The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.

The Duck Dive—How to Survive Your Mounting Wave of Paper Documents

The duck dive is an essential part of being a competent surfer. Did you know its technique can also help organizations confidently dive through and conquer their mounting waves of paper documents?

Before we get started, I’ll openly admit when it comes to surfing I’m a Barney, and a bit clucked when it comes to big waves—especially when sailing on an ever-dangerous and highly-demanding ocean cruise. As a cruise is about as close as I’ve been to the really big waves, I have always admired the tenacity and fearlessness of the surfers who ride them.

Topics: Document Management Partnering Document Workflow

Did You Know: Energy Efficient Copiers Lower Utility Bills – A Lot

Call Out: Inefficient office equipment costs you more to “keep the lights on.”

You turn the lights off when you leave a room (or have motion sensors do it for you), adjust your cooling and heating to economize during non-work hours, but are you taking advantage of the energy-saving opportunities of your office equipment?

Topics: Office Equipment Did You Know?

Every Law Office Is Worried About Document Security

Law offices need to look inside the IT perimeter to ensure security for copiers and client documents.

Email management is no longer the biggest concern for legal IT departments.

Whew, right?

Not so fast, the number 1 concern now: security management.*

Security of information is crucial in the legal community. With so much personal and privileged information to keep safe, it’s no wonder that 23% of the questions from the International Legal Technology Association’s (ILTA) 2015 IT survey report were focused on security-related questions.

Topics: Security Legal Tips and Tools

Did You Know: You Can Scan Directly to SharePoint

If you’re scanning and then manually adding documents into SharePoint, you don’t need to be.

Many of you use SharePoint as a collaboration and document management tool for your office (either as a standalone product, in the cloud, or in conjunction with Office 365).

SharePoint is a secure place for you to store, organize, share, and access information from many devices and locations.

Topics: Scanning Did You Know?

Order in Your Office: The Case Against Paper Files

Are you hoarding paper documents that you don’t really need?

Legal departments within companies and law offices in general are often resistant to the idea of paper-less processes. Research* indicates that “Legal” is most resistant of any department to paper-free work processes.

 Look around your office, how much space is given over to paper files? How much are you spending each month for off-site file storage?

Topics: Document Management

Squeeze More Out of Your Day: 7 Tips to Stay On-task

Looking to get more out of your day? These seven tips will help you check off at least most of the items on your to-do list.

1. Eat your frog.

Well, not literally (I mean, unless you like frog legs); but in the productivity sense - this is great advice from time management expert, Brian Tracy. Don’t “warm up” to work. Dive in. Begin your day by tackling your most important (which can be, but isn’t necessarily your most time-consuming) task. 

Topics: Productivity Tips and Tools

The Multifunction Copier – Smaller Footprint, BIGGER Productivity

Want a smaller copier without compromising functionality or productivity? Multifunction copiers aren’t as big as they used to be…

As the saying goes, good things come in small packages. A multifunction copier is one of them. 

Big Productivity, Small Footprint

Most of the time when people imagine a multifunction copier, they still envision this clunky, gray, off-white or white, couch-sized (okay, at least a love seat) piece of equipment –

Topics: Office Equipment Productivity Tips and Tools

Stop Your Courier Pony Express With E-Filing

E-filing becomes mandatory for civil matters in Texas courts on July 1, 2016. Are you ready?

During its 19 month life, the Pony Express was the fastest way to move information from coast to coast. Leaving from St. Joseph, MO or from Sacramento, CA; the relays of riders could make the 2,000 mile trip in 9 to 12 days.

Couriers are important. Wells Fargo began as a courier service, transporting packages and gold (remember all those stagecoach robberies in those old Westerns?).

Topics: Document Management

Did You Know: You Can Track Printing

Print tracking tools help you understand where you’re incurring costs, so you can get them under control.

It’s a question we are asked often: “Can I track how much my office prints?” Office print tracking captures and records information about your office’s printing behaviors.

You can’t plan for what you can’t measure. And not knowing the total number, length, etc. of what documents are being printed and by which department and individual makes it difficult to ensure that printing costs are under control.

Topics: Print Management Did You Know?

Greener Printing, Greener Bottom Line, Greener Practice

Green isn’t just environmentally friendly. It’s also friendly to your firm’s budget.

“It’s not easy being green.” – Kermit the Frog

Despite Kermit’s lament, it’s a lot easier to “be green” than you may expect – especially with your printers, copiers, and other office equipment. While copiers and printers can contribute to the digital and physical landfills, when it comes to industries that make lots of copies (like the legal industry), they can also be key components within a company-wide green initiative.

Topics: DatamaxGreen

8 Document Prep Tips for Smoother Scanning

Scanning paper documents seems simple, but can turn into a pain very quickly. These tips ensure the process stays simple.

Time to scan the documents (and yes, since you can’t hear my inflection or in case you don’t remember this gem from the 80s, that was a reference to the Dunkin’ Donuts’ commercial).

When it comes to capturing paper documents, regardless of the type of device you’re using, there are a few tips on how to prep documents for scanning that can make the process as painless, efficient and fast as possible.

Topics: Productivity Tips and Tools