Workflow Solutions for Office Efficiency

No one ever said that operating a business is easy. At Ontario Copier, we understand that every business has its own unique challenges. So how can we help?

Konica Minolta and Toshiba’s innovative print technology integrates with unique workflow software designed to solve challenges that are unique to your industry. Utilizing these solutions will improve productivity and reduce costs within your business or organization.

To view a full list of Konica Minolta’s workflow solutions, visit konicaminolta.ca/en/business/information-management

To view a full list of Toshiba’s workflow solutions, visit tbs.toshiba.com/tbs/document-solutions/solutions.html

Which workflow challenges do you face? We can help — let us know which solutions appeal to your office and we will recommend the solution.

User Authentication

Forcing users to “log in” to the photocopier offers a variety of benefits. To start, it prevents unauthorized access of the machine so that non-staff members cannot print to or make copies on the device. Secondly, you can restrict or limit colour printing by user to prevent unnecessary colour printing. This feature is useful for photocopiers located in public areas, or for companies looking to reduce their colour printing expenses.

Industries that benefit from User Authentication:

  • Medium Business
  • Enterprise
  • Non-Profit
  • Education
  • Health Care

Track Prints and Copies

Tracking users on their prints, copies and scans offers tremendous benefits. Statistics show that users who know they are being tracked on their print and copy usage will reduce the amount of pages they print by 10-30%. Secondly, tracking prints and copies by the client name, student name or sales agent name allows you to charge back print usage for cost recovery purposes.

Industries that benefit from Tracking Prints and Copies:

  • Education
  • Real Estate
  • Legal

Digital Faxing

Faxes don’t need to print out, and in fact converting your received faxes into digital documents can improve productivity and reduce costs in your business. By configuring your photocopier with Digital Faxing, you can receive any inbound fax as a digital PDF that is received in an email inbox you specify. This not only reduces paper consumption and print charges, but also allows a receptionist to quickly distribute faxes to the appropriate person. Small business owners that are constantly on the go will benefit from being able to receive their digital fax right on their smart phone.

Industries that benefit from Digital Faxing:

  • Small Business
  • Medium Business
  • Enterprise
  • Non-Profit
  • Education
  • Real Estate

Follow-Me Printing

Not every document that is printed is picked up. As a result, print jobs are often left on the copy tray, resulting in unnecessary paper consumption and toner usage, as well as opening up the risk of confidential documents being viewed by the wrong person! Follow-Me Printing forces users to authenticate at the photocopier in order to release their print job. This ensures that the document is immediately picked up. Furthermore, Follow-Me Printing allows you to release your print job at any available printing device. This improves office productivity by preventing any bottlenecks from a copier being in use.

Industries that benefit from Follow-Me Printing:

  • Medium Business
  • Enterprise
  • Education
  • Legal
  • Healthcare

Fiery Print Controller

A Fiery Print Controller configures your copier to match Pantone colours so that the image you see on your screen is correctly printed on paper. Fiery Print Controllers are critical for companies or departments that require their brand logo to match a certain colour standard.

Industries that benefit from a Fiery Print Controller:

  • Marketing
  • Real Estate

User Boxes

User Boxes are digital folders that can be created for storing documents directly on your copier. This is useful for storing forms or other commonly printed documents – users can simply walk up to the copier to print out their form. Additionally, a password-protected User Box can store confidential documents temporarily so that a user can retrieve their print job when they are ready.

Industries that benefit from User Boxes:

  • Legal
  • Manufacturing
  • Health Care

1-Touch Buttons

Improving productivity can be as simple as reducing the amount of steps it takes to complete a task. Setting up 1-touch buttons for common scan jobs helps to speed up the efficiency of your office. For example, “Scan to John Doe” can be set up right on the home screen of the device so that John Doe simply has to press 1 button in order to scan a document to his email address.

Industries that benefit from 1-Touch Buttons:

  • All

Mobile Printing and Scanning

The mobile printing app allows users to print documents from or scan to their smartphone or tablet, allowing for increased mobility and productivity. This free downloadable app is available on both Android and iOS operating systems.

Industries that benefit from Mobile Printing and Scanning:

  • Small Business
  • Real Estate

PDF Editing and Conversion

Traditional PDF documents resemble an image – they are locked and cannot be edited. Using our solution, you can edit a PDF document or convert a hard copy document directly into editable format, such as Microsoft Word or Excel. This saves time from having to re-type a document, or can be used to quickly make changes to an existing PDF.

Industries that benefit from PDF Editing and Conversion:

  • Small Business
  • Legal

Looking to learn more about our solutions? We recommend these articles:

“How Can I Eliminate Wait Times and Print Waste?”

“Why Should I Look at Document Management?”

“What is the ROI of Document Management?”

“How Can I Access My Documents On My Tablet or Smartphone?”

PDF Editing and Conversion

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