Recent years have seen a lot of buzz about “the cloud.”
You probably already know some of the major benefits of moving your data to a cloud based storage solution:
- Access to your files across all different kinds of devices and operating systems
- Makes collaborative work among teams significantly easier
- Improved security when properly implemented
- Reduced need for hard copy archives, saving paper expenses and freeing up storage space
- Instantly searchable record-keeping
For these reasons and more, the majority of modern Xerox office equipment offers comprehensive cloud connectivity—but more on that later.
The main question we’d like to examine in this post is this: just how hard is it in reality to migrate your print management to the cloud?
The answer may surprise you.
The Growing Pains Aren’t So Painful After All
We’ve been in the printing business for a long time, so we’ve been able to see how our clients adapt and grow after installing new Xerox products in their work environments.
The response is overwhelmingly positive.
Most businesses looking to move their print management to the cloud notice a few immediate benefits. The first is usually how much collaboration is improved between employees. While working in the crowd, teams can work on the same documents and print them anytime, anywhere—even right from their mobile phones.
The second most easily noticed benefit of moving to the cloud is once a business begins to digitize their archives. It can be a little time consuming depending on the size of your hard copy archives, but once it’s done, it’s done: imagine being able to search for a file and have access to it immediately instead of having to dig through your filing cabinets.
The benefit of digitized paperwork is so big that we did a more in depth write up about the topic here: How to Eliminate File Cabinets & Increase Office Efficiency.
Xerox Equipment Makes the Transition Easy
The need for employee training is another reason that many businesses hesitate to make the transition to cloud based print management.
Xerox products are designed to:
- Integrate into your already existing office workflow, and
- Be as user-friendly as possible.
Most office environments will likely find that the need for employee training is minimal. If your staff can operate a modern smart phone, they’ll probably find the new Xerox interface even easier.
Improved Security & Print Tracking
Cloud enabled Xerox devices have a focus on security. How you protect your data is up to you: your new office equipment can be configured in the way that’s going to make the most sense for your business.
For example, some businesses prefer to use username and password authentication for their multifunction printers. Others may find keycards more manageable.
Additionally, you’ll be able to track which employees have printed what, and when. This isn’t necessarily to “snoop” on them—although it does tend to cut back on personal printing in the workplace—you’ll be able to keep better track of your printing needs, e.g., your paper supply.
Learn More About Xerox Cloud-Enabled Products
If you’re ready to migrate your print management to the cloud, our team at Preferred Document Solutions would be proud to assist you. Our professional staff is trained to develop an understanding of your unique office equipment needs to help you discover the devices that work for your business.
We encourage you to visit our Colorado Springs location or give us a call at (719) 634-1134 to learn more. You can also send us an email or, if you already know what you’re looking for, you can request a no-obligation quote here.
We look forward to learning more about how we can serve you!
