Managed Computer Services

Document management consists of printing, faxing, scanning and file sharing. Most offices take these functions for granted. However, we’ve repeatedly witnessed the turmoil an office experiences when production scanning slows to a crawl, a local network fax server comes to a halt or a worker simply cannot find the correct version of a shared file they need and are certain “it was there yesterday”.

We work with production printing, faxing, scanning solutions most everyday and are familiar with most types of hardware. Contact us if you are experience problems or want to discuss printing, faxing, scanning solutions. We are hardware independent so we can help you deploy the solution that’s right for you.

File sharing and it’s related structure refers to the locations, types, versions and related policies concerning your business critical electronic data. Files are similar to applications in the sense that they can reside most anywhere.

We maintain some files within a shared files account file storage area so that we can access them from wherever we are working, providing we have Internet access.

Recently we replaced a desktop computer for a teacher. Like most new desktop computers, there was no 3.5-inch drive for the old style 3.5-inch floppy disks. Much to her dismay, she stored all of her files on 3.5-inch disks. Our church office has a server with an automatically backed up “shared folder” for everyone to use for files. In spite of the folder, everyone keeps files strewn all over their own desktop computers.

File access, storage, versions and backup is a critical area for a business person to get their mind around. Add in scanned paper documents and printed paper invoices, statements and reports from line of business systems, and the overall document management challenge gets complicated real quick.

Consider that you have two fundamental types of documents; static documents and dynamic documents. Static documents will never change and need to be preserved and rendered as they currently appear. Dynamic documents change in relation to time and human interaction. Both types of documents can be either electronic or paper. Dynamic documents can become static depending upon lifespan, usage and most importantly, company policy.

Static documents require archival storage, a special type of storage that does not change once a document is archived.

Dynamic documents require collaboration enabling storage, a solution that maintains version control, user level security and easy access to documents.

Both static and dynamic documents require off site backup.

Not having a clear plan in this area can cost you your business. If you don’t know what file access, storage, versions and backup means, hire someone you trust that does know, asap. Contact us because we can help you out.