Robotic Automation Can Enhance Employee Value

Despite common fearful connotations surrounding artificial intelligence; it is already becoming commonplace in today’s business sector via automation. For example, we see chat bots in websites that respond with automated responses catered to the specific inquiries.

Robotic Process Automation (RPA) is an emerging technology practice that streamlines enterprise operations and reduce costs. It is a way for businesses to automate processes to boost employee productivity while enhancing cost-effectiveness. RPA examples include can include software bots that take care of tedious tasks such as data entry, invoice processing, sales order, payroll, employee on-boarding, User termination etc.

Enabling the automation of repetitive mundane tasks empowers employees to redirect their attention to creative and strategic projects whilst the tasks at hand are addressed. If employees at large are more involved in creative advancement of the overall organization, that can prove beneficial and cost-effective for companies and organizations.

This content was in reference to this report.

Why Organizations Need Expert Support When it Comes to Print Security

Data security used to be a concern relegated to large enterprises. Small and medium size business (SMB) owners were more likely to worry about their information security as customers than in a business context. But as the digital age evolves, the security threat landscape is becoming more complex, and SMBs are increasingly in the crosshairs. Nearly half of all cyber attacks target small businesses, and the losses aren’t small. In fact, the average loss for every 100 compromised records is $25,450 – to say nothing of the damage a breach could do to your company’s reputation.

Although a Xerox study showed that more than 40% of businesses still rely primarily on paper processes, most don’t make print security a priority, choosing to focus instead on their desktops, laptops and servers – if there’s a security plan in place at all. Hackers know this.

Many businesses don’t appreciate the seriousness of the risk. Today’s new multifunction printers are going beyond print, scan, fax and copy to truly help SMBs increase productivity and improve the way they work. But left unsecured, any intelligent networked device can act as an open door to the network if left unprotected. Reports of MFPs being hacked through open ports is becoming more common and demonstrates the need to ensure devices are protected from unauthorized access.

Another surprising risk comes from your people themselves. From BYOD to paper left in the printer tray to simple mistakes made by a busy employee, team members, though well intentioned, can be a serious security risk, one that is likely to fly under your radar. Fortunately, there are several ways to minimize the risks to your business, and they are surprisingly easy to manage.

Assess the Threat

If you’re a larger organization with a diverse printer fleet, you should strongly consider enlisting the help of a Document Management Services (DMS) provider to assess device, fleet and enterprise document security. An assessment will locate the existing points of vulnerability and help you put a customized security plan in place that takes into account all factors, from user access to what to do with the device and its stored data when it’s time to upgrade. 

Integrate Device Protection

Hard drive encryption is standard on most MFPs, along with data overwrite features. Data overwriting can help you safely upgrade to a new device when the time comes, without worrying what information is leaving with it. A sound, comprehensive device protection service ensures that your MFPs do not provide open access to the network, and that all open ports are closed as needed. Lastly, enabling automatic firmware and software updates means you never have to worry about installing patches or making other manual adjustments. You’ll always have the most up to date protection, without any interruption to your workflows, or assigning additional responsibilities to your team members.

Secure Your network

There are a number of ways to make your MFP more secure. The most common way is to encrypt print jobs to make it safe for sensitive documents to be printed via a wired or wireless network. Xerox MFPs use a comprehensive set of capabilities to prevent malicious attacks and unauthorized access. Those devices enabled with Xerox® ConnectKey® Technology also feature McAfee® Embedded Control technology which uses application whitelisting technology to protect its devices from corrupt software and malware.

Regain Control

Few business owners restrict print access because most don’t realize the threat posed by unrestricted printing. While your team members will likely never put your business at risk deliberately, mistakes like leaving critical data in a printer tray can easily lead to a breach – not to mention the print costs that add up when people print documents they don’t need. PIN and pull printing enables print jobs to be saved electronically on the device, or on an external server, until the authorized user is ready to print them. The user provides a PIN code or other authentication method such as a swipe card, or fingerprint to release the print once they’ve arrived at the printer. No more wasted paper, and no more unsecured information sitting in the printer tray. Access controls can also ensure that only authorized users can access your MFP’s functionalities, an important feature when you’re using a printer with app technology, or one that holds sensitive information on its hard drive.

Monitor Your Devices Now and Into the Future

The more devices and employees you have, the more complicated the task of understanding what is being printed, scanned and copied where and by whom. A knowledgeable DMS partner can integrate print management tools that will allow them to monitor and track the usage of every MFP in your organization, giving you valuable feedback like which devices are being used, how, and by whom. This is an important piece of the puzzle as it not only protects the security of your devices and the information they store; it can ultimately lead to reduced costs and a more effective document management system.

For most businesses, print security is an overlooked risk and an under-appreciated benefit. By entrusting a DMS provider to build an integrated approach to print security, you can protect your most valuable asset, your data, in a way that is hassle and headache free.

Optional: Contact us today and let’s have a conversation about how Document Management Services can help you protect your business.

Goals You Need To Reduce IoT Device Security Risks
Reducing the likelihood of Cyber-security and Privacy Risks for IoT (Internet of Things) devices are becoming an increasing concern for both the private and public sector. However, “reducing risks” is a broad concept which needs to be clearly broken down into specific goals and steps.  Here are three goals in IoT device security that will help your organization reduce cyber-security and privacy risks.

Goal 1: Protect Device Security.

Prevent a device from being used to conduct attacks.  Here are risk mitigation areas to help achieve this goals:

  • Asset Management: Maintain a current, accurate inventory of all IoT devices and their relevant characteristics throughout the devices’ lifecycles for cybersecurity and privacy risk management purposes.
  • Vulnerability Management: Identify and eliminate known vulnerabilities of IoT device software and firmware in order to prevent a security breach.
  • Access Management: Prevent unauthorized and improper access to IoT Devices by people, processes and other computing devices. 
  • Device Security Incident Detection: Regularly monitor and analyze IoT device activity for signs of incidents and suspicious patterns.

Goal 2: Protect Data Security.

Protect the confidentiality of data including Personally Identifiable Information (PII) collected by, stored on, or transmitted to or from the IoT device.  Here are risk mitigation areas for Goal 2:
Data Protection: Prevent access to and tampering with data at rest or in transit that might expose sensitive information or allow manipulation or disruption of IoT device operations.
Data Security Incident Detection: As mentioned previously in Goal 1, this is a highly important step in achieving this goal.  Be sure to regularly monitor and analyze IoT Device activity for signs of incidents!

Goal 3: Protect Individuals’ Privacy.

Protect individuals’ privacy impacted by PII processing beyond risks managed through device and data security protection.  Here are some Risk mitigation areas for Goal 3:

  • Information Flow Management: Maintain a current, accurate mapping of the information lifecycle of PII.
  • PII Processing Permissions Management: Maintain permissions for PII processing to prevent unpermitted PII processing.
  • Informed Decision Making: Enable individuals to understand the effects of PII processing and interactions with the device and resolve problems.
  • Privacy Breach Detection: Monitor and analyze IoT device activity for signs of breaches involving individuals’ privacy.
The contents of this email was based on a report by the National Institute of Standards and Technology (NIST).  The full report can be found here.

If you would like to learn more about improving your organization’s IoT Security, contact us!

What To Look For When Procuring IT Storage

Note: Some links in the following article links back to the Compulink E-Store for product information. The E-Store is a password protected website and requires user account for access. Registering for an account is 100% free and quick. Click here to sign up!

When refreshing your organization’s IT storage hardware, it is important to understand what to look out for during the purchasing experience.  After years of assisting various organizations and government agencies with their IT storage infrastructure, we have identified three important characteristics to consider when buying storage hardware.

Performance

Storage performance refers to the speed at which data transfers within a device or from one device to another. The speed of storage device is crucial especially when handling high volumes of data. As the usage of data increase, the performance of the drive where you store them must increase. Consider buying hardware storage device(s) with great performance, well HPE 300 GB 2.5″ Internal Hard Drive – SAS – 10000rpm – Hot Pluggable – 1 Pack is your best bet. This HPE drive offers the highest level of performance and reliability for your most demanding application workloads.

Capacity

Capacity is the amount of data that a storage device can store.If you work with data every day, you need to have Storage device that can handle all your data instead of buying different drives. That is where capacity of your drive is crucial. Don’t wait until you run out of space to store your data. Check out this product to get an understanding of what high capacity looks like!

Data Safety

Data safety refers to the durability of your drive and how you handle it. As much as performance and capacity of storage device is concern, the safely of a drive is more important. Both the drive’s quality and how it is been handled (used) is very important. Buying external hard drive can save you headaches especially when you are in an environment that you can’t access your information on cloud or internet. Do you will need that safe and secure storage device? Well its one click away.

If you would like to learn more about Storage solutions that will meet your needs and optimize your tech infrastructure, click on the image below to learn more!

How To Maximize Your ROI On Document Management Services

Though document management sounds like a complicated process that’s reserved for large corporations, it’s actually something that every organization – of every size – does every day. In fact, your office is doing it right now as we speak. Simply put, document management is the printing, copying, and filing you do daily; it’s how you interact with the documents you use to get your job done. It’s also key to helping your organization improve productivity and security, and to everyone’s favorite benefit, reducing costs.

Despite talk of the “paperless office,” some 40% of all organizational processes are still document driven, according to a survey by Xerox.  Switching from paper to digital workflows has the power to transform the way your organization operates. In addition to saving time and money, digitizing paper processes can enhance collaboration, and even help to secure your data, a concern which should definitely be at the top of your list.  

True digitization involves creating an end-to-end solution that includes document routing, storing, sharing and printing. It should also incorporate mobile print and cloud solutions, as well as state-of-the-art security. Lastly, it should automate your most complex document workflows to make your work day easier.

Here are a few simple guidelines to help you know you’re getting the maximum ROI on your document management investment.

It Boosts Security

Your document management should absolutely be addressing document security. Did you know that 43% of all cyber attacks that occurred in 2015 targeted small businesses? Or that a survey done by Keeper Security and Ponemon Institute found that half of all small businesses in 2016 had experienced a security breach within the past year?

The Xerox Small Business Solutions blog writes, “The security threat landscape is enormously complex, requiring businesses to protect everything from their devices to their data and their networks, with many often overlooking the security vulnerabilities of today’s advanced multifunction printers (MFPs). For many SMBs, the answer is putting data security in the hands knowledgeable MPS provider with access to a range of services and tools which can be adapted and expanded as business needs change.

It Lessens Your Workload

An effective document management solution should simplify the workflows you rely on every day – not create new ones.

A truly effective digitization strategy should allow you to use your digital documents the same way you do your paper documents – meaning, you should still be able to annotate, collate, and collaborate any way you see fit. Your scan/capture solution should allow you to create editable, searchable files that can be scanned right into existing document repositories, applications, and document management systems to simplify and automate your workflows. Done well, this should significantly reduce the amount of time and energy you’ll spend searching for information.

Printers and multifunction printers (MFPs) with Xerox® ConnectKey®  Technology enable you to scan directly into a breadth of cloud-based services including Google Drive, Dropbox, Box, OneDrive and Office 365, while ConnectKey Apps simplify the way you scan and share documents to and from email accounts, DocuShare or Microsoft Office tools. Read here for more about devices that might be right for your business.

The Xerox CapturePoint Transformer App lets you streamline your document workflows even more by securely scanning documents and importing them directly into the proper apps, transforming paper into editable, actionable information. You can even create customized workflows such as scanning to email, FTP, shared network folders, USB and multiple destinations.

It Drives Real Value

Digitization should go beyond convenience to drive real business value. Results from IDC’s Content Workflow Automation Survey showed that organizations who made strides toward digitizing, automating, and optimizing their document workflows:

  • Reduced the percentage of time spent on document-related tasks each week by 17.2%
  • Saved an average of 3.1 hours each week on document-related tasks
  • Experiences a 3% reduction in paper documents
  • Decreased the time spent looking for and/or recreating lost or misfiled documents by 12.5%
  • Reduced the costs of storing documents by an average of 41.2%

Source: idc.com

The Role of MPS

Managed Print Services (MPS) provides a bridge between paper and digital. Naturally, digitization starts with scanning. But scanning in terms of digitization is complex. Digitization should be approached as an end-to-end strategy and most businesses need guidance when it comes to implementing an effective solution. Simply scanning document-by-document leads to additional challenges rather than lessening them. An MPS assessment can show you how to integrate digital and hard copy processes so that information flows smoothly, predictably, and efficiently throughout your organization. By implementing an end-to-end MPS solution that includes print, document workflow, cloud technology, security and mobile, you can accelerate your digital transformation and achieve the maximum benefits.

Better document management is a truly transformative process that can help you work better, more securely, and with lower operating costs. If you’re not sure where to start, our team can alleviate many of the pain points that have prevented you from making the switch – challenges like investment costs and potential disruption to your existing business processes.

Contact us today for an assessment and we’ll help you explore the returns you can expect for your document management investment.

Now Coming To Government Agencies: Apple Products!

Compulink Technologies has been authorized as a government reseller for Apple products.  That’s right! You read it correctly!  Now we can work with the City, State, and Federal Government on procuring the top-notch Apple Products.  In addition to the tremendous plethora of products and services we have to offer from top vendors such as Microsoft, Cisco, Dell, HPE, HPI etc. we now offer Apple products!

Contact us ASAP so your agency can procure Apple products today!

And let’s not forget some more exciting updates:

Compulink Technologies is an MBE Certified Firm that has been bringing top-notch IT Service solutions to businesses and government agencies across the nation since 1986.

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