Monthly Archives - May 2015

From the Source – Success Story for PinPoint Scan and DMS Link for Legal

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Kyocera Makes Their ‘Case’ to Increase Productivity and Efficiency at a Law Firm

THE SITUATION

An effective document processing system is the backbone of any organization, particularly law firms. These firms organize, scan, and archive important records every day—and their success depends on retrieving those documents in an orderly, timely fashion. One such firm had been relying on a Ricoh MFP for scanning, Bates stamping, and filing documents. The device had limited capabilities. It forced the staff to develop its own method of Bates stamping; for instance, the administrative assistant had to set up a page-numbering protocol on the MFP, and then mark the hard copies to match the automatic system. When scanning to desktops, employees were forced to send scans to their e-mail addresses, save the attachments to their desktops, and then rename the documents. What’s more, there was no way to continuously scan large documents.

THE CHALLENGE & THE SOLUTION

When the firm’s equipment lease was about to expire, its administrators began looking for an alternate solution. Specifically, they were looking for a faster, more efficient system. Ricoh wasn’t able to offer more than an upgraded MFP with the same scanning solutions as its previous model. After thoroughly evaluating the situation, the firm’s office equipment dealer suggested employing Kyocera’s TASKalfa 5500i MFP and loading it with DMS Link, a proprietary business application that connects MFPs to existing document management systems. The dealer also proposed adding OmniPage for OCR capability, PinPoint Scan for added scanning capabilities, and most important, a custom Bates stamping script that would allow the firm’s employees to stamp their documents with a prefix, Bates starting number, and predefined footer.

THE RESULTS

The firm agreed to try the new system. The dealer worked with the firm’s IT company to install the device, which connected seamlessly to the existing system. The proposed solution lived up to the dealer’s promise: it immediately boosted productivity and efficiency. Scanning was quicker and easier than before, and employees were able to scan directly to their desktops from the MFP control panel. Plus, Bates stamping was automatic, accurate, and thorough.

THE BENEFITS

The Kyocera system was a cost-effective solution that fit within the parameters of the firm’s budget. It saved the staff time—employees no longer had to waste unnecessary hours devising homespun workarounds—and it boosted the productivity of the document processing system. At a law firm, or any organization that archives and retrieves crucial information, this kind of solution is vital to success.

From the Source – Success Story for SharePoint Connector and DMS Link for Healthcare

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THE SITUATION

Healthcare providers process a huge volume of paperwork every day. For these facilities, a streamlined workflow is as critical for internal efficiency as it is for patient care. Consider one of the largest urology groups in the nation. The medical practice took pride in its innovative and cutting-edge patient care, yet its administrative operations were far from state-of-the-art. It had been relying on an older competitive document imaging devices to support an antiquated, manual paperwork system that was housed in file cabinets and banker boxes. The office lacked any formal organization, and although it had a Great Plains database (a Microsoft Corporation product), it went largely unused. This outdated system was compromising the practice’s efficiency. Something had to be done before it began undermining the care of patients.

THE CHALLENGE & THE SOLUTION

When the lease ran out on the competitive devices, the group’s administrators asked a Kyocera dealer to assess their current workflow. The dealer immediately saw the need for an upgrade—specifically noting the inefficiency in manually processing invoices. The dealer proposed a solution that featured digital invoice processing and easily integrated with the existing Great Plains database. Plus, it would work seamlessly with Microsoft SharePoint should the office choose to migrate its archive. The dealer suggested installing two new devices—a Kyocera Multifunctional Printer and a Multifunctional Product —and equipping them with DMS Link, a Kyocera developed business application to help transition existing operations into a digital workflow. The Kyocera dealer also recommended OmniPage OCR to easily search documents, and SharePoint Connector to ensure seamless integration with Microsoft SharePoint. The Kyocera dealer worked so closely with the group’s directors and IT staff that the administrators chose not to look elsewhere. They were fully confident in Kyocera’s ability to provide them with the ideal total solution.

THE RESULTS

Kyocera’s MFPs and business applications met all of the group’s needs, and the accounting department began using DMS Link to reconcile inbound invoices with paid checks immediately. The administrators were so pleased with the solution that they had the dealer install Kyocera devices into all eight of their locations.

THE BENEFITS

The practice has also begun the transition from paper-based filing to an all-digital system. Its accounting staff processes invoices from multiple internal sites, and its staff shares secure, critical data through the network. As a result, the urology group is running efficiently— which means its doctors and nurses are tending to patients and not paperwork.

Toshiba e-STUDIO Products Attain Mobile Print Certification from the Mopria Alliance

Array of Toshiba Multifunction Products Meet Mopria’s Rigorous Mobile Print Standard


Toshiba America Business Solutions, Inc. today announced that 28 Toshiba e-STUDIOTM multifunction printers (MFPs) have attained certification by the MopriaTM Alliance for meeting its mobile printing standards for the AndroidTM operating system.

The Mopria Alliance – which Toshiba joined in September 2014 – is a nonprofit membership organization that promotes wireless printing from smartphones, tablets and other mobile devices. The organization’s aim is to bring together the mobile, software and print industries with the goal of aligning to a standard that ensures universal printing compatibility from any mobile device to any printer anywhere.

“We are very pleased that our e-STUDIO products have secured the definitive certification in mobile printing,” said Bill Melo, Toshiba America Business Solution’s chief marketing executive. “As smartphones and other mobile devices continue to proliferate, intuitive printing capability has been consistently identified as among the top needs of mobile professionals. We are pleased to be able to provide smart mobile printing solutions to our customers.”

According to information technology research and advisory firm, Gartner, mobile phones, tablets (among others) will represent 80 percent of device spending by 2017*.

The following Toshiba e-STUDIO series are now Mopria certified:

A3 color MFPs:

A3 monochrome MFPs:

A4 MFPs:

* Latest firmware will be required.

* AirPrint plug-in will be required.

* The availability of some products may vary from country to country.

Click-to-Tweet: Toshiba e-STUDIO Products Attain Mobile Print Certification from the Mopria Alliance 

*Source: Gartner, Mobile Device Trends Show Hidden Mobile Tax on Software Licenses, Roberto Sacco, Lori Samolsky, 20 April 2015

About Toshiba America Business Solutions, Inc.

Irvine, Calif.-based Toshiba America Business Solutions, Inc., is an independent operating company of Toshiba Corporation, a Fortune Global 500 company and the world’s eighth-largest integrated electronics manufacturer. TABS provides printing, scanning and copying solutions, managed document services and digital signage for businesses of all sizes.

The company’s award-winning e-STUDIOTM copiers and printers provide quality performance with the security businesses require. Complementing its hardware offering is a full suite of document workflow, capture and security services includingEncompassTM, the company’s industry-acclaimed Managed Print Services program. Encompass enables clients to print less and optimize workflow while improving energy efficiency.

TABS’ ElluminaTM digital signage offering includes all of the hardware, software and services needed to implement both static and interactive digital signage installations. TABS provides content creation and management, displays, integration, installation and project management services as well as financing for solutions ranging for a single screen to the biggest arenas and stadiums.

TABS is comprised of five divisions: the Electronic Imaging Division; the Toner Products Division; the Document Solutions Engineering Division; the International Division; and Toshiba Business Solutions (TBS), a wholly-owned subsidiary corporation of TABS, that operates a network of office equipment dealers located throughout the United States.

About the MopriaTM Alliance

The MopriaTM Alliance is a non-profit membership organization of leading global technology companies with the initial goal of simplifying printing from smartphones, tablets and other devices. The Alliance develops and promotes technology standards that deliver an intuitive experience connecting different devices and mobile operating systems. The adoption of these standards allow users to seamlessly interact with a printer, regardless of brand. Plus, app downloads and setups for new mobile devices or printers will become unnecessary. Look for Mopria certified printers and accessories for simple printing with Mopria-enabled mobile devices. Learn more at www.mopria.org.