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Paperless Office Part II

Step One Semi-Paperless Office

First, do not assume everything will be ok and you will never have a problem.   Right at the beginning create multiple layers of data retention and protection processes.  Reliable, frequent/real-time  backups are always important but much more so in a paperless office. A paperless office should have multiple layers of  protection including incremental and full backups, and on-site and off-site backups.

Semi-Paperless/Paper-less process needs to take into account data protection (virus, encryption, etc.), data recovery procedures and document management (how to retrieve individual or related documents).

Next, create a plan on how to take your current records to a paperless state. This includes equipment requirements (scanners, storage, etc.), data management (how it’s stored so you can retrieve it), and management procedures.  The amount of data, government requirements and size of your business will determine the procedures.

Now, determine costs in time and equipment needed to handle your needs. Until you have determined the most efficient practice for your office, the procedures with costs, should be reviewed and revised regularly.

Initially, you may decide to leave old documents in paper and just go semi-paperless with new business. This process needs to be thought out due to employee time now and in the future. The physical costs (hardware, monthly retention services) is minor when compared to labor costs.  Ask Advanced Business Computers to review your paperless transition and document handling procedures.

Whether you need a set of proven procedures, scanners , software, IT services, training or additional temporary staff – contact Advanced Business Computers now.  Ask about cloud product comparison and implementation support including document management, software management with cost analysis.  All businesses are projected, within the next 3 to 5 yrs, to have 87% of their business computers/network hardware, data and software to be cloud based.  There is a great cost savings and immediate advantage to cloud based computing – ask us!

Paperless Office Disaster Waiting to Happen?

Attorneys, doctors, accountants, real estate agents and all types of business are going more and more paperless.  Each type of business has federal laws that they must comply with whether it’s client information retention, data security, tax records, etc. It’s important to maintain multiple layers of data retention and storage.  Simply using the old data backup is no longer a viable business practice.  But many companies just fail to understand the problems with going paperless when something fails!

There is a cost saving and expenditure to maintain accurate retrievable and searchable documents.  Just using backup service such as Carbonite, SOS, external USB drive and others is a problem waiting to happen.  Not thinking virus recovery and  time involved to get back up costs business hundreds and even thousands of dollars.

First, lets review Carbonite, SOS, Mozy and other remote online backup systems.  Many clients use these services without the realization that if their in-house system goes down it can take many hours to days to retrieve (download) and restore the information.  Can you afford days of waiting for your data to be downloaded?  Yes, these services are great for long term document storage but not for quick employee get back to work cost saving data recovery.

Mirror Drives – The Fastest Get Back and Running?

Mirror drives get you up and running faster with less work loss than any other method when you have a hardware failure. First, a mirror drive is an EXACT always up to date copy of your main hard drive in the same computer as your main hard drive. These are perfect if you have a physical hard drive failure you can get back and running in a matter of a few minutes. However, if the main hard drive failed due to a virus then your mirror drive will have the same problem so your mirror is worthless. If your equipment is stolen or the mirror drive fails then you are back to square one with hundreds and even thousands of dollars of loss.

The USB external drive backup is NOT an exact copy but a “recent” retainer of your current data. The difference is that the mirror drive has all your data and software ready to go. The USB drive only has data so it will take a bit of work to replace the main hard drive, install the operating system, install the programs and then transfer the data from your USB drive (4..6 hours process). External USB drives are great if you are diligent in backup procedures and storage of the external drive.

Going paperless needs a bit of thought and foresight to implement.  If you assume everything will be ok and dandy without precautions then you are gambling with your business.  Data is your business. Your client list, product costs, A/R, A/P, history, confidential client information etc.  97% of the business today can suffer a complete building fire, flood, virus attack, major theft or other natural occurrence with very little loss of  business if  properly prepared.  Advanced Business Computers specializes in reviewing, recommending and implementing paperless office procedures to prevent major loss and greatly reduce down time.

Passwords Tracking malware

      Now that you have a ton of complex passwords for your computer security you need to keep track of them.  I personally do not tell my computer to remember passwords to critical sites by the browsers that contain my personal credit information.  Also, I never use debt cards on the internet because its a DIRECT draw from your bank.  Use credit cards so you can review charges on a bill before you pay for better computer security protection!

Some people keep passwords and usernames on their computers which is ok if you have good computer security software such as F-Secure. Not all virus, adware, malware and virus software is the same. In fact, the  best known virus protection programs are among the worst in protection.  We highly recommend F-Secure that combines the top protection engines with top software updating detection programs to give you a total solution. Ask Advanced Business Computers about F-Secure for your computer systems.

Don’t Be Fooled  By E-mails

Hackers are not hard workers.  They want your information to use it or sell it to thieves.  They prefer to go after large amounts of data from major companies but its getting harder for them. Remember hacking your computer security is a multi-billion dollar business.  Large companies are beefing up their computer security so the hackers take the easy route by more actively attacking small company or individuals like you!

Banks, PayPal, eBay, investment firms, etc send emails all the time to you. However, about 99.9% of them never tell you to click on  the link in an email to verify your information!  However, hackers do all the time!  They make the email look so real that you think its the real thing.  If you get an email asking for user name, passwords, or verify your information then do not click on the link in the email. Instead go to the site the normal way you do and  check it out. Never click on a file that has an “.exe”, “.html” or “zip” extension unless you are 100% absolutely sure about the email or you may let a virus in!

When you call  to check on suspicious emails do not use the number in the email because hackers have call centers too!  In fact data thieves will disguises themselves as your service provider and may even call you directly to request your information.

Your information is important. If you have questions concerning data security, data backup or need help call Advanced Business Computers Inc.  Insure your data is secured whether at home, in the office or on the go.  You have a business to run which takes time to educate yourself in your field of expertise.  Unless you have time to continually train on data security, review virus programs and know the current ways hackers can breach your data  let the experts do it for you. F-Secure is a low cost way to greatly protect you from thieves who make a living by stealing your information.

Simply put computer criminals have tons of time on their hands to crack your computers to get personal information and data.  It’s not just spyware and adware that attacks your computer which are in direct attacks. As large corporation get more protective its the smaller companies and individuals that are next on the list of the hackers. Hackers know of ways to get around computers and  it is a multi billion dollar business to get your  information.  Here are the minimum ways to protect yourself from hackers and data thieves:

Not all Passwords are the same

      I know you heard it a bunch of times. Your information is only as good as your passwords.  Getting around passwords is a Basic science to hackers and data thieves. They have special computers to use  that try hundreds of thousands of combinations to get passed your password and user name. The hackers have patience and do not work hard because they use computer programs to do all the work.  They like easy work and victims. What can you do to make it harder from them to crack your password?

First, do not use common words in your password security. Include numbers, capital letters and special characters.  Better yet use made up words. Many hackers have special computer programs that go through the dictionary, try words plus number, words plus special characters, etc until they crack your passwords. Use made up words instead to make it harder such as “$tne1K478AG#”.

Second, use different passwords for each account. Yes I know it is a pain to keep all your passwords straight but if you use similar words with slight differences then they will hack you.

Internet/Cloud Interception!

It’s important that your data is encrypted and secured.   Cloud is a fancy word for what we use to call off-site computer center. The difference now it’s not just storage but programs and services.  Depending upon your cloud service your data may be stored on your local computer or on a Cloud server. Your cloud service should be through  a secured server.  Look at the location address. If it starts with “https://” then its a secured site that is well protected (nothing is perfectly protected).  Remember your information/data could be intercepted on the way to the cloud server.  So, if the cloud address is missing the “s” beware!  Before you sign up for a cloud service ask them about their security!  Most cloud services are very safe but ask anyway!

The cloud is an on demand service or program that can include hardware with software as a service to your company. The companies that act now will be ahead of the curve and realize the benefits and savings now.

Let’s say you are behind on our Microsoft office version or you need more computers due to  new employees, old hardware are breaking down or inadequate for your needs.    In the traditional business model, you would get pricing on hardware, pricing on software including licenses, determine the costs to get IT to connect it to your network and plan the installation.  In a cloud environment you no longer need to buy the hardware or the software.  It’s all included in the service, just like your satellite TV/Cable TV/cell phones, you get the hardware and software as part of the service.  As long as you maintain the service you get hardware upgrades, software upgrades and support at no additional cost.

Cloud services are scalable to fit your needs on demand.  More examples of cloud services online data storage and backup solutions, Web-based e-mail services, hosted office suites and document collaboration services, database processing, managed technical support services and more.

It’s predicted that 75% of all business within the next 5 years will be cloud based. 93% of all business within the next 2..3 years will be partially reliant on the cloud for their business needs.

Do you have questions concerning cloud computing and services? Advanced Business Computers provides scalable service to fit your business. Whether you need support in selecting the right cloud service, cost analysts, planning, implementation or just have questions concerning programs or what the cloud means to you – call 305 477-2320 now.

Benefits of cloud computing

First, the word cloud is a term many times misused and always used as a buzz word. Many aspects of “Cloud” computing are not new. However, with the advent of high software prices, continually updating of software and firmware it has become a needed service for most companies.  Cloud computing is basically “Off-site” not at your location services to reduce the burden of costly software, hardware and data protection/access.

Cloud computing consists of storing and accessing your companies key information and programs through the internet rather than through your computer’s hard drive. In your office, cloud computing looks like everything is in your computer so the learning curve is very short (couple of hours for most people).

The cloud eliminates the need to buy new software programs, paying for new versions of software, buying new hardware and protecting your data. Not only can you save money on licensing fees, but overhead costs including data storage, software updates, etc., will be reduced as well.  This provides cost relief with better budgeting abilities while staying 100% technology current.

Plus the cloud gives you true real-time 100% mobility to run your business from any location in the world with nothing more than a basic computer, laptop and in some cases tablet computers.

Advantages of Cloud Computing

Security of data:  Lost of company information/data due to hardware failures, virus problems, fires, floods and other loss is no longer a concern.

  • Accessibility:  Completed control and access to run your business from anywhere in the world on just about any device.
  • Always 100% up to date on software
  • Software costs:  You no longer need to be concerned with outdated software and incompatibilities.
  • Never have to buy a computer
  • Eco-friendliness:  Fewer resources are needed at your site which means reduced consumption power and lower long term overhead.
  • Reduce costs:  Greatly reduce the need for hardware updates, hard drive failures, viruses corrupting your company vital information and expensive IT support.
  • Much more

Anti-virus was the buzz word of the 90s and up to a short time ago the main way to protect your important information along with your computers and network systems. However, with the size of the virus industry (yes multi billion dollars profit motivated thieves and hackers) off the shelf anti-virus programs does not cut it anymore. Problems get past them! On the average we receive 17 to 21 calls a week concerning corrupt computers 93% of the time caused by malware! In about 99% of the cases the customer has anti-virus program that was either included with their computer or purchased off the shelf in their local office supply store, such as Norton and McAfee.

Standard Anti-Virus just does not protect like it should anymore!

The majority of the off the shelf virus protection software is just about worthless due to their inherent inability to go beyond standard detection and stop strategy. Most anti-virus programs are based on “known” viruses and when you receive updates is just more “new known” virus protection patterns. The problem is that the virus/adware/hacker industry is so large that there is no 100% way to stop all viruses, adware and hackers using standard detection methods. F-Secure goes beyond the standard virus protection method.

F-Secure incorporates several top fire wall, virus, and adware protection, detection and mitigation programs including automatic software update protection patches. Companies are experimenting with different methods of fooling virus and adware to trap them before they cause damage to your systems. They are implementing more detection into the programs than just prevention of known threats.

Your data is under constant attack and filtering out hackers is a prime concern for most businesses. Top tier business class solutions, such as, F-Secure Business gives you a powerful customizable solution to prevent, detect and minimize data and computer threats. Advanced Business Computers Inc, an authorized F-Secure partner, offers complete multi-layered internal and cloud based protection including on android smart phones which contain critical personal information craved by hackers.

Call Advanced Business Computers now and get the details on F-Secure business suites. Only a few dollars a month, the top in class F-Secure Business Protection Software Suite gives your IT people more time to do important tasks and you greater protection from data thieves and corruption.

Kyocera M3560 best in class

Kyocera new release M3560, M3550, M3540 and M3040 series copier printer scanner units are fast durable business class office equipment for people who need fast response up to legal size paper. they are super fat scanning of 62ipm with the 75 page RADF (automatic duplex paper feeder) provides the power and speed most business need today with out the big price tag.  Depending upon the model the unit comes with touch screens and one model without to keep the cost down.  The low cost keeps the copier printer scanner lease monthly payment down while their 500K page maintenance keeps the operation costs extremely low!

The top of the line model Kyocera M3560 is a fast 62ppm printer/copier, 62lpn scanner and has a 7″ color touch screen for easy of use.  It’s designed for fast production of pages and gives the user the abilities of a unit twice as expensive.   The lower end model M3040idn has the same functionality except for fax and slower speed of 42ppm at half the cost!  Yes, the Kyocera copier scanner fax best in class can be setup as a desktop, however, it a large desktop so it may be too high for some users.

If you prefer a full color unit with low cost per page operational costs then ask fore information about the Kyocera FS-8525. It’s a business class copier, printer scanner business class office equipment that produces up to 11 x18 pages in full color or black and white.  The low per page costs keep your organization expenses down while having the functionality of a business class copier scanner fax network device.

All copier printer scanner leases from Advanced Business Computer Inc. include all repairs, maintenance and supplies for he duration of the lease or rental.  Plus, the unit is tracked using PrintSolv print management program so supplies and service calls are generated automatically so yo do not need to chase technicians or supplies.


Copier maintenance lease agreements

Your equipment is important to your business. Copier printer scanner MFD failures takes your important time, creates hassle and costs you money.  Stop wasting your time and money. Why not get totally FREE printer maintenance & copier repairs for doing what you are already do . . . buy supplies?  Ask how to get 100% Totally FREE repairs and replacement equipment at Absolutely No Cost with the purchase of Supplies.

Get Hassle Free Printer Copier Maintenance, repairs and upgrade Program That Saves You Money Now!  

FREE REPAIR- Never Pay for a Repair Again: No more expensive copier or printer repair bills. 100% free parts, labor and maintenance. You never pay for any labor or parts needed to maintain your equipment in great running condition.   No more copier service repair quote approval chasing. Relief from worrying about repair costs. No more copier or printer technician chasing or finger pointing. Just fast 100% guaranteed on-site service at NO COST to you!

 Free Equipment:Do you have outdated copier or printer? Or do you need an extra printer, copier or fax? Quality durable equipment is costly. Get equipment you need now at no cost. How? By doing what you are already doing – buying supplies with the Gold Program.

Free PM – Prevent Breakdowns Before they Happen!: We will provide FREE PREVENTIVE MAINTENANCE for your printers and copiers during each service call. Preventive maintenance includes cleaning, lubrication and turn-up your printers to factory specifications on a scheduled basis. This is a service included FREE with every service call.

Head of The Line Treatment: Get placed in front of the line for super fast service. Gold clients are special clients who desire the Red Carpet Treatment. All service calls are completed super fast. 93% of all calls are completed within 4 hours.

Canon best in class document scanners

      What is the best in class document scanners for your business? Do you check the reliability of the company and the ease of repair including the ability to select from several repair centers.  Several scanner manufactures, such as Fuji and Kodak, greatly limit your ability to select your repair center which results in extremely high repair and maintained bills.  Are there scanners better than other brands such as Canon or Ricoh in durability and ease of use? No. They just want to control the market to make sure they can regulate service and maintenance agreement prices.  What companies offer Superior document scanners that are reliable and reduce cots to maintain: Canon, Ricoh and HP dedicated scanners. Of the three Canon offer the widest range of products and extremely durable units.  Canon and HP offer entry level inexpensive units too.
    If you are looking for a workhorse scanner to that will last millions scans then the Canon DR-G1100 and 1130 are great choices. If you prefer saving some money then a completely refurbished Canon DR-7050, 950 or DR-9080 are perfect for high volume users.  One company that excels in great refurbished and new scanner is Advanced Business Computers. Yes, you can even lease a document scanner and related document management software including computer.
    The current model DR-G1100 scanner is ideal for processing large amounts of documents in mission-critical, centralized production scanning environments.  Its a very heavy duty designed to withstand the rigors of production-level scanning while maintaining speed. The DR-G1100 scanner will help companies improve productivity, maintain business continuity, and increase efficiencies.
High Performance The DR-G1100 scanner handles up to 100 pages per minute—both sides in a single pass—and holds up to 500 sheets in the ADF. It is also equipped with a dedicated, onboard image processing chip, making it capable of maintaining fast scanning speeds, even with various image processing capabilities enabled. These features all help contribute to improving productivity. Reliable and Flexible
The DR-G1100 scanner is flexible enough to reliably handle a variety of document types, from business cards to ledger-sized, long documents, andthin or thick documents,* using its advanced feeding mechanism. This helps reduce labor-intensive pre-sorting and job preparation efforts. Plus, it has the ability to detect double-feeds and will attempt to recover from them. A durable, solid-body design as well as heavy-duty feed and eject trays further help enhance the scanner’s reliability, allowing minimal downtime and maintaining business continuity.
   Many companies who have requirements of very high speed document scanner but does not have the budget for a new scanner obtain high quality refurbished scanners. Due to Canons durability the Dr line is  highly sought after brand in the off-lease and refurbished scanner market.  The Dr scanners parts are readily available to all service centers and they are considerably less expensive to service the Fuji, Kodak and other brands of high end scanners
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