Frankly Speaking

Scan, Capture, Transform & Route Documents 101

digitize files and prevent being buried by paper filesThe days of having rooms filled with filing cabinets are quickly passing as the majority of offices move to digital document management. Among the benefits of the conversion from paper to digital files, the biggest are time and money: Two things we are all looking to save and create more of!  Digital files can be retrieved within seconds versus a trip to the filing cabinet. There are also costs to storing paper documents, whether it is paying for off-site storage units or associated on-site costs.

Just because your office has switched to digital document management does not mean that there will no longer be any paper in your office. Paper documents are not a thing of the past, so businesses and organizations need effective and efficient ways to integrate paper documents into digital workflows. Konica Minolta has partnered with Nuance to offer eCopy ShareScan integration on its multi-function printers (MFPs) to assist with digital document management. It helps you save time, reduce costs and increase business results through a three-step management process: Scan & capture, transform and route.

Scanning & Capturing Documents

The first step in the digital document management workflow is to scan and capture your paper documents. This is completed using a combination of the scanning feature of your Konica Minolta bizhub MFP and eCopy ShareScan software. The software allows you to scan in color or black and white, both securely through role-based scanning profiles.

Transforming Documents

We begin to see the real power of the software when we get to the transform step in the process. It allows you to process and transform documents in the following ways:

  • Preview your scanned document before progressing.
  • Remove empty pages from documents, change image properties such as size, color and resolution.
  • Convert document file type to PDF, PDF/A, MS Excel, MS Word, JPEG and TIF.
  • Name the file appropriately based on company guidelines.
  • OCR, zonal OCR and bar code functionality can be added to documents for improved sorting, storage and document retrieval.

Routing Documents

Finally, in the routing stage, we choose where we want the document delivered. The options are numerous. The document can be routed to the employee’s desktop or home directory on the network, Windows or Novell network folders, an email address, a fax number, FTP locations, OpenText Fax Server, folder or Webdav destination list, business applications, SQL/Oracle/Access database or Microsoft SharePoint.

Through the advanced management options, your business has the ability to set predefined workflows for different types of documents or user workflows. Using these predefined workflows allows you to easily automate your digital document management and save your employees time.

This is just the tip of the iceberg on the benefits and capabilities of digital document management. Contact us, and we would be happy to help you determine the best digital document workflow solutions for your company.

Learn-at-Lunch Solutions Series Offers Top-Notch Business Training

learn at lunch logoGraphic Enterprises’ successful Learn-at-Lunch education series returns March to July, 2014, focusing this year on solutions. As a good business partner, we want provide you with free educational lunches that will help you make decisions on the best copier and printer solutions for your business.

We will cover topics ranging from cost accounting that can help your business cut document costs, to workflow basics that will help increase productivity. These sessions will help your business make the most of your Konica Minolta copiers and printers. And, since we know you are busy, the topics are covered over the lunch hour from 11:45 a.m. to 1:00 p.m.

Join us, and our expertly trained staff, for one (or all five!) of the following Learn-at-Lunch events:

March 14: Cost Accounting 101
This basic course will introduce you to the concepts of cost accounting, including Print Management, Document Cost Control and Recovery. You will learn how to overcome the challenges you face with your current manual processes to account for and reduce associated document costs.

April 16: Scan, Capture, Transform & Route 101
This introductory course will help you become more familiar with the concepts of document scanning and capture, including document transformation and routing processes. It will help you overcome any challenges you might be facing with current projects related to reducing paper in the office.

May 14: Document Management 101
The concepts of managing the many documents you deal with on a daily basis will be introduced in this course. Learn how to more easily organize it all and increase productivity.

June 11: Workflow 101
The basic concepts of document workflow, including OCR, document processing and transitioning of a document from one process to another will be discussed in this introductory course.

July 9: Variable Data & Personalized Printing 101
Learn the concepts of variable data and personalized printing processes in this introductory course. You can expand your business by quickly creating highly-targeted, professional communications with personalized text and pictures.

Seating is limited, so do not delay in registering for this popular series! You can register online at: geiohio.com/event

All Learn-at-Lunch classes are held at Graphic Enterprises’ corporate headquarters at 3874 Highland Park NW, North Canton, OH, 44720. If you have questions regarding the education series or how we can help with your copying and printing needs, please contact us.

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Understanding Your Copier Service Agreement

copier service agreementHow many of us have half-heartedly skimmed terms and conditions on a website and blindly clicked, “I agree”? We joke that we may have just signed our lives away to Facebook or Google. When it comes to your business and business agreements like contracts, warranties or service agreements, it is important to understand the ins and outs of what you have signed or purchased.

Ed Brudzinski, Regional Service Manager for Graphic Enterprises, joins us this week on Frankly Speaking to answer some common questions and to remind you of some important things you need to understand about copier and printer service agreements.

What are the benefits of a service agreement?

A service agreement keeps your copier or printer up to Konica Minolta specifications at all times. If you have an issue such as jamming, copy quality or an error code, you can place a call knowing that it will be taken care of in a timely manner at no additional charge by Graphic Enterprises’ award-winning service department. This gives you peace of mind and can save you money over time by not being charged per issue.

What are the main components of a service agreement?

There are four main components a service agreement covers:

  1. Labor: All labor to repair your machine is included, no matter how simple or complex the issue.
  2. Parts: You can rest assured we will only use the highest quality Konica Minolta-approved parts to repair your copier or printer.
  3. Mileage: Costs associated with calling a technician on-site can add up, especially if you are located farther away from the repair facility. With a service agreement, all mileage costs are covered at no additional cost.
  4. Toner: Toner replacement is also included in your service agreement, allowing you to keep your toner costs worry-free.

Plus, if we cannot repair the machine on the premises, we will provide a copier or printer on loan until repairs can be made in our shop, at no additional charge.

How are service agreements billed and are they renewed annually?

Flexible billing options are available for your service agreement. You can choose to have the contract billed monthly, quarterly or yearly. Service agreements are automatically renewed annually.

If I do not have a service agreement, will you still service my Konica Minolta copier or printer?

Absolutely. We will give you an estimate for repairs and if you decide to have the work done, the estimate fee will be waived. Once again, this is where a service agreement can be a big benefit. No need to worry about unexpected repair costs with your copier or printer.

What happens if I want to purchase a new piece of equipment during my service agreement?

In today’s fast-paced business world, you need to be agile and adapt quickly to changes in technology and in the marketplace. Before the end of your service contract, you may realize that your business needs to upgrade its equipment.  The service contract can easily be transferred over to the new equipment.

If you are a business owner in Canton, Akron, Youngstown or Western Pennsylvania, contact us to find out how our award-winning service team can help your business.

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An Ode to the bizhub Printer & Copier

“Love what you do and do what you love.” — Ray Bradbury
get the bizhub feeling

We love what we do and we love our products! In the spirit of Valentine’s Day, Chip Reihl, Graphic Enterprises’ General Manager of Sales (a.k.a “The Catalyst”), wrote this ode to the Konica Minolta bizhub printer and copier. You can sing it in your head like Goose and Maverick to the tune of “You’ve Lost That Loving Feeling” as you read it.

Enjoy!

I’ve Got That bizhub Feeling

It won’t make a page anymore when I click to print
And when I call for service the dispatchers don’t get the hint
I’m trying hard not to show it, (baby).
But baby, baby I know it…

I’ve got that upgrade feeling,
Whoa, that upgrade feeling,
I’ve got that upgrade feeling,
Now it’s on…on…on…wooooooh.

Now there’s a welcome in the office
when I called for you.
And now you’re starting to improve little things I do.
It makes me just feel like crying, (baby).
‘Cause baby, something is flying

You brought that bizhub feeling,
Whoa, that bizhub feeling,
You’ve brought that bizhub’ feeling,
Now it’s on…on…on…woooooah

Baby, baby, I can scan and fax on it too.
We’re so productive we don’t know what to do, yeah.
We had a hunk…of junk…junk you don’t find everyday.

Graphic took that piece of junk away….

Graphic (graphic), Graphic (graphic),
I say you lease…lease,
Lease a bizhub (lease a bizhub),
You need a bizhub (you need a bizhub),
So bring it on back (So bring it on back),
Bring it on back (so bring it on back).

Bring back that bizhub feeling,
Whoa, that bizhub feeling
Bring back that bizhub feeling,
‘Cause it’s on…on…on,
and I can go on,
wooooo…

Bring back that bizhub’ feeling,
Whoa, that bizhub’ feeling
Bring back that bizhub’ feeling,
‘Cause it’s on…on…

Do you have that bizhub feeling?

Do You Have the Right Printers and Copiers for Your Office?

Selecting the Right Printers and CopiersWe hear a lot about productivity and efficiency in today’s modern office, but how does that translate to your business? You may be wondering, how can I be any more efficient than I am right now? The answer may lie in the equipment you use on a daily basis, specifically your printers and copiers.

In this week’s post, I will pose some questions to help you determine if your current equipment is still meeting your needs, or if an update would significantly impact your bottom line.
Continue reading »

Konica Minolta’s Next Generation of Copiers–Not Your Grandmother’s Copier

Who else can remember their teacher handing out “dittos” or “dups” in class? I can remember the classic lavender or mauve color ink and their distinctive smell, but I might be dating myself. Copiers have come a long way since the days of the spirit duplicator, more commonly referred to as the ditto machine. The capabilities of this next generation of copiers and multifunction printers are truly amazing.

Chip Riehl, Graphic Enterprises’ general manager of sales, has shared four key features of Konica Minolta’s next generation of copiers. These features not only set them apart from your grandmother’s copier (by leaps and bounds), but even the copiers of the past few years.

1. Advanced Tri-Folding

The new Konica Minolta color printing products have a finishing option that allows for tri-folding of up to three letter-sized sheets of paper. For offices that send out multi-page letters or billings, this can be a huge time-saving feature that helps automate the process. No more printing the pages and manually folding them, or stuffing three separately folded sheets of paper into one envelope!

2. App-Based Technology

With app-based technology, you no longer have to wait several years before being able to add new features to your multifunction printer (MFP). If you decide you would like to add a feature, or, if a new feature is introduced, it may be possible to add it to your MFP without the need to purchase a completely new piece of equipment.

For example, currently you can scan a hardcopy document to a PDF file. Konica Minolta just released an app allowing you to scan to MS Office file formats as well. You simply purchase the app and add it to your MFP. Any employee would be happy to have the ability to scan directly to an editable MS Power Point, Word or Excel document! And, again, there is no need to purchase a completely new machine; you only need to purchase the app.

The video below shows how the document scan and convert process works.

3. Control Panel Customization & Programming

The control panel continues to become increasingly customizable and programmable. We can work with your office to take a routine job and create a preset macro program to run that job from a shortcut right on the home screen of the control panel.

For example, churches routinely use their copiers to create weekly bulletins. We could create a macro program, based on a church’s needs for its bulletins, and add a button to their home screen that says “Bulletin.” Each week when they are ready to print their bulletins, they would press the “Bulletin” button on the home screen, and it would create a folded, stapled bulletin that pulls the covers from one drawer and the rest of the pages from another. This is one more feature that can save many offices valuable time.

4. Third-Party Software Integration

Integrating your office copiers with third-party software is becoming easier. In some cases, the software integration can be accomplished from your control panel. For example, eCopy scan stations can now be tied directly into your MFP without a standalone indexing system (depending on particular needs and applications).

These are just four of the features available on Konica Minolta’s next generation of copiers. If you are a business owner in Canton, Akron, Youngstown or Western Pennsylvania, contact us, and we would be happy to share with you the many other new product features of Konica Minolta copiers and printers

How Konica Minolta Printers and Copiers Can Empower Your Success

Copier ScreenWe have a long tradition of empowering our customers in Northeast Ohio and Western Pennsylvania with the tools they need to be successful. We know the Konica Minolta printers and copiers we provide will make you more productive, more efficient and more profitable. We also are proud to let you know that Konica Minolta products meet Section 508 Compliance, ensuring that everyone in your place of business can easily access and benefit from the use of our equipment.

Section 508 of the Federal Rehabilitation Act requires companies with federal contracts to select product offerings that comply with evolving standards for accessibility by individuals with disabilities. Konica Minolta incorporates Section 508 compliance as an essential design element in every product they create—it really is the right thing to do. We could not agree more!

As a result, for the fifth straight year, Konica Minolta has been recognized as the #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys. Why are our customers so loyal? Let’s take a look at some of the Universal Design elements that set these printers and copiers apart from the rest.

  • Accessibility. Tilting panels allow for operation from any angle, and easy-to-read LED screens and large function keys ensure ease of use.
  • Usability. Logical controls, color-coded instructions, easy-to-see LED screens, simple icons and customized commands mean straight-forward operation.
  • Handling. Front-loading drawers, large handles, easy-change toner replacement and accessible paper path make for easy operation by those who are wheelchair bound or physically challenged in other ways.
  • Styling. Modular options and a small footprint ensure equipment is accessible but conveniently located.

Large touch screens on our Konica Minolta bizhub multi-function printers allow for on-screen document previewing before you print, and you can simply tilt the panel up, down or to the side for customized access. Control icons have replaced word commands, and you can access them using the same touch, swipe and double-tap fingertip gestures you use on your smartphone. Konica Minolta has made every effort to ensure universal ease of use for everyone, including the visually impaired with orange and blue screen colors that are easier to see.

Here at Graphic Enterprise, we want to enable your office to be more productive. Contact us today!

Recognizing the Accomplishments of Amazing Teachers

Mrs. Jacki Power, Graphic Enterprises Teacher of the MonthThe kids have headed back to school and so have we! Teachers are often unsung heroes, which is why we started the Graphic Enterprises Teacher of the Month program this past year. Each month, October through May, we recognize one educator in the Canton City School District and one in the Champion Local School District. The great part of this program is that the teachers are nominated by their peers, the people in the schools that see their excellence on a daily basis.

Denise Dennewitz, our marketing director, recently had the pleasure of going to the schools and surprising our first two Teachers of the Month for 2013-2014. It’s a rewarding experience to go into the classroom by surprise and present the award to the teacher. In addition to the award, we present the teacher with a banner, prize package and recognize them on our website, social media and radio stations in their school district.

Without further ado, our first Teacher of the Month in the Canton City School District for 2013-2014 was Mrs. Jacki Power.

Mrs. Jacki Power, Canton City Schools

Mrs. Jacki Power is an energetic, hardworking teacher at Timken High School in Canton, OH. She is always eager and willing to pitch in and support any activity, project, or initiative on campus. In addition to teaching three levels of Broadcast Media, she serves on the Homecoming Dance Committee, PBIS Committee, as Skills USA co-advisor and is the producer for Channel 11 TV. She is a great role model and mentor to all students, but especially her Broadcast Media students.

Mrs. Power received her Bachelor of Science degree in broadcast journalism and her CTE Teaching License from Kent State University. She is currently working on her master’s in education in curriculum and instruction, with a concentration in education technology and on-line learning.

Jacki Power, Graphic Enterprises Teacher of the Month

Thank you Mrs. Power for being an outstanding educator, inspiring and touching the lives of the students at Timken High School!

What to Do When You Accidentally Order the Wrong Copier Supplies

exchanging copier suppliesMistakes. They happen to the best of us. When ordering copier or multi-function printer supplies for your company, it’s possible to get two numbers transposed on your toner cartridge number, or you may order paper with a standard brightness of 92 when you meant to order paper with a brightness of 96 for a special project.

What do you do when you receive your order and realize you accidentally ordered the wrong copier supplies? Supply Sales Manager Erica Farrance joins us this week to answer three of the most frequently asked questions about this exact situation, and what to do to avoid incorrectly ordering supplies in the future.

Return FAQs

How do I make a return?

Receiving the incorrect item can be a frustrating situation, especially if your office is in desperate need of the item. When you become a customer, we assign you a designated supply department representative to become your go-to person. Your first step when you notice the error is to call your supply department representative. We want to help you correct the situation as soon as possible and keep your office running smoothly. Your rep will be there every step of the way to walk you through the return process.

What is your return policy?

In general, we have a 30-day return policy. If you have accidentally ordered a product in error, the general policy is to do an even exchange. For example, we would send you a pre-paid return label to use to return the incorrect item and send out the correct item. However, there are variables if an even exchange is not possible, and your supply department rep will walk you through those. Their goal is to make your return as easy as possible.

How long will it take for my return to be processed?

We process returns as quickly as possible to keep your business moving. Generally, all returns that are processed and received before 3 p.m. will be shipped the same day, meaning you receive the correct product the next business day.

Ensuring a Correct Order

As mentioned earlier in the post, it is easy to transpose numbers on a printer cartridge or mistakenly order the wrong brightness of paper. Here a few tips to help ensure your order is correct every time and to make the ordering process quick and easy.

Make a Quick Reference Sheet

A quick reference sheet will make ordering supplies for your organization quick and easy, especially if you have to order for multiple machines or departments. On your quick reference sheet, record the model number and cartridge number(s) for each of your copiers or printers. Record whether you purchase compatible or OEM cartridges. You can also record the brand, pound, weight and quantity of paper you normally order for each machine. This allows you to easily have all of the numbers in front of you when you place your order.

Utilize Your Supply Department Representative

Your dedicated supply department representative is your go-to person and is knowledgeable about your account and buying cycles. Not sure on the printer cartridge you need? Give them your model number, and they can help you order the correct cartridge in minutes. Have a project that requires special paper? Ask your rep; they will use their expert knowledge to help you select the right type of paper to get the job done. Take advantage of this resource!

Interested in learning more about how to order copier and printer supplies through Graphic Enterprises’ Supply Department? If you are a business owner in Canton, Akron, Youngstown or Western Pennsylvania, contact us.

 

Our Best Printer and Copier Tips from 2013

printer and copier tips and tricksWe try to provide you with helpful articles containing tips and tricks for your printer or copier throughout the year. These helpful hints might be on how to complete easy fixes yourself, ways to save your company money, or how to get more from your copier or printer. Sure, we can sell you a great printer or copier, but we also want to make sure you get the most out of your investment. Your success is our success!

As we look back at the year, we decided to put our best tips together for you in one spot. Click on the article titles for the full blog post. We hope you find these helpful and look forward to bringing you more helpful hints in 2014.

How to Extend the Life of Your Printer Cartridges

Bad habits that you may not realize you have can affect the life of your printer cartridges. From printing everything in color to specifying how much toner to use when printing can all cost you money unnecessarily. Break free from printer cartridge excesses by only printing what you need, using black-and-white or grayscale printing, and buying high-capacity toner cartridges.

5 Common Printer and Copier Issues and How to Fix Them

Our regional services manager, Ed Brudzinksi, has seen many printer and copier issues in his 14 years with us. He brings you the five most common and simple printer and copier issues and how to fix them. I am sure you have run into at least one of these! Issues covered in this post include: misfed or skewed copies, lined or dirty copies, fax issues, error codes, and printing and scanning issues. Read the full post for step-by-step instructions on how to troubleshoot these yourself.

3 Features You May Not Realize Are Available on Your Copier

Printers and copiers today are not what they were even five or 10 years ago. There are so many features and options available that it can become a little overwhelming. Chip Reihl, our general manager of sales, explains three features that can help your office work more effectively and efficiently. He takes a look at the mobile printing app, secure print and new scan formats. Read the full post for complete details on each feature and to find out how they can help your company.

How to Create and Print Your Company’s Holiday Cards and Invitations In-House

This post is great because the same process and principles can be applied to create any card or invitation in-house for your company. Cards and invitations can become a large expense for companies, whether you design them in-house or work with a graphic designer. Why not print them in-house on equipment that you own? Denise Dennewitz, our marketing director, shares her expertise with step-by-step instructions on how to use Microsoft Publisher and your multi-function printer to create holiday cards and invitations with a professional look.

If there is a problem you would like help troubleshooting, a feature of your copier you would like to learn more, about or another printer or copier topic you would like to see us cover in 2014, let us know in the comments below!

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