You’re Losing Money By Not Using Paperless Offices

Love it or hate it, but you can’t ignore the fact that paperless office can contribute toward your cost savings significantly. No spending on expensive toner or printer. No spending on print paper. By cutting down all these expenses, you automatically contribute to your bottom line. How about shooting a mail to an undisciplined employee instead of dropping a memo off?  How about using electronic signatures instead of a pen?

Here are the six other ways you can make the switch to a paperless office:

1] Document Management System

Proper document management could your first step toward a paperless office. Store document electronically as well even after you have taken out a print and stored the physical version in a file cabinet. Document management systems such as M-files help documents to be stored electronically. Such system helps employees to work faster and eliminates excess paper shuffling and lost documents.

2] Scan & Email Prints

Every time you fax a document, two copies are produced. One at the recipients’ end and one at your end. You can save on paper by supplementing this process by using scan-to-email or scan-to-fax function in the printer.

3] Prefer Cloud Storage over File Cabinets

In cloud, storage papers are stored safely online. So you don’t need any hard copies of the document. Needless to say, you’ll have zero headache in terms of printing and file documents. Moreover, it’s easier for employees to access files stored in the cloud, irrespective of the place they are working from.

4] Email PDF Invoices & Statements

Invoices and statements also consume loads of paper. Businesses have the habit of sending invoice to the customers to collect payments. This process is inefficient as it wastes papers. And as your business grows, more and more paper gets wasted. So instead of sending invoices, send PDF customers. The PDF consists all the information they need to pay. And more importantly, it reaches the customers more quickly.

5] Digital Contract Systems in lieu of Paper Contracts

Contract signing also consumes excessive amount of paper. So instead of printing all the documents, create a digital version of the same with signature and initials.  The concerned parties can simply tab through the contract and sign wherever required.

6] Meeting Notes on a Laptop or Tablet

Meetings are not complete without printed documents for all attendees. These documents contain the agenda, meeting minutes and notes. In case the attendees have the technology, such documents could be shared with them via a mobile device prior to the meeting. This helps them access it during or after the meeting and more importantly saves paper.
Effectively employ the above tips to save money. Plus, you can accelerate your productivity and keep your environment green by turning your workplace into a paperless office.

Do You Have Ruled-Based Printing

Save your pennies and the pounds will take care of themselves, goes the old cliché. And the fact rings very true in the modern business world as well.

Not just rookies, even seasoned business owners take printing expenses with a pinch a salt. The result? Huge overhead expenses that taking a toll on their financial health.

Having said this, there are good number of businesses that keep a hawk eye on the printing expenses, let alone the overhead expenses. It includes company’s cell phone usage and long distance calls, to mail/freight/shipping charges and company expenses. All of these are continuously supervised and optimized for efficiency – nothing is left to chance.

So, if you aren’t tracking your office printing expenses, get going.  Following are some of the reasons why your printing expenses are going out of control.

Many Businesses Don’t Know Their Vendors – and it’s costing them

According to a study, most of the businesses are not even aware of the number of printers they own. Plus, what makes the situation even worse is that they do not even know the vendors from whom they have purchased these printers. The result? They fail to makes the most of the bulk discounts the vendors offer. And if you have different vendors, you are just adding to your woes. For different vendors means different contacts for servicing, shipping and invoicing. So you can imagine the expenses?
Printing Costs Ignored by Most Companies

If you are unaware of the printing expenses, how can you optimize its use? In fact, several businesses didn’t even know about the type or brand of the printer they were using. So you can easily guess that these business won’t be aware of the printers that offer maximum efficiency.
No Office Printing Rules

Businesses often fail to track printing costs on a weekly or monthly basis from department individuals. This can lead to expenses going over the roof – especially of color printing expenses. A single color print costs somewhere around $.07 to $.50 or even higher in the case of inkjets. Yet people give a darn to printing expenses.

If there are office printing rules, it allows you to have a handle over who is printing what, and how often.

So only by enforcing printing rules, you can make your company more efficient. For example, if there are large printing jobs you can easily route them to the most affordable print device, choose colors only for specific departments or employees, or even set money-saving defaults like automatic 2-sided Black & White printing of emails. In other words, rules-based printing is the best way to work smarter and more efficiently.

Acedepot offers quality premium from well-known brands such as Lexmark, HP, Okidata, Canon, Samsung, Ricoh, Brother USA, Canon, Avery, Panasonic, Xerox, Sharp, Adler Royal, IBM and many others.

Do you think your office could benefit from creating a rule-based printing environment? Let us known your views in the comment box.

6 Best Email Security Measures for Better SecuritySecuring your emails is a given thing in this digital world. Since it’s the most traditional medium to communicate with your employees, it’s important for the businesses to ensure that it’s not compromised or intercepted. If in any case, this thing happens, you may end up paying a hefty price for this mistake/accident. However, the best way to avoid this to formulate specific email security standards for your business.
Here are some email security best practices that you could consider:

1 – Employ Secure SSL Servers for Email Communication
An encryption technology like the Secure Socket Layer (SSL) allows you to communicate with your email server using greater encryption security.  It uses a private key and a public key to encrypt all email data, which only the recipient has access to.  So, even if your email is intercepted, it would be unreadable for the intercepting party without the private key.

2 – Employ Enterprise Grade Spam Filtering
There’s more to spamming than just random ads. You may even become a victim of phishing scheme or accidentally download a malicious software from someone trying to fake his identity. This can happen to you as well.
Employ enterprise grade spam filtering to prevent these emails from entering your inbox. Thus you can do away with this risk completely.

3 – Formulate Internal Policies and Procedures
If policies and procedures are in places then it acts as a shield for your business. Rope in your employees and keep them informed about the processes. Here team work plays an important role.
Here are a few points to follow when setting up email policies and procedures:
•    Can personal and business email accounts be combined?
•    Is there another way to open attachments?
•    What measures should be adopted for opening forwarded emails?
•   Any restrictions while sending and receiving emails from external contacts?
Ensure that all employees are familiar with these policies. Also, they should know to whom to go to if they have any additional questions.

4 – Close and Forward Accounts for Ex-Employees
If any employee leaves the company, ensure to close their accounts. Forwarding means when an employee is shifted to other department or tasks his email account is forwarded to another employee on your team capable of completing or delegating the continued communication.

5 – Avoid Outlook For Mass Emailing
When there are professional sites designed to send mass emails, why use your outlook. Subscribe Constant Contact or Mail Chimp services.  If you are using personal outlook, in all probability, it will be flagged as spam. This puts you at risk of being shut down by your email provider.

6 – Password Protection
Employees with mobile devices accessing company data should be using passwords to secure the information. This adds an extra layer of protection, preventing immediate access to emails, contacts and other data.
These are a few selected methods that help employees, customers and their data safe from security threats. Executing them on immediate basis protects your company from undesirable attacks.

If you have any more tips or best practices to share, go ahead. Use the comment box below for the same.

How Cheap Punch Dies can stopyour machines from working

Punch Dies are indispensable part of binding machines; their role is to cut holes into the paper. However, different quality punch dies are available in the market that may affect the quality of holes and machines.

The two main factors that affect the quality of holes and binding machines are as follows:

a] Type of steel used in its manufacturing.
b] The way the dies are molded in the factory.

The high grade steel dies or high tensile dies are considered the best as they are diamond moulded. They generate clean holes that do not blunt with time and are sharp edged. Such punch dies evenly distribute the force of the punch over the hardened steel, generating crisp perforations.

On the other hand, some manufacturers to cut down the cost of dies, compromise on the quality of materials used. The end result is: machine’s lifespan gets reduced. Case in point: Chisel dies.

The Chisel dies are made from soft metal.  The low quality metal makes the die lose its edges quite easily. Re-sharpening is out of question for them.   And the worst part is that they do not cut until you force them through the paper to make cuts. This puts additional burden on supporting components such as gears, linkages and punch bar assembly. The end result: feathered, frayed perforations, which make quite a laborious task and excessive wear and tear of other components.

So it is important for the customers to realize that by buying a cheap machine will only result in 3 to 4 replacements, which in turn, will shoot up the cost of the machines, probably more than the good quality machines. The wise old adage of “The bitterness of poor quality remains long after the sweetness of a low price is forgotten” has never rung so true.

The fact is that today you will find manufacturers who produce quality punch dies. Acedepot offers branded punch dies that has been test-driven several times. And the results have been awesome. Our manufacturers’ emphasize on using quality steel and exclusively use the very best components.

For more information on quality punch dies, get in touch with our consultant right away.

How Businesses BenefitFrom Industrial Shredders

Industrial shredders are a commonplace. Today it’s used in all kinds of industries: wood, tiles, plastics, metals, tires, you name it. However, given its titanic size, you won’t find these shredders in any local store that retails office supplies. Instead you can find them in industrial houses or in online office equipment stores.

So, why there’s a huge demand for industrial shredders? Because it helps shred voluminous papers and other materials at regular intervals in industries. This not only prevents accumulation of waste but also help prevent crucial information from piling up and falling into wrong hands.

However, before buying one, you should consider the kind of materials you are planning to shred and buy a shredder accordingly. Each shredder is designed to give a particular cut – strip cut, cross-cut, confetti-cut and micro-cut. Of all the cuts, the cut which offers the utmost security is the smallest cut. So if privacy is on the top of your mind, then shredder with the smallest cut will be ideal for you.

Plus, budget should be given due weightage as an industrial shredder doesn’t come cheap. So it’s important that the final choice is made after giving due consideration.

Benefits of an industrial shredder:

  1. Keeps private information secure.
  2. Keep dumpster divers away from essential information from products that are not finished or that cannot be used.
  3. Makes waste disposal efficient and environment-friendly.

Further, prior to purchasing any of these shredding machines, if you have a recycling plan ready it would do a world of good for you. Plus, you should keep all employees and heads of every department in loop, as they would regularly inspect waste containers to ensure that the policy for shredding is pursued strictly.

Acedepot, an online office equipment company, deals in top-quality TAA compliant shredders. Different variants of these shredders offering different cuts are available at the most competent rates. For instance, there is this Swingline® TAA Compliant CX40-59 Cross-Cut Commercial Shredder, TAA Compliant CS50-59 Strip-Cut Commercial Shredder, TAA Compliant CM11-44 Micro-Cut Commercial Shredder and many more. Visit Acedepot.com now to know more on Shredders.

Credit Card Machine

No matter what business you are running today, credit card machines have become a prerequisite. Seriously! This point-of-sale terminals help securely process credit cards, debit cards, prepaid cards, checks, electronic benefit transfers (EBT) and other electronic transactions. The best part is that it’s simple to operate. You just need to swipe the customer’s card through the card reader and the terminal does the rest for you.

Employing the right credit card machine for your business not only helps reduce processing costs but increase profits as well. Acedepot, a leading supplier of office equipment, offers you expert guidance in the selection of the right credit card machine and PIN pad for your operation. The company offers fully equipped machines backed by latest technology to offer you the best value for your business.

The company offers Credit Card Machines of three different great brands. They are

Hypercom offers the fastest dial in the business. And two of its variants come with integrated printer facility as well. Both Hypercom T7 Credit Card Terminal and Hypercom T7 P Credit Card Terminal have integrated printer facility. That apart, it comes with one-touch capability, which ensures easy operation and reduced training times.

Most of the Verifone variants come with easy-to-use ATM-style interface, with angled rubber keys and screen-addressable function keys that virtually eliminate clerk training and minimizes input errors. Further, two of its variants are equipped with integrated printer facility as well. The integrated thermal printer produces receipts and reports up to 13 lines per second.

Nurit Credit Card Terminal comes integrated with fast 32-bit Motorola microprocessor for quick transactions. Plus, it offers easy-to-read graphical display that enhances readability, among many other benefits.

For making an informed buying decision on Credit Card Machine, speak to Acedepot consultant’s right away.

Cross Cut VS Confetti Cut Shredders

There is nothing like cross cut v/s confetti cut shredders. Both are one and the same. Simply put, cross cut shredders are also known as confetti cut shredders.

cross-cut-confetti-cut

In fact, the cross cut shredder is named as confetti because of its cuts. It often resembles confetti. A traditional confetti looks square in shape and has small dimension. But there are cross cut shredders that produce strips or rectangle shapes as well. So, if you are sure about the cut, square or rectangular, ensure to buy a model that suit your requirements.

Whatever the name may be, it is the most popular paper shredder. It offers more security. It keeps your documents safe from prying eyes. It’s a perfect shredder for personal and professional use. Use it convincingly to destroy bank statements, credit cards and other confidential documents.

If these weren’t enough, it shreds staples and paper clips as well. Plus, the shredder compresses paper better, so the basket is able to hold more paper. So you don’t have to make frequent bag changes as well.

Having said that, these shredders are more expensive compared to its counterparts and has lower paper capacity because of the load it applies on the motor while cutting the paper into real small pieces. And they require more maintenance as well. So you need to oil it on a regular basis.

So, go ahead and make confetti out of your confidential documents using cross cut shredders or confetti shredders. Hope, we have put all your confusion to rest. To more about this particular kind of shredders visit Acedepot.com right away. This online site for office equipment offers high-end shredders at low cost.

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Acedepot, a leading online company for office equipment, is offering 20% discount on industrial shredders. So if you are on a lookout for high-end industrial shredders, now is time; Acedepot.com is the store.

The shredders ensure maximum information security and confidentiality of documents. You can trust TAA compliant shredders completely on this aspect. Plus, all shredders are adeptly engineered to offer you maximum industrial strength. And you don’t have to worry about the performance aspect as well. All shredders are super good (as you will get to experience in the course of operations), as they easily rip through paper, credit cards and CDs quickly and easily. Built in Germany, these high-end models also come with a Jam Stopper technology that detects shredders jams and reverses excess paper automatically.

Select any of these shredder and avail 20% straightaway:

1)  CX40-59 Cross-Cut Commercial Shredder

  • 40″H x 25″W x 23″D shredder dimensions
  • Shreds up to 40 sheets at a time
  • 16″ wide shredder opening
  • Extra-large 59-gallon waste bin

2) CX30-55 Cross-Cut JamStopper Shredder

  • 38″H x 25″W x 23″L shredder dimensions
  • Shreds up to 30 sheets at a time
  • Extra-wide 16″ paper entry facilitates shredding of large format sheets
  • 55-gallon pull-out waste bin

3) CS39-55 Strip-Cut JamStopper Shredder

  • 40″H x 25″W x 23″D shredder dimensions
  • Shreds up to 39 sheets at a time
  • 16″ wide shredder opening for easy paper entry

4) CM11-44 Micro-Cut Commercial Shredder

  • 37.5″H x 24″W x 18.5″D shredder dimensions
  • Shreds up to 11 sheet
  • 16″ wide shredder opening for easy paper entry
  • 44-gallon waste bin

5) CX22-44 Cross-Cut Commercial Shredder

  • 37.5″H x 24″W x 18.5″D shredder dimensions
  • Shreds up to 22 sheets at a time
  • 15″ paper entry facilitates shredding of large format sheets
  • 44-gallon waste bin

6) CS25-44 Strip-Cut JamStopper Shredder

  • 37.5″H x 24″W x 18.5″D shredder dimensions
  • Shreds up to 25 sheets at a time
  • 44-gallon waste bin
  • 16″ wide shredder opening for easy paper entry

7) CX25-36 Cross-Cut JamStopper Shredder

  • 36.5″H x 24″W x 18.5″D shredder dimensions
  • Shreds up to 25 sheets at a time
  • 36-gallon waste bin
  • 12″ paper entry into a 36-gallon waste bin

Other important features of these shredders include auto shut down with automatic wake-up facility that helps conserves energy and lights to indicate paper capacity.

However, don’t forget to use the coupon code “TAA20″ during the checkout stage for availing discount. Acedepot.com is ready to take your on-line order 24 x 7. To know more about industrial shredders and to make an informed buying decision speak to Acedepot consultant’s right away.

1 How Unorganized Office Spaces Turn off Clients

Love it or hate it, but the fact is that clients dislike disorganized offices. In other words, out of whack offices with little or no filing system in place turn off clients. It simply says: You work in a clumsy environ and your attitude toward work may be equally or a lot clumsier.

So if you want impress your clients in the first instance itself, then besides the office décor and furniture, you need to invest a fair amount of money in spacious files and file cabinets as well. Systematic filing will not only help you and your employee’s access all the files quickly and timely, it also expedites work processes and in turn your delivery time as well.

The other important aspect to consider while maintaining files is the relevancy factor. It’s said that 75% of the papers filed never get referenced back again. So think about it? You can easily dumb all that irrelevant stuff, rather than stock them up in stacks and occupy unnecessary space in the file cabinets, and in all possibility, your mind space as well.

Also, a well planned filing system ensures that you store your documents category-wise. So as and when you need them, you just need to go category-wise to locate the required doc rather than going through all the files. This saves times, which can be better used for other crucial purposes.

Acedepot.com is a premium online supplier of Office Stationery. For unique and efficient file folders and other office stationery and equipment, take a look at our offerings section. It’s overflowing with the best and the latest office equipment and on top of it we are offering huge discounts on selected products. Visit now.

How Businesses Benefit from Time Clock Software

Tracking employees’ schedules or whereabouts is no mean task. It wastes employers’ crucial productive hours. And the problem becomes all the more acute and frustrating if employees are based at several different locations. A Time Clock Software acts a saving grace if you are short on time and staff. It helps businesses record employees’ productive hours automatically, without any kind of human intervention.

Benefits of a time clock software:

1] You can easily keep track of employees who are working and those idling with a single click on the computer. A payroll time clock system helps automatically calculate employee wages, and at the same time, help double check errors or inconsistencies that prevent employee overpayment.

2] Tracking schedules and the actual clock-in and –out times manually would cost the company significantly. By taking advantage of this software, companies can save almost 3-5% of their payroll expenses.

3] Payroll calculation is a cinch with time clock software…even if employees punch in from anywhere in the world. The only requirement is that they should be using a computer to log in and log out, plus they shouldn’t mind getting paid in check.

4] It helps in easier and more accurate determination of project costs which ensures accurate bidding of future projects as well.

So whether you are running a service-based business, or a company that’s spread out at various locations, optimum use of time clock software, helps manage your schedules efficiently and runs your business smoothly. Acedepot, a premium online office equipment company, sells innumerable office equipment machineries to enhance and streamline your business operations. Checkout Acedepot.com today for more information on time clock software.