Monday, July 17, 2017

Calling All NONPROFITS...

It's that time of year again...Modern Office Methods' (MOM) annual nonprofit campaign, Jump START Your Nonprofit, has officially launched registration today at www.momnet.com. This is the 8th year that MOM is running the contest for local nonprofits in Cincinnati, Columbus, and Dayton, OH. Local nonprofits have a shot at one of 3 - $10,000 office technology makeovers that can include: color copiers, black / white copiers, multifunction systems [copy/print/scan/fax], scanners, fax machines, document management systems, and managed network services.
Registration is open until Wednesday, November 1 at 5pm. After registration ends, the MOM team will select 10 finalists in Cincinnati, Columbus, and Dayton. These 30 finalists will battle it out over a week of online voting. They will campaign on social media, at their charity events, and vie for the title of 2017 Jump START Your Nonprofit Winner. The top vote-getter in each city wins the $10,000 prize. Winners will be announced the week of November 20, right before the Thanksgiving Holiday.
Check out the pictures below from last year's winners with their big checks at The Rusty Ball in Cincinnati, OH. Who knows...maybe this year your favorite nonprofit could be holding up on of MOM's big checks! Register today at www.momnet.com.

Wednesday, July 12, 2017

Service Excellence in Your Digital Workplace Doesn’t Just Happen


Terminology changes but the basics of office productivity do not. Digital workplace is a term that cropped up two or three years ago. Generally, it refers to the tools that workers use to do their jobs productively. Today, productivity depends largely on how efficiently and cost effectively workers manage information. And to manage information, offices still rely on basics like document solutions, document workflow, document management solutions, office copiers, multifunction printers, print management and so on. 

Acquiring, implementing and supporting digital workplace products and services can be complicated and time-consuming for office staffs. That’s why many businesses turn to us. We take our role seriously. As digital workplace experts, we decide which products to sell and support with an eye to what’s best for our customers. That’s why we are a Ricoh/Savin/Lanier authorized dealer. 

With the Ricoh Family Group behind us, we believe we’re in the best possible position to support digital workplaces with the service excellence you expect. Here are a few of the reasons you can trust us with your business: 

Award-winning technology. Products that lead the industry in quality and reliability minimize downtime and disruption in your business.

Training and certification. Our factory-trained service technicians are certified based on strict standards. Ongoing, they keep your solutions up to date with subsequent training, technical bulletins and access to firmware upgrades.

Ability to maintain superior uptime. When necessary, our technicians can escalate issues to Ricoh’s certified technicians. Dedicated to support authorized dealers, these technicians are just a phone call away.

Consistency. We deliver technical support services that adhere to the manufacturer’s guidelines. Inconsistent, improper or untimely maintenance and repairs can cost you more in the long run.

Genuine Ricoh/Savin/Lanier parts and supplies. Using the manufacturer’s parts and supplies is recommended for product performance and longevity.

All this is to say that service excellence doesn’t just happen. It is the result of the right attitude, people, products, knowledge, skills and processes.  

Further, as a Ricoh Circle of Excellence member, we’re proud to let you know that we go the extra mile with business planning, formalized processes, certifications, customer satisfaction surveys and more — all of which improve the services you receive.

To understand more – please see us at www.momnet.com!



Wednesday, June 21, 2017

Managed Print is as Easy as 1-2-3

Managed Print Services (MPS) present an extremely valuable solution for businesses who want to control their printing costs and improve workflow. Offices across the globe and right here in Ohio are realizing enormous savings of both money and time as a result of outsourcing all of their printing needs to a single, trusted vendor, like Modern Office Methods. While no two companies are exactly alike, the process of implementing MPS is a strategic and clearly-defined proceeding. When making the decision to proceed with an MPS solutions, it is certainly beneficial to understand the steps involved and what to expect. 

Utilizing our Print Savings Estimator is a quick way to estimate how MPS can impact your office. Simply enter the number of employees at your office and learn about the average savings over 1 and 5 years. Monetary savings is, of course, outlined as well as the savings on paper, trees, and waste. 

MPS Savings Calculator

1. Controlling the fleet: 

In the initial stage, organizations implement MPS in order to gain control of their hardcopy fleet. Companies entering into this stage are often surprised at the cultural resistance encountered from their staff, as well as the actual number and variety of devices that are being deployed within their agency. The main objectives of this stage include centralizing the decision-making operations within the fleet and assessing usage patterns.
 

2. Optimizing your operation: 

During the second stage, organizations move from gaining control of the fleet to optimizing it. Here, companies ensure that devices are being deployed and positioned in a cost effective way, while effectively supporting the needs of their end users. This requires an increasing level of service from service providers in order to track device usage, and to actively manage the fleet. 

3. Enhancing beyond the fleet: 

In the final stage, organizations begin to look beyond cost reduction or containment, to actually improving their performance and business processes by implementing electronic document workflow, document management, document repositories, scanning solutions and other activities that actually enhance and improve basic business processes. At this level, MPS vendors bring an entirely new set of skills and abilities to the table. In fact, the vendor moves into a “consulting” role versus just providing hardware, supplies, and maintenance management services. This stage also requires that the vendor intimately understands the customer’s industry and business model.

The idea of implementing an MPS for your organization may seem like a daunting challenge. However, it has evolved into a routine, well-established process that can also be customized to the individual needs of your business. MPS deployment is a long-term engagement and will likely impact almost every aspect of an organization—but for the better! A well-executed MPS solution will enable your business to experience both immediate and long-term cost savings.

Thursday, June 8, 2017

Top 5 Savings Thanks to Document Management

If updating one of your office processes would contribute to savings across the board, wouldn't you do it? ABSOLUTELY! Converting your documents from paper to electronic versions will lead to an abundance of savings. We’re not just talking about money—although you'll certainly save that, too.


Here are 5 key areas in which your company will experience savings with the help of a document management system:

Time – By working with digital documents, rather than paper ones, you won't waste time manually filing and retrieving documents or searching for lost or missing documents. Instead your time can be spent more productively. Electronic documents can also be distributed in a fraction of the time as their paper counterparts, speeding up your customer service processes.

Money –The cost of physical storage for paper documents adds up, including filing cabinets, off-site storage, and perhaps the biggest expense, the manpower to manually file and retrieve paper documents. Additional savings comes from reducing the amount of postage, ink/toner, and paper your business uses. Not to mention the costs associated with lost or missing documents, the replacement of which is estimated at $250 per document.

Space – Electronic documents take up a fraction of the space that paper versions do. Off-site storage becomes unnecessary and the space once taken up by filing cabinets can be put to better use.

Legal Woes – Document management provides access controls, protecting sensitive or classified information by limiting who can access it. Audit trails track everyone who views and edits your documents. These measures help businesses ensure regulatory compliance.

Your Business – Yes, most important of all, a document management system can help save your business—from going out of business. Paper files and records can be irretrievably lost due to corporate espionage, fire, flooding, or natural disaster. Thanks to disaster recovery, your company can literally rise from the ashes and get back to business fast.

Learn more about Document Management Solutions for your business from Modern Office Methods.

Tuesday, May 9, 2017

Greening Your Business with Document Management

Document Management enables you to digitize the paper-driven processes in your office, promoting efficiency and optimizing your use of resources. Converting manual paper processes into automatic electronic processes has become increasingly popular with companies all over, and with good reason. Besides providing businesses with savings in both time and money, Document Management will reduce the carbon footprint of your office, making it a win-win situation. 


Here’s how Document Management will help green your business:

Use less paper – Office paper has an enormous impact on the environment, and according to Reduce.org, the average office worker uses 10,000 sheets of copy paper each year. Document Management enables companies to securely distribute documents electronically, eliminating the need for multiple versions to be printed or copied for distribution. With more work done online, the paper trail is shortened, reducing the amount of paper your office consumes on a daily basis. Not to mention reducing the natural resources needed to create more paper, as well as the energy consumed and pollution resulting from the production process.

Reduce document storage – Storing and managing your documents and files electronically rather than physically in storage cabinets is much more environmentally friendly, reducing the real estate/facilities needs for storage, and the associated energy consumption.

Eliminate waste – According to the Natural Resources Defense Council (NRDC), the typical office disposes of about 350 pounds of wastepaper per employee, per year. Less paper printed leads to less paper discarded, reducing the amount of waste created by your office. As well as energy consumed shredding printed documents containing sensitive or confidential information.

Transmit rather than ship – Converting your documents to digital versions not only increases the speed with which this information can be shared and distributed, but reduces the amount of energy previously consumed transporting the hard copy versions.

Automate business processes – Forms can be filled out electronically, complete with electronic signatures, removing paper from the process. Electronic fax transmissions can be automatically routed via a server and initiate a workflow, without ever printing the original document.

Learn more about Document Management Solutions for your business from Modern Office Methods.



Wednesday, April 5, 2017

Modern Office Methods Acquires Full Service Networking

Leading office equipment provider expands technology offerings to include IT and networking services


Cincinnati, OH (March 31, 2017) – Modern Office Methods (MOM), a leader in managed print services and document strategy throughout southern and central Ohio, announced the acquisition of Full Service Networking (FSN), a Cincinnati-based managed information technology company. The acquisition expands MOM’s focus on total document solutions with complementary capabilities in network performance, data security and cloud services.

“Full Service Networking has built a solid reputation on its comprehensive approach to IT solutions, and we’re excited to integrate this parallel expertise and become a full-service provider of technology solutions for our customers,” said Kevin McCarthy, president and CEO of MOM. “MOM got its start as an office equipment reseller nearly 60 years ago and has steadily grown by innovating with changing technology. Our acquisition of FSN marks a significant milestone in our growth and evolution as it enables us to address the comprehensive opportunities and threats that businesses confront as a result of technological advances.”  

“With the increasing risk of security vulnerabilities surrounding office technology, FSN’s technical know-how is a big advantage for us,” added Steve Bandy, MOM’s senior vice president. “While MOM will continue to optimize the document outputs of our clients’ copiers, scanners and printers, the addition of FSN allows us to present clients with a more holistic approach, addressing all aspects of office technology.”  

FSN will continue to operate as a separate entity, maintaining its current operations, office locations and roster of team members while becoming a wholly-owned subsidiary of MOM.

Rick Maxwell, FSN’s president, approached MOM about the possibility of an acquisition that would facilitate the collective leveraging of industry knowledge, resources and partner relationships while broadening the value proposition for the businesses’ clients. As a member of the McCarthy family and the former president and a 20-year associate of MOM, Maxwell had it on good authority that the integration of cultures, expertise and teams would create opportunities all around.

“I’m thrilled to be working alongside family once again,” Maxwell shared. “We’ve been growing separate, yet similar, businesses side-by-side for quite some time, and being able to combine and leverage our knowledge and resources while growing FSN’s geographic footprint paints a very promising future.”           

###

About Modern Office Methods: Modern Office Methods (MOM) offers a full suite of office automation products, integrating managed print services and various state-of-the-art technologies that enable its clients to reduce costs and improve productivity. MOM's complete product lines from Ricoh/Lanier, Canon, Samsung and HP enable it to offer clients the convenience of one-stop shopping for their office equipment and support needs. With offices in Cincinnati, Dayton, Columbus and Zanesville, Ohio, MOM has been enhancing its clients' effectiveness and productivity for nearly 60 years. www.momnet.com

About Full Service Networking: Full Service Networking (FSN) is a leading technology company specializing in managed and co-managed IT services. Founded in 1987, FSN offers outsourced services that ensure clients' uptime network performance, data security, business continuity and overall office productivity. FSN services are supported by relationships and certifications with the world’s leading technology companies, including Microsoft, VMware, Veeam, HP, Hewlett Packard Enterprise and SonicWALL.

FSN collaborates with hundreds of organizations to select and implement technology investments that increase productivity. Regular system monitoring, backups, upgrades and preventative maintenance by FSN eliminate downtime, increase security and reliability, while reducing network support costs. A 99.5% uptime performance guarantee of hosted network infrastructure reflects the company’s commitment to being a trusted business partner. Headquartered in Cincinnati, FSN serves small and medium-sized businesses, educational institutions and nonprofit organizations. www.fullservice.net

Tuesday, March 21, 2017

Have you taken the time to plan for the worst?

Everyone likes to think their business is immune from natural disasters—like fire or flood — or cyber-attacks like ransomware. But the truth is, many businesses are dangerously unprotected and many business owners are misinformed about their backups and more importantly their disaster recovery capabilities.
"Without an iron-clad backup and recovery plan, your business is at risk.  75% of small and midsize businesses rank data loss as the most significant risk to their business.” – Applied Research
For most small to midsize businesses, a week-long outage can mean complete business failure.

Our backup and disaster recovery solutions are designed to provide you with peace of mind and to strategically protect your business documents, data, and programs from any type of data loss event. We will work with you to customize a plan based on your needs to retrieve files or recover entire systems in the event they are lost or destroyed — usually in a matter of hours!

Contact us for a FREE IT ASSESSMENT.


Backup & Recovery Solutions:

Eliminate downtime | Include multiple backup locations | Ensure business continuity | Quickly restore servers | Data encryption in transit & at rest | Remote management & monitoring

Thursday, March 2, 2017

4 Steps to Easily Improve Data Security at Law Firms

Ricoh's workintelligent.ly blog is set up to help every major vertical and their Legal section is no different. They breakdown their Legal information into 3 categories: Practice Innovation, Risk & Security, and Legal Operations & Technology. Below is an article we would like to share with our readers from Stephanie Kurtz, Senior Manager, Advanced Services Strategy, Ricoh USA, Inc. and it falls under the Risk & Security category.

Small law firms tend to think that they’re safe from becoming the target of hackers. Unfortunately, that assumption is wrong.

In fact, hackers are attacking small- and mid-sized businesses precisely because such entities usually don’t defend themselves as well as large enterprises. Whether it’s the lack of IT resources or budget constraints, SMBs, including law firms, need to confront today’s threats head on.

Breaches at law firms are not uncommon. An American Bar Association survey last year found that one in four law firms with at least 100 attorneys had experienced a data breach due to a hacker, website attack, break-in, or lost or stolen computer or smartphone. Meanwhile, the consequences of weak security could impact a firm’s business, as more corporate clients insist that their outside firms do more to safeguard sensitive information.
Law firms are taking note.
In the 2015 ILTA/InsideLegal Technology Purchasing Survey, 59 percent of respondents said security management was their top IT challenge. The issue topped the list, knocking email management out of the number one spot for the first time in eight years.
To build a better defense, firms should review their data retention and security policies, ensure that both firm-owned and personally-owned hardware and software is well protected, and educate their attorneys on IT security best practices.

Step one

Make sure your firm has and adheres to an appropriate data retention policy.

In its code of conduct, the ABA has published general guidelines on how long attorneys should hold documents (see Model Rule 1.15, 1.16 (d) and DR 2-110 (A)(2)). Unlike most businesses, which typically retain documents for seven to 10 years, law firm have complex retention policies B because of their fiduciary duty to store, manage and maintain certain types of documents, such as wills and living trusts, for specific periods of time.
The duties can also vary according to the type of law practiced and the jurisdiction where the firm operates. Above and beyond the ABA rules, for example, each state has model rules on records to retain and for how long.
Careful monitoring of when documents and email may be deleted is an important part of data security because hackers can’t steal data that your firm no longer has. Another benefit is that it limits the information that may be subject to a discovery motion. If your firm retains information beyond what’s required, it can create additional risk for the firm.
Your retention policy should also follow best practices about the storage of data. Sensitive data should never be transferred onto thumb drives, which someone can easily drop in their pocket and walk out the door. Nor should it be kept on the hard drives of attorneys’ individual PCs. Rather, sensitive data should be stored only on secure servers at the firm or its vendor.

Step two

Ensure end-point security.

In an ideal world, all sensitive data would be kept only on secure servers and never on individual devices, or end points. In practice, however, attorneys carry important documents on and access potentially sensitive email using desktops, laptops, tablets and phones. Each device should have anti-virus and intrusion-detection software. The IT department should make sure that all application software, operating systems and browsers are kept up to date and incorporate the latest patches issued by their vendors. Each device should include encryption capabilities both for storing data and transmitting it.

Step three

Make sure to address the weakest link in data security – human beings.

Teach them when and how to encrypt data. According to the ILTA survey, nearly 35 percent of firms had no standard policy or requirement to encrypt data when it was transferred out of their litigation/practice support group. Educate everyone in the firm, including staff, attorneys and senior partners, on end-point security best practices. All should understand, for example, why they should never click on links or attachments unless they know who is sending them. Even senior business executives or law partners are susceptible to social engineering hacks such as phishing, as the horror story described in step four illustrates.

Step four

Design, implement and enforce a BYOD policy that lays out what type of devices are allowed and how IT will secure these devices.

vector flat design concept of BYOD bring you own device. hand holding device. flat style vector illustrationIncreasing use of personal mobile devices for work has opened up a new threat to security. Especially when using tablets or phones, attorneys may not realize they are exposing sensitive data. If their phone is lost or stolen, a bad actor could potentially use the attorney’s log-in credentials to access the firm’s network and install a Trojan horse undetected. Once in, the thief can steal information immediately or just lurk in the background and cherry-pick specific data.
In the ILTA study, some 28 percent of firms said they had no BYOD policy. Of those that did have a policy, 71 percent covered smartphones, 59 percent covered tablets and only 28 percent covered laptops.
Without a rigorously enforced BYOD policy, bad things happen. For example, a C-level executive recently shared this personal horror story: He and a fellow executive both received the same email saying that there was a problem with the firm’s payroll. Each logged into the system using their own personal, unsecured mobile devices. The e-mail turned out to be a cleverly constructed phishing adventure that redirected the executives to a site that captured their logins and passwords. The hackers then used those credentials to redirect the executives’ paychecks to an account in Grand Cayman. The company had no idea its payroll had been hacked until two weeks later, when the executives’ paychecks never showed up.

What’s next?

By bringing a fresh eyes, an outside technology consultant can be helpful in reviewing your retention policy and evaluating your security stance. Through vulnerability testing and gap analysis, a consultant often identifies areas that have been overlooked or need updating to the latest technology. It can re-mediate problems, recommend improvements and help you deploy a sound security strategy, using the proper tools, to protect digital data from increasingly inventive hackers.

Wednesday, February 15, 2017

Bring Your Scanned Documents to Life with OCR

op·ti·cal char·ac·ter rec·og·ni·tion
ˈäptəkəl ˈker(ə)ktər ˌrekəɡˈniSHən/
noun
  1. the identification of printed characters using photoelectric devices and computer software.

OCR

As the business world continues to move closer toward the paper-free office, Optical Character Recognition (OCR) is one of the technological advancements helping make this transition feasible and painless. OCR uses computer algorithms to convert scanned images of handwritten or printed text into machine-readable format. The process digitizes printed text into word processing files, making them easy to edit, search, and store.

OCR can take a lengthy document, such as a book, and quickly convert it into an electronic file of searchable text, eliminating the need to retype the document page by page. This technology can prove to be a powerful tool in any office. Here are some of the advantages of OCR:

Improved efficiency – The ability to search through digital content immediately increases both the efficiency and effectiveness of your staff. By converting material into electronic and searchable text, you’ll no longer have to spend precious time manually looking through documents and files for particular information. OCR enables you to do these searches electronically by keywords or phrases, saving enormous amounts of precious time.

Editable text – Whereas the typical scanned document is an image capture of an original document, OCR enables users to easily edit or manually correct the text in a scanned document. Those useful copy and paste tools that are so helpful in everyday work can also be utilized on these converted files.

Greater accessibility – Once your documents and files are converted to digital files, they can be displayed online and conveniently shared electronically between employees and departments.

Reduced space – Scanning your documents and storing them digitally takes up far less storage space than the hard copy originals. Storing your files and records more compactly will provide much needed space in your office, and reduce storage costs.

Contact us today to learn more about how OCR can bring your scanned documents to life and visit our website to learn more about our Document Imaging Solutions!

Wednesday, February 8, 2017

Ransomware Will Reign Again This Year

Ransomware is the latest evolution in cyber threats and malicious Internet schemes. Last year, more businesses were struck by ransomware than ever before, and that trend is expected to continue. As a result, it’s essential for all professionals to learn more about ransomware and how to defend your company.

What is ransomware?
Ransomware is a program that infiltrates a computer system and restricts access to the system or certain files. The software encrypts data so you need a key to access it. For example, when the St. Louis Public Library suffered a breach, some 700 computers at 16 branches were affected by ransomware. The attack affected both the computers designated for public use and those used by library staff. The necessary access key is only provided once a sum of money is paid, and—like any ransom—payment doesn’t guarantee a successful return outcome. Some files may be lost permanently.

Why is ransomware successful?
Ransomware schemes work because perpetrators know that data is power. Attackers can interfere with operations or damage a company’s reputation. These hackers know they’re more likely to be paid if they request a relatively small dollar amount; it’s often cheaper for a company to pay a ransom than to pay IT to beat the encryption.

The Internet of Things (IoT), or the inter-networking of smart devices, also facilitates the spread of ransomware, because the processing capabilities of connected TVs, cameras, and other devices can be leveraged to “aid” in an attack. In a stunning demonstration of these devices’ vulnerability, The Atlantic built a fake web toaster only to have it hacked within the hour.

How can you protect against ransomware?
Your company should have a firewall that is up-to-date with the latest security patches. Make sure you also have robust data recovery capability—ideally, you can simply restore your own data without needing to pay a ransom. Trends toward cloud-based services are also promising, since those services are typically isolated from malicious emails and downloads.

Additionally, train your staff in security and disaster response. Test response procedures with tabletop simulations or virtual exercises. Your successful recovery is more likely with a practiced plan in place.

The number of ransomware attacks is increasing with new variants popping up daily, so protecting your digital infrastructure is not optional. If you need help securing your tech environment or building a response and recovery plan, click here to sign up for a free IT assessment today.