The narrative at this time of year is heavily biased towards disaster preparedness in general,
but more specifically hurricane preparedness. Usually most of this focus is placed on individual
preparedness but don’t you know it’s equally as important for companies and organizations to
be prepared for the eventuality of a disaster?

As a leader of a company or organization, have you ever stopped to think how your business or
organization would be able to continue or recover from a disaster like a fire or major hurricane?
Today I would like to focus on documents. As much as the “paperless office” has been touted
for over two decades, the reality is that for most organizations the information which forms
their lifeblood, and that would be critical to being able to recover after a disaster, is stored on
paper documents.

The easiest and most efficient way to safeguard these paper documents is to digitize them and
keep a copy offsite or even off island (the cloud).

Traditionally, however, this has been based on relatively expensive (for our small to micro
businesses) software packages and expensive dedicated scanners.
The good news I’m sharing today is that this does not have to be the case.

If you have a Kyocera MFP sitting in your office then you already have the basis of an Efficient,
Affordable and highly Customizable scanning station which can be used to digitize, index and
upload (or have ready for upload) your documents to a location of your choice.
With the addition of the very affordable DMConnect application onto your Kyocera MFP, your
MFP becomes an extremely powerful, fast, and user-friendly scanner.

Call me today and let’s discuss how we can get your organization, Disaster Prepared!

Julian Grant CDIA (Certified Document Imaging Architect)
Solutions Manager

The post Disaster Preparedness and Your Documents appeared first on RL Mark & Company Limited.

This recognition is awarded twice a year, in the summer and winter, for office equipment, and acknowledges the products that gave the best performances in Buyers Lab’s extensive suite of lab tests.

In 2019, BLI also awarded Kyocera with six Summer 2019 Copier MFP Pick awards for the Kyocera TASKalfa 6053ci, 4053ci, 3253ci Color MFPs, as well as the TASKalfa 6003i, 5003i, and 4003i Black & White MFPs. Being recognized for these awards by Keypoint Intelligence – Buyers Lab helps to solidify Kyocera as an industry leader in both the Color and Black & White Copier MFP segment.

Kyocera Crushes It In The High-Range Monochrome Copier MFP Spaces
According to George Mikolay, Keypoint Intelligence’s Associate Director of Copier MFP/Production Analysis, “The Kyocera TASKalfa 9003i, 8003i, and 7003i proved to be highly reliable in the nearly 500,000 impressions we ran on them total. When also taking into consideration the ease in which paper can be loaded, high paper capacities, and simple procedures for clearing misfeeds in the unlikely event one should occur, these devices will keep your large workgroups productive, day in and day out.”

These devices were recognized as “highly reliable” for a variety of benefits and features including performance, reliability, outstanding guidance and creation of profiles from the driver and control panel.
“Low price points and above average feature sets make the value proposition for each device extremely enticing.” Mikolay stated.

Kyocera Document Solutions supports document processing in offices by providing MFPs and printers which combine advanced functionality and reliability with impressive eco-credentials. Furthermore, by utilizing its deep understanding of office environments, the company offers software that digitalizes and automates document workflow processes as well as solutions which enhance digital security, productivity and efficiency. Through total document solutions, the company aims to help customers’ businesses grow.

About Keypoint Intelligence – Buyers Lab
Keypoint Intelligence is a one-stop shop for the digital imaging industry. With its unparalleled services and unmatched depth of knowledge, the company cuts through the noise of data to offer clients the independent insights and responsive tools they need in those mission-critical moments that define their products and empower their sales.

For over 50 years, Buyers Lab has been the global document imaging industry’s resource for unbiased and reliable information, test data, and competitive selling tools. What started out as a consumer-based publication about office equipment has become an all-encompassing industry resource.

About Buyers Lab Pick Awards
Buyers Lab Picks stand alone in the industry and are hard-earned awards as they are based on rigorous testing, including an extensive durability assessment and evaluation of key attributes such as usability, image quality, and value. Each product that passes its lab test earns Buyers Lab’s Recommended or Highly Recommended seal and a Certificate of Reliability, with the best performers qualifying as Pick contenders.

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All good things must come to an end. As invaluable as printers still prove to be in the workplace, like most technology, their product lives are finite. At some point the day will come where each device needs to be replaced by a newer version. However, how do you know when your printer has outlived its usefulness, you’ve extracted the most value out of it possible, or it’s actually become a detriment to your productivity or data security? Here are some signs to look out for to help you determine when it’s time to upgrade your existing device.

You’re spending too much on printing – If your printing costs are growing, that’s a clear sign it’s time to upgrade to a more cost-effective device. Whether it’s the operating costs—such as increased use of ink and toner cartridges—or repair and service costs driving up your print spend, it makes better business sense to eliminate these unnecessary costs and replace your printer with one that won’t chew up as much of your budget.

It’s an impediment to productivity – Your printer should be an asset to your business processes, streamlining your workflows to boost productivity. Unfortunately, as time goes on, it’s likely your device can no longer keep up with your workload. Or, it isn’t equipped with the apps, software, or features you need to optimize efficiency. If your printer isn’t capable of meeting your needs, it’s time to move on and upgrade.

It isn’t up-to-date with the latest security features – Printers handle a large amount of sensitive business data, and when connected to a network, that information is at risk. Unprotected office printers pose a largely overlooked but serious security risk that cannot be ignored—these devices are likely the most vulnerable piece of technology in your workplace. Thankfully, the vulnerabilities facing modern networked printers can be mitigated through advanced security features. If your printer doesn’t include the latest, greatest in security features, your data is at risk, and it is time to replace the device with one that does.

If your current office printer isn’t meeting your budgetary, productivity, or security needs, it’s likely doing you more harm than good. Contact us today, and we’ll help you replace it with the perfect device for your workplace.

The post How to Know When to Replace Your Printer appeared first on RL Mark & Company Limited.

As Barbados celebrates it’s 53^rd anniversary, we all take pleasure in representing the Blue, Yellow & Black. From individuals, departments to entire office spaces our national colours can be seen tastefully adorning our surroundings as national pride culminates to a yearly all time high during this period. How are you ‘reppin’ the flag? What are your plans to celebrate independence 2019? If you haven’t gotten around to it, or simply can’t think of what to do, here are some celebratory ideas that you can try at the office:

Decorate

Assemble employees into décor teams with the task of transforming sections of the office into an easily recognizable national space. Give special mention for use of creativity and recyclable materials.

Traditional Dress Competition

Ask all your employees to come to the office adorned in their interpretation of traditional Bajan wear the week leading up to Independence Day and give prizes to the top 3 best traditional dress wearers.

Arrange A Special Guest

Invite a guest speaker, singer or spoken word artiste who can stimulate cultural ’vibes’ in the office. Make it interactive where some employees get to participate and share the stage and have some fun.

Watch A Local Movie

With the growing Barbadian film industry there are so many local movie offerings to choose from. Watching a movie with all the colleagues in the office is another idea to celebrate independence day. Choose any one of your favourite movies and watch it with all your colleagues.

Folksong & Dance Competition

Showcase the hidden talents of staff members and conduct singing and dance competitions which relate to our rich cultural history. These can be original songs by staff members or iconic kaisos and folksongs. These can be considered under independence game ideas for the office. Finally, hoist the national flag and conclude the independence celebrations by singing our national anthem.

Charity Drive

Organize an Independence Charity Drive or a notable cause that staff can be engaged in. Just send out notice well in advance and mobilize them to bring new or old clothes and items to donate.

Patriotic Speech Competition

Organize an Independence Day Speech Competition for employees. This can create excellent employee engagement and spread national pride throughout the office.

Drama Skits

Skits can be really entertaining, comical and informative. You can conduct an Independence or cultural Skit competition for employees. They can be divided into teams and given relevant national topics and current events to depict.

Patriotic Quiz

Independence Day Quiz is a very common way to check out the IQ’s and awareness of employees about all things Barbadiana. It can take the form of a popular TV game show. The person or team with the maximum number of right answers will be the champion.

Bajan Cook Up

You can organize a good ole Bajan Cook Up where employees show off their culinary skills and contribute various dishes and delicacies for an Independence lunch event at the office. You can make it interesting by adding a competition element to it.

Good Sport

Organize an independence staff tournament in a popular sport: Road Tennis, Dominoes, Football, Darts, or even Lego. This brings out the competitive spirit in the team and can make for lots of laughs and fun…and blackmail videos. Definitely helps the team to bond and shed their inhibitions.

Poster Making

Tap into the artistic creative side of individuals and have them lead teams to create a national Independence poster that will be displayed in the office or even be part of a competition.

These are just a few ideas to make Independence 2019 memorable at the office. Whatever you choose to do have a safe and enjoyable one from all of us here at R.L. Mark & Co. Ltd.

The post Office Independence Celebrations?! appeared first on RL Mark & Company Limited.

They don’t call it “the grind” for nothing. Today we’re working more than ever before while taking less time off. Breaks during the workday are often seen as a luxury rather than standard operating procedure, with many professionals forgoing lunch and eating at their desks instead. This relentless schedule leads to more stress, burnout, and a lower quality of life. It can also negatively impact performance and determine employee success or failure.

While you can’t control much at work, there are small steps you can take to manage your stress levels and prevent yourself from getting overwhelmed. One of these steps is utilizing frequent microbreaks during the workday.

What are microbreaks?
Microbreaks are short, voluntary breaks—anywhere between 30 seconds and 5 minutes—taken frequently throughout the day. This could mean getting up from your desk to stretch, taking a brief walk around the building, getting a cup of coffee, or stepping out to make a personal call. It doesn’t matter what you do during your break, as long as it serves to get you away from your desk, distract you, and interrupt your focus.

Why are microbreaks beneficial during the workday?
Microbreaks have positive effects on both your mind and your body. In fact, research has found that frequent microbreaks during the day can be just as beneficial as long breaks, if not more. These brief hiatuses enable us to disengage from work temporarily for the sake of our productivity. Microbreaks have been shown to reduce stress, improve concentration, keep energy levels up, have a calming effect on individuals, and take the strain off certain parts of the body. In addition, it’s well known that our sedentary lifestyles are bad for our physical health; getting out of your seat frequently each day will counter the ill effects of a 40+ hour-a-week desk job.

How to ensure you take your microbreaks each day?
Like anything, reaping the benefits of microbreaks is a matter of execution. We all know we’d be better off going to the gym several days a week, but putting that into practice and following through is another matter. Microbreaks take significantly less effort and commitment, making them easier to execute. To ensure you don’t get caught up in work and forget to take them, schedule calendar reminders during the day to alert you it’s time for a microbreak. Or partner up with a co-worker and set up regularly scheduled meetups. As with going to the gym, having a partner will increase the likelihood that you follow through. Perhaps the easiest way to stick to a regular microbreak routine is to drink a lot of water while at work. Doing so will ensure you get up and away from your desk regularly.

Work is stressful enough, and sitting at your desk all day without a respite doesn’t help matters. While you might not have time to take breaks or even a typical lunch, brief pauses taken frequently throughout the day will prove to be beneficial to your emotional, physical, and professional health.

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Whether your existing office copier is no longer up to the challenge, it lacks the latest, greatest technology available in newer models, or your business has expanded and you need another device to accommodate your workflows, you’re in the market for a new copier. Regardless of the reason, adding a new device to your workplace is a good thing. Upgrading to a newer copier will provide you with access to useful features that will improve the efficiency of your business processes, upgrade your document security, reduce downtime, and increase energy efficiency. However, the process of choosing a new copier can be challenging, balancing the number of options available and your office’s unique needs. But, fear not. Here are some things to consider that will help you make an educated choice so you’ll end up with a device that best suits your needs.

The first thing you should take into consideration when choosing an office copier is the amount of space at your disposal. Space is at a premium in many small- and medium-sized businesses, and some large multifunction printers (MFPs) can take up a significant amount of real estate. Identify the best location for your new copier—ideally where it is easily accessible for the employees that will be using it—and choose a device that won’t take up too much space or obstruct foot traffic.

When shopping for a copier, a major decision will be between a color or monochrome (black and white) device. While in a perfect world, every office would love to have access to color prints, every business has to pay attention to the bottom line. Color copiers are more expensive than monochrome devices, as are their consumables, since color machines require four cartridges (black, cyan, yellow, and magenta) while black and white use just black. So, unless you will be printing documents that will be distributed externally among clients or vendors, a monochrome copier will get the job done without breaking your budget.

Another decision you’ll have to make is whether to choose an inkjet or laser copier. Smaller businesses that don’t do large print jobs would be better served going with an inkjet device, which is designed to handle low print volumes and comes with a lower up-front cost. Inkjet copiers are capable of printing high-quality images and graphics while taking up little space in your office. Larger companies with high print volumes would benefit from laser copiers. These workhorses are capable of high-quality text at fast print speeds.

Finally, before settling on a new copier, something else you should consider is paper handling. If your office is going to do a significant amount of printing, you should opt for a device with a large paper capacity to eliminate frequent stocking of the paper trays. Constantly needing to add more paper to your device will slow down your workflows and frustrate your staff. And while you’re thinking of paper, consider the types of documents you’re going to print. If you only require standard 8.5” x 11” prints, an A4 copier will do; however, if you need to print larger documents, an A3 device that can handle paper up to 11” x 17” is preferable.

​​​​​​​Modern office copiers come with a variety of features, enabling you to narrow them down to the one that best suits your needs. While so many options can seem overwhelming, carefully considering your office space, your workflows, and the types of documents you intend to create will help you choose the one that’s just right for your office.

Call us today (246-538-9226) and have a RLM Specialist guide you through the best options that suit your personal, departmental and corporate needs.

The post What to Look for In an Office Copier appeared first on RL Mark & Company Limited.

Despite the high cost of a cyberattack, many organizations continue to ignore a major security vulnerability that can pose a serious threat to their data: their printers. Modern printers have evolved into powerful solutions that can have a tremendous impact on workflows by automating manual tasks. These smart devices are essentially networked computers that serve as file servers in many workplaces. Like any other networked device, your printers must be protected against unauthorized access to keep your sensitive data out of the wrong hands. However, printers are commonly overlooked when it comes to security. According to a survey by Spiceworks, 43 percent of companies ignore printers in their endpoint security approach.

Like any other networked device, your printers must be protected against unauthorized access to keep your sensitive data out of the wrong hands.

While your office printer poses a security threat that should not be ignored, there’s no need to disconnect these venerable and valuable devices. Like any other risk, those presented by modern printers can be mitigated through awareness and diligence. Your printers can be secured through a number of security measures, such as firewalls, disk encryption, Secure Sockets Layers (SSLs), firmware updates, and regular patch management. Replacing older printers with newer models will also help protect your data, as these devices typically come equipped with embedded security features to help mitigate risks. Give us a call to make sure you’re covered and your system is protected.

The post Is Your Printer Putting You at Risk? appeared first on RL Mark & Company Limited.

Document security should be a priority for any business to safeguard sensitive information and prevent it from becoming compromised. However, it is an even bigger priority for companies operating in the finance and healthcare industries, which face strict regulatory compliance requirements due to legislation such as the Sarbanes-Oxley Act (SOX) and Health Insurance Portability and Accountability Act (HIPAA). These regulations govern how organizations within these industries handle data, and failure to comply can result in strict penalties ranging from steep fines to imprisonment, depending on the nature of the crime. One way to manage, protect, and preserve your data to ensure regulatory compliance is through document scanning.

How SOX and HIPAA impact your data
In a nutshell, SOX requires financial organizations to have controls in place to produce accurate financial reports and prevent data from being falsified, altered, or destroyed. Companies subject to SOX must also keep their financial records readily available and easy to access for the sake of an audit. HIPAA, on the other hand, requires healthcare providers to protect the privacy and security of a patient’s personal health information. Providers must ensure that identifiable information is not made available or disclosed to non-authorized individuals.

How can document scanning help you comply with SOX and HIPAA?
By scanning your paper documents, they’re converted to digital versions that can be stored electronically rather than in paper form. In digital form, documents face fewer compliance and privacy challenges than paper records. For starters, digital files can be indexed, making them accessible quickly and easily through a keyword search, eliminating long, frustrating, and often-futile manual searches for paper files. Digital files can also be backed up and stored in numerous locations, which makes data recovery possible and puts an end to missing or lost documents. Access to digital files can be controlled through user permissions, making them much more difficult to access than paper files stored in folders kept on a shelf or in a physical file cabinet. Digital documents enable you to track who has accessed a file, whereas paper versions do not afford you that ability. Data can also be distributed more securely through electronic means, as opposed to paper documents that can easily end up in the wrong hands. The bottom line is that documents stored in digital form are handled by and accessible to fewer employees than their paper counterparts.

Additionally, digital documents are optimal for archival purposes, taking up less space and ensuring they are kept for as long as you are legally required to store them. Digital files stored in the cloud are impervious to the elements and invulnerable to threats such as fire, flood, or natural disasters.

Scanning your paper documents and working with digital versions is a no-brainer for any organization facing regulatory compliance. However, the benefits of document scanning go well beyond regulatory compliance. To learn more about document scanning and management, or to get started converting your office to a paperless one, contact us today.

The post Improve Compliance with Document Scanning appeared first on RL Mark & Company Limited.

Color printing continues to play a big role even in the increasingly digital world in which we do business. Not only are workers still printing in color, but the amount of color printing taking place in American offices is on the upswing. In a recent survey by Keypoint Intelligence/InfoTrends, almost 50 percent of general office workers in the U.S. said the amount of color printing required for their job is increasing. This increase is most common in small- and medium-sized businesses, as companies with fewer than 100 employees demonstrated the greatest boost in their required color printing. Optional color printing in the office also is on the rise, with 40 percent of respondents claiming their elective work-related printing is increasing as well.

Why the increase in color printing?
The escalation of color printing in the workplace is due to a number of factors. For starters, the growth of the color printer market has made these devices more commonplace in modern offices. The price of color printers and multifunction printers (MFPs) continues to decline, making them a viable option for more businesses while expanding employees’ access to them.

Secondly, color printing—traditionally significantly more expensive than printing in black and white—has become drastically more affordable over the years. This is due to advancements in technology as well as the prevalence of quality remanufactured and aftermarket toner and ink cartridges. It is no longer cost-prohibitive for small businesses to take advantage of color printing.

Finally, documents printed in color are simply more powerful than their black and white counterparts. In the Keypoint Intelligence/InfoTrends survey, one of the reasons respondents gave for increasing their color printing output was that color adds more value to documents, making them easier to read and more influential. Adding color to a document increases the impact it has on anyone who reads it, explaining the upswing in such printing.

When you weigh all of these factors, it’s easy to see why color printing is on the rise in the office. If your business is still only printing in black and white or needs to upgrade your current color machine, contact us today to learn more about our wide selection of color printers and MFPs.[/fusion_text][/fusion_builder_column][/fusion_builder_row][/fusion_builder_container]

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Technology changes at a rapid pace and most small- to medium-sized businesses don’t have the resources on hand to keep up with it or the budget to support an in-house IT staff. That’s why so many companies outsource the management of their IT environment to a Managed Service Provider (MSP).

An MSP is a tremendous asset for businesses, providing them access to the technology they need to succeed while leaving them free to focus on their business. However, all MSPs are not equal, and something as critical to your business as its IT infrastructure cannot be entrusted to just anyone. That’s why you need to do your homework and choose an MSP you can count on to do right by your business. Here are a few prerequisites to keep in mind during your search for and evaluation of an MSP partner.

Possesses the necessary experience and certifications – First and foremost, an MSP should have the knowledge and expertise to adequately manage your IT environment. Inquire about the experience of their staff, their core areas of expertise, and the industry certifications they’ve earned.

Offers fixed and flexible terms – Ensure that outsourcing the management of your IT is within your budget and remains predictable by partnering with an MSP that offers services for a flat, fixed-fee that covers all of the offerings you require. Additionally, make sure your contract is flexible to allow for the addition or subtraction of services over time.

Is available when you need them – IT emergencies don’t abide by normal business hours—your MSP shouldn’t either. As your business depends on technology to function, it’s imperative an MSP offers 24/7/365 support available to immediately address any issues regardless of the day or time.

Has a stellar reputation – Your MSP should have a proven track record of providing IT excellence. Ask candidates to demonstrate this in the form of references and case studies outlining how they solved particular problems for clients. Any reputable provider will be happy to provide them.

Partnering with a Managed Service Provider will help eliminate headaches and the need for an in-house IT department. Utilize this checklist during your search to help identify the right MSP for your business.

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