it can be stored and filed away on a computer or a network easily. Users can then access it using practically any type of device. Therefore, you no longer have to print documents out to view them, reducing the amount of resources needed.
Digital Signature Software
On occasion, it will seem that the average business can’t avoid printing out a document; for instance, contracts or receipts that need client signatures. Thanks to modern digital signature software, users can “sign” documents digitally, without the need for printing the document out, signing it, and faxing it back to you. All the receiver needs to do is click a button, and bam, signature. Users can receive and send signed documents without the need for printing them out, saving both time and resources. This saves even more space in your business’s filing system, and helps you get a quick response from the signee.
Electronic Record Filing
Another fantastic technology for the modern business is an electronic filing system, which replaces the archaic physical filing storage systems currently used by many small businesses. Documents like employee files, vendor and customer agreements, and internal documents need to be stored somewhere, and if left unchecked, they can quickly grow disorganized. If your records are stored digitally, you don’t have to worry about physical space limitations, and you can easily access your files through a simple user interface. Plus, you can back up the files, just in case something bad were to happen.
Cutting printing costs is one area where your business shouldn’t have to struggle, especially if you have reliable technology professionals on-hand to help you make the switch to these great technology solutions. To learn more, give Machado Consulting a call at (508) 453-4700.