If your company is making the move to reduce paper usage and go digital, you will want to know how to optimise your print environment for digital transformation. This has several key perks, including improved document security, reduced paper waste, and more efficient workflows.
To help you make the transition to digital, it is useful to adopt a cloud printing Solution, digitise documents (printing only when necessary), implement advanced document security processes, and track your consumable use and orders to reduce waste. With these steps, your company will be well on its way to full digital transformation.
Implement cloud printing software
One of the most efficient ways to make the move toward a digital business model is to adopt cloud technology into your workflows. When confidential documents can be sent to print from employees’ desks without the need to quickly collect your printed document dure to the risk of unintentionally sharing the confidential information, time is saved, and workflows are uninterrupted. Kyocera Cloud Print and Scan is a software solution designed to achieve just that. And you don’t have to worry about the security of your prints; KCPS releases print jobs from devices only after the user is authenticated with an ID card or username and password.
Cloud printing and scanning is efficient and secure, allowing employees to scan documents straight to their emails or to the cloud. Moreover, with KCPS, users can print from or scan to a connected 3rd party cloud storage system, such as Box.com, Google Drive or OneDrive. Additionally, the software allows you to track and manage your printing costs, making the entire print environment more sustainable. When you manage your printing devices in the cloud, you avoid the costs of on-site servers. All of these perks help you to move toward a more digital, efficient, and green print environment.
Digitise documents and only print when necessary
A significant aspect of optimising your print environment for digital transformation is to digitise your documents and reduce unnecessary use of paper. Kyocera offers long-term support and guidance to businesses working toward a paperless office model. We provide various tools that support organisations to capture data from paper files, and then digitise and organise that data into a secure, central repository, and automate processes with this digitised data to streamline workflows. Kyocera is your business partner in efficient digitisation.
Reducing your company’s printing outputs down to the essentials is not only an excellent step toward a more modern, digital future, but it is also the most sustainable choice. Reducing your paper usage saves trees from being felled, decreases water waste associated with paper making, and cuts down your energy consumption from printing, making it a win-win!
Adopt more advanced document security processes
With the move toward more digitised files comes a concern for data protection and privacy. In the modern age of sophisticated cyberthreats, this is a valid consideration. That is why companies must adopt a more thorough strategy for data security as they digitise their documentation and store it in the cloud or on a web-based server. Companies can protect their sensitive information from data breaches by implementing smart information management solutions, ensuring all files are password protected, data in encrypted, and stringent access permissions are in place.
Track consumable use to reduce waste
As the digitisation process unravels and printing is gradually reduced, companies can find that they are over-ordering consumables and wasting them, or spending unnecessary portions of their budgets on paper, toners, or inks. So, to optimise the print environment for digitisation and manage this issue more effectively, businesses should track their consumable use and orders. Kyocera Device Manager can monitor toner levels to help you manage your orders and reduce waste. This will free up some of your printing budget to spend on the digital transition in areas such as data storage and security.
Optimise your print environment for digital transformation with Kyocera
Companies are increasingly going digital, implementing smart software to streamline workflows, and trusting the cloud and web-based platforms to keep their data safe. This move to a more digital model comes with a reduction in paper and consumable usage, meaning that it is also the most sustainable and cost-efficient choice for organisations.
To help companies make this necessary transition to a more paperless model, Kyocera is here to help with comprehensive software solutions that manage print and scan jobs remotely, facilitate smart print release, and track consumable use to optimise print budgets. Contact us to learn more about how we can support your organisation’s digital transformation.
