The Datamax Thinking Blog

You and your co-workers are the first line of defense when it comes to information security. A security awareness training program will help to stop data leaks.

You’ll rarely see a lawyer sweat. But if you want to, just mumble the term “data breach.”

Hackers are targeting law firms. This probably isn’t new news to you – the FBI has been giving this warning since 2009. And law firms keeping their data secure is becoming increasingly top of mind. What can firms do to keep themselves from being another cyber victim? 

Security awareness training is quickly becoming law firms’ go-to method of adding that extra, needed layer of security to their data, with 49% of firms having security awareness training programs in place – and for law firms with more than 350 attorneys, that number increases to 86%.

For sharing and storing electronic files in a law office, PDF is often your best file format choice.

In the legal industry, in order for a document to be admissible in court it must be in a format that cannot be altered without leaving an electronic trail.

Though there are quite a few file format options (TIFF, JPEG, or GIF) that are unalterable without also creating an electronic trail. Print documents can be scanned and saved to these formats. Born digital documents can be saved to these file formats. But there is one option that is the most economical and practical – PDF. 

Copiers break and need to be repaired. Here are 9 ways we ensure maximum uptime for your copiers and other office equipment.

When we buy equipment – whether it’s personally or for business – we all just assume it’s just going to work.

But should we?

Take cycling for example; a cyclist doesn’t just hop on their bike and cross their fingers that the ride goes smoothly. They make sure they have the correct air pressure in their tires, they oil their chain, run through their gears to make sure they’re switching correctly, and then bring along a spare tube for their tire (just in case) and THEN they head out for their ride.

Managing copiers can suck a lot of time from your day. Did you know existing functionality on your copier can help with that?

Happy Monday! You walk into the office and immediately have to troubleshoot because an unscheduled firmware upgrade decided to play havoc on your users’ copier connections in the office. Aren’t Mondays already hard enough?

You know how it feels to clean your house? How great it feels once you finish and you know it’s something that has to be done, but no one (other than Martha Stewart maybe) actually enjoys doing it?

Rather than guessing at your document output and printing needs, your managed service partner will identify the right mix of office equipment to meet your ACTUAL printing and output needs.

Managed Print Services in a nutshell:

You pay for a set number of prints and copies per month (and a pre-determined fee for anything over that set number) from equipment managed by your partner. 

Reduce costs, enhance security, better efficiency, and improved customer service are 4 well-documented benefits of electronic workflows.

A typical law firm processes thousands of physical documents every year, anything from pleadings, motions, contracts, wills, trusts, evidence files, leases, deposition transcripts, etc. 

The majority of those paper documents and that information are handled through manual processes – inefficient legal manual processes.

Practicing law is hard enough. Having to rely on paper makes it even harder.

For the office managers behind the scenes, making sure that lawyers have the information they need, helping to sort through invoicing, and having to deal with the hundreds of details and tasks that keep the firm operational; the last thing you need are manual processes to deal with.

Paper everywhere. Case files stacked on lawyers desks (and chairs, filing cabinets, floors, everywhere) and, because multiple people on the team need to use the same files, you have to make – and keep up-to-date – all of the documents in that file for each member.

It’s better to have a partner than someone just selling you something. Asking these questions will help you find that partner.

Partnering with an office equipment provider to purchase equipment, guide your document automation efforts, or a pursue a managed print services strategy is a big investment in both time and money. That’s why when choosing a partner, it’s critical that you ask them the right questions and that they give you honest answers.

Your office equipment is a key piece of delivering your own customer service. You need a partner that can deliver fast, accurate service to your equipment.

It’s safe to say that if we pay for a service then we want great service and satisfaction. Why should we expect anything less, right?

And since customer satisfaction is a big deal in pretty much every industry, it’s no surprise that it’s one of the top priorities for law firms – securing and enhancing customer relationships through insight, speed, flexibility, and responsiveness.

But what happens when your entire network crashes

Does your technology partner have a formula for ensuring you become a technology FANATIC every step of the way?

Today more than ever the business of technology has become a workout and for many customers, a thorough beating when it comes to service and support.  Whether ranting or raving, 58% say they are more likely to tell others about their service experiences than they were 5 years ago. (Source= Zendesk)  For many customers, the prevailing feeling regarding business technology is...