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How To Stay Compliant With Workplace Documentation

Friday, May 17, 2019

While most businesses are transitioning to the paperless office system, there are still numerous organizations that have yet to move from their good old paper-based system. In fact, the average office worker uses about 10,000 sheets of paper every year. One study even shows that more than 51% of documents are printed just for signing purposes.

Drawbacks of Paper-based System

1. Paper-based documents are not easy to track

Even if you have an organized filing system, looking for important documents inside filing cabinets is time consuming. They are not easily shareable and trackable.

2. Paper-based documents are costly

Research shows that businesses waste $8 billion on managing paper-related documents yearly.

3. Paper-based documents are hard to secure

A Ponemon Institute study shows that about 71% of IT professionals have reported incidents in which confidential files were lost or misplaced. Furthermore, 53% of respondents says that these documents were left on communal printers, in meeting rooms, including locations outside of office premises.

Compliance in the Digital Age

Data breaches are on the rise. A Gartner survey shows that while digital transformation is ranked as the top business priority of CIOs, it is closely followed by compliance concerns. Standards such as ISO 9001 and the General Data Protection Regulation (GDPR) have strict rules on who can handle information and documentation. So, in order to avoid costly fines and penalties, organizations must have safeguards to ensure secure and controlled access to confidential information.

Safeguard #1: If printing documents are still a priority, choose a printer that can help secure your information.

Rabbit Office Automation (ROA) carries a line of Ricoh multifunction printers (MFPs) that are designed to empower users to work quickly and securely. Ricoh’s MP 9003is designed for the High-Tech industry where speed and security is paramount. With customized workflows, easy access to cloud applications, support for mobility strategies and print speeds that reach up to 90 pages per minute (ppm), you can move information in more ways to more places – in less time.

Ricoh’s MP 9003 features user authentication where users can enter their passcode to access the MFP’s controls. Better yet, you can opt for the optional NFC Card Reader and use it to swipe an access card. This way, you can track users and take advantage of encryption and overwrite security options to help protect information.

Safeguard #2: Transition your documents to digital using a robust Document Management System.

ROA’s Document Management System is designed to protect against data loss with frequent backups of your documents and offsite storage of data with MaxxCloud. It has an enhanced document audit history that tracks document changes and offers quick access to all versions of your documents. Using this system, your documents and electronic records are kept in compliance with industry regulations such as the Sarbanes-Oxley (SOX), Health Insurance Portability and Accountability Act (HIPAA) or the Gramm-Leach-Bliley Act (GLBA).

ROA uses Ricoh’s line of MFPs to help digitize your originals. It can scan full-color or black-and-white originals and distribute them via an Automatic Reversing Document Feeder and your choice of scan-to capabilities. You can easily find and access the documents you’re looking for using your personal mobile device or favorite cloud application. You can also grab it online from the MFP’s embedded web browser.

Let ROA and Ricoh make a big difference in your organization by either securing your paper-based documents or helping you transition from paper to digital processes. Talk to our experts to learn more about your options.

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