Even if you are filing most documents electronically, in virtual filing cabinets, there are almost always physical documents to be processed. Organizing your system of filing would be a topic all of its own. Here we will address a couple of the physical elements of document management.
Copiers & Printers
One of the more common issues we hear about is paper jams. This can be really disruptive to productivity and may be caused by any one of a number of issues. In the past, this was often a major problem with some copiers. Today`s machines are much more reliable and usually operate with fewer paper jams.
Properly loaded paper can help eliminate some of the paper jam problem. Instead of loading a whole ream (500 sheet package) of paper at once, try separating it into thirds. Fan each of these and square them up before loading them in the machine.
Use quality paper. Sometimes lower cost paper varies in quality from batch to batch. However, there are some brands of budget priced paper that work very well. Find one that gives you the best experience.
If you have problems with printing to thicker paper, such as card stock, be sure to check the specifications of your device to ensure it is designed for the paper you chose. In most machines, if card stock is supported, it should be loaded in the by-pass tray.
If you continue to have problems, you may require a technician to check it out.
Multifunction Printers (MFP)
MFP machines combine the functions of copier, scanner, printer, and optional fax all in one device. Depending upon your device model, you may be able to scan documents for printing, scan to a file, scan to email and ⁄or scan to secure encrypted storage on the hard drive of your MFP machine.
These machines range in size and scope from meeting the basic needs of a small office to full scale publishing machines with built-in document servers. From a practical perspective, the best tip to offer here is that you utilize a maintenance agreement to handle everything so you only need to provide the required paper products.
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