Making Technology WORK For You

Who Needs a Phone Anyway? Print Documents Anytime, Anywhere from Google Docs or The Cloud

2011-10-27T10:40:00.000-07:00

Some of the hottest office technologies we're really excited about now - Part 2

Imagine you're traveling to Germany for an important client meeting. You scan your presentation from your copier to Google Docs or "The Cloud" and hop on the plane. When you arrive in Germany, your documents are available with Internet access to print and distribute. No PC or laptop is required!

With Cloud Portal software for Canon equipment, ussers can easily scan hard-copy documents to Google Docs or The Cloud while, at the same time, printing documents already stored there. Cloud Portal software is a server-less, driver-less solution designed for companies already using -- or considering using -- Microsoft SharePoint Online and Google Docs cloud services. This unique solution enables end-users to access their cloud content easily, quickly and securely.

Benefits:

Cloud services connectivity right from your copier

Scan to or print directly from Google Docs or The Cloud

No servers, drivers or accessories are required

Access and manage the cloud content as you would from your desktop PC/laptop

Download a copy of our "Hottest Office Technologies" white paper for more information on this and other exciting technologies.

Mobile Magic 101: Printing From Your Smartphone & iPad

2011-09-22T07:52:00.000-07:00

Office technology has gone way cool. Print documents from your Smartphone & iPad. Scan documents to The Cloud and print them half way around the world. Simply point and click for key-free data entry. Integrating all your office technologies to work together and build synergies is the goal.

Some of the hottest office technologies we're really excited about now - Part 1:

Mobile Magic 101: Printing From Your Smartphone & iPad
Imagine you're traveling to San Francisco for a company-wide sales meeting. You scan your division sales reports from your copier to your Smartphone or iPad and hop on the plane. When you arrive at headquarters, you print out your documents directly from their copier. No USB drive to lose, no paper documents to carry!

The demand for mobile users to be able to print directly from their devices is on the rise. Applications such as Page Scope Mobile from Konica Minolta and Capture 2 Go from Kyocera allow you to scan documents on office copiers for review and distribution on Smartphones, iPads, and tablets. In addition, once scanned into your Smartphone, the documents can be printed on any networked device from the same manufacturer for increased flexibility and mobility. It's now easy for you to browse, read and make prints of documents, emails and photos directly from your Smartphone.

Benefits:

Mobile printing from your Smartphone, iPad & tablet

Print, scan and then keep track of all your important documents and photos

Print PDF, TIFF, PNG. BMP and GIF files

Access business documents anytime, anywhere

Download our free "The Hottest Office Technologies to Excite You Now..." white paper.

Next up: Who Needs a Phone Anyway? Print Documents Anytime, Anywhere From Google Docs or The Cloud

Cobb & Canon -- Get the Facts!

2011-08-31T12:35:00.000-07:00

If you love your Canon, make sure you’re partnering with an authorized Canon dealer like Cobb Technologies.

PROBLEM: Servicing Your Current Canon Equipment
You have a Canon device and are experiencing issues getting parts from your current service provider because they are no longer an authorized Canon dealer and have lost their ability to buy genuine Canon parts quickly and efficiently to meet your needs.

SOLUTION: Partnering with Cobb & Canon
Cobb Technologies is an authorized Canon sales and service dealer. Partnering with Cobb to service your Canon equipment gives you the assurance of:

• Advanced technical support and field services.
• Direct dealer access to Canon’s service and customer relations personnel.
• The most recent product updates and upgrades to Canon’s imaging hardware lineup.
• The use of genuine Canon parts.
• Locally-owned and operated since 1990 which means that you get fast, consistent, local response to your issues and concerns.

Contact Cobb Technologies to see if you are eligible for Cobb to pick up the service on your Canon equipment. You should demand only genuine Canon parts and supplies to guarantee maximum performance and warranty assurance of your equipment.

Earn an A+ by Implementing a Managed Print Services Program at Your School

2011-08-02T09:29:00.000-07:00

We have all heard the news; under mounting financial pressure, state and local governments are cutting budgets and education is a large focus of these budget cuts. So what can school boards do to minimize the financial implications without sacrificing the education of the students? A logical first step is to cut operational costs.

Educational institutions are being encouraged to rebuild, innovate and improve the infrastructure of their operational systems. A Managed Print Service (MPS) Program can help manage costs, provide strategic control points, and consequently address growing budget concerns. A comprehensive site assessment, the first step in implementing an MPS program, can assist in better understanding and even uncovering unknown issues that could lead to significant cost saving opportunities for a school or district, such as unnecessary or under-utilized stand alone devices, inefficient large central production departments, and expensive, multiple current vendor contracts.

Educational institutions which migrate to an MPS program enjoy many Hard and Soft Cost benefits:

Hard Cost Benefits
Standardization of devices to simplify workflow and user interaction
Reduced energy costs and environmental impact by replacing older devices with newer energy-efficient devices
Less required maintenance due to higher reliability
Just-in-time supply replenishment for reduced inventory issues

Soft Cost Benefits
Reduced administrative costs for service and supplies
Improved document workflow
Simplified training and support
Department accountability by utilizing account codes or network credentials for access

Earn an A+ this year by implementing a Managed Print Services Program to save time, money and staff involvement at your school.

It's Hot Outside! What's Hot inside the office?

2011-06-21T11:53:00.000-07:00

It's summer and it's hot outside. Want to know what's hot inside the office as well? You've heard of "Searchable PDF," right? Well, let me tell you what it is and why it's HOT!

Scanned paper documents are stored in an image (rather than text) format. PDF (Portable Document Format) is a universal file format for document exchange that preserves all the fonts, formatting, colors, and graphics of any source document (whether it's on paper or from the Web or other electronic sources). Preservation is faithful regardless of the application and platform used to create or view the material. PDF files can be shared, viewed, navigated, and printed on a broad range of operating systems by anyone using free Adobe Acrobat Reader or other software.

With scanning software, volumes of legacy paper documents may be converted to PDF so you can search, annotate, publish, and archive all of your information in a digital environment. There are different types of PDF for use when scanning paper-based documents but let's concentrate on "PDF Searchable."

PDF Searchable Image is a PDF image-only document with the addition of a text layer beneath the image. This approach retains the look of the original page while enabling text searchability. PDF Searchable Image files contain two layers: a bitmapped (image) layer and a hidden text layer. The bitmapped layer maintains the visual representation of the orginial document. The text layer contains the Optical Character Recognition (OCR) version so you can search for any word on any page. That is hot!

The OCR process required to create PDF Searchable Image typically provides text accuracy of 97 to 99 percent. That means that Searchable PDF technology enables you to find a single word instantly that may be hidden inside a 100-page PDF document. Very hot!

Cobb Opens Second Tidewater Office in Virginia Beach

2011-06-07T12:49:00.000-07:00

Cobb Technologies, Virginia’s leading independent office technology dealer, has opened a new office in Virginia Beach. The new office, which opened in late May 2011, is located at 4646 Princess Anne Road, Suite 105. The 1800 sq. ft. office and showroom is part of the Ogden Centre business complex.

Cobb Technologies has a second office in the Tidewater area located in Newport News.

Cobb Technologies is the Tidewater area’s leading provider of Canon, Konica Minolta and Kyocera copiers, printers, multifunctional devices, scanning technology, and document and managed print services for businesses, government, and educational and non-profit organizations. The company’s offices in Virginia Beach and Newport News are managed by Kevin Oberman, Tidewater Regional Sales Manager. Cobb has five account executives and nine service technicians covering the entire Tidewater area and locally warehouses equipment parts and supplies at its Newport News location for faster service.

Cobb Technologies has been serving the document solutions needs of Virginia businesses since 1990. Cobb is headquartered in Richmond and has seven offices throughout Virginia.

I Love My Store-Bought Copier But...

2011-04-27T12:38:00.000-07:00

How do you know when it’s a good decision to upgrade from a store-bought copier to something bigger?

Perhaps you’ve been to Office Max, Staples or Office Depot and bought a $200 super duper copier that prints and scans and sometimes even faxes. You set it up in your small office and you’re printing and copying in no time like a pro. Scanning? Well, that takes a little more work but you figure it out. Faxing? Many people still use it, so you’re dialed into that too. You’re all ready to get some ink on paper!

Business is booming. You’re printing all those reports and proposals. You’re buying copy paper by the ream and there’s no end to this joy. But then something strange happens. You find yourself going back to Office Max, Staples or Office Depot to buy more printer ink. You just went two weeks ago and you need to head out again! What is going on? Why does this thing eat ink like a great white shark devours chum in the water?

Your business continues to grow. Deadlines get tighter for all those reports, proposals and letters that need to be printed. You’re pushed for time. Man, this store-bought copier is all of a sudden really slow. And yes, it’s time to head out for some more printer ink. Sound familiar?

So when is it time to move up to a commercial-level copier?

When you find yourself spending over $150 a month on ink it’s time to think about upgrading. Why? Truth is the commercial models don’t use ink, they use toner. Toner is 55% less expensive than ink and still produces great color. You can lease a pretty fast commercial level copier for about $150 a month. Sometimes you can get the business copier for less than $200 a month, including a large number of images (prints, copies) per month and all the toner you need. You even get unlimited onsite service from the copier company at no charge. One last benefit – it’s faster than your desktop copier.

So in summary, keep an eye on how much you spend on ink for your desktop copier. We all want to ignore that cost, but it’s to your benefit to look at it carefully. Upgrading to a business-sized copier could save you money and it will certainly save you time. Your business is growing; let your copier grow with you!

Japanese Earthquake and Tsunami Disrupt Parts & Supply Orders

2011-04-07T11:32:00.000-07:00

Important Information from Cobb Regarding Potential Inventory Disruptions Due to Japanese Earthquake & Tsunami

Cobb Technologies has received alerts from our manufacturing partners that due to the recent earthquake and tsunami which devastated Japan, a strong potential exists for inventory issues with supplies and parts for office technology equipment.

The natural disaster in Japan has disrupted electrical power, destroyed manufacturing plants, and temporarily halted shipping in to and out of much of Japan. This could impact Cobb Technologies’ ability to obtain certain equipment parts and supplies in the short term.

Cobb Technologies is working proactively to counteract the effects of these disruptions for our customers. We have ordered additional parts and supplies, where possible, to stock in our local warehouses here in Virginia. In addition, we are in constant contact with our manufacturing partners to monitor their ongoing progress in resuming Japanese manufacturing operations.

Cobb will keep you informed of further progress on this issue as the need arises. The Japanese government, people, and businesses are working frantically to rebuild their devastated country. Cobb Technologies expresses deep sorrow for the tremendous loss of life and devastation experienced by the Japanese people. Thank you for your continued support of Cobb Technologies and your good wishes for the people of Japan.

2011-03-21T12:11:00.001-07:00

Cobb Technologies: Homegrown Solutions -- Cobb Technologies was featured in a wonderful write up in the March 2011 issue of the Oyster Pointer Newspaper, which covers the Tidewater area of Virginia. The article said Cobb "has grown into a leader in the document solutions industry while remaining a privately-owned company since its founding." The article goes on to say that Cobb's team has "transformed the copier industry in Virginia with innovative programs and services that allow Cobb to customize [document] solutions for the unique needs of each business." The article points out that Cobb has a "multifaceted approach" to document solutions, partnering with clients and remaining "accessible to ensure fast, flexible decisions to meet each customer's unique needs."

The article goes on to say that Cobb's full sales and service office in Newport News includes an equipment showroom and warehouse for parts and supplies. Quoting Cobb's regional sales manager, Kevin Oberman, the article points out that Cobb Technologies continues to adhere to the values that have driven its ongoing success. "What's important to Cobb is strength of characer, community support, customer service and attitude," explained Oberman. "A can-do attitude is important." Cobb has offices in Newport News, Richmond, Roanoke, Lynchburg, Blacksburg, and Charlottesville, and is opening a seventh office soon in Virginia Beach.

Read the full Oyster Pointer Newspaper article.

A Cure for the #1 Frustration in Office Technology!

2011-02-21T09:21:00.000-08:00

Workers everywhere say that their #1 frustration with office technology is something like this:

“How can I automate copier meter reads, service calls and supply ordering?”

You know the drill: It’s time to let your copier provider know your copier’s meter read. The provider needs the number of clicks in order to bill you properly, right? Well, it can be a real pain to go to the copier, somehow figure out how to get a meter read, and then either call your provider or fax that meter read to them.

Well, many office technology dealers offer a way to take that burden off your shoulders, providing a FREE and safe way to collect your meter readings automatically. You don’t have to do a thing. Special software sends a “meter read agent” out to your copier, collects the meter read in the background, and sends it electronically back to your provider. Cool, huh? Plus, it virtually eliminates billing errors.

Then there’s the dreaded service call. Your printer or copier is not functioning properly. You’re in a panic. That presentation for a client must be printed or copied right away! What if you could go to your provider’s web site, log in to a secure area just for your account, and enter a service call request with an instant message directly to your provider? And then get an IM right back saying the call is placed and a repair technician is on the way? Cool? Yes, and it’s another great service offered by many of today’s advanced office technology dealers.

Finally, how about the process of supply ordering? You know….toner, developer, printer ink. Have you ever run out of toner or ink right in the middle of trying to print a presentation or mission critical report? We all have. What can be done to alleviate that?

The same technology that sends the “meter agent” out to your printer can send a “supplies agent” out electronically also. The little electronic agent finds your printer, scans all the supplies electronically, and sends a message back to your printer provider alerting them to your current supply needs. Your provider sends the toner, developer or printer ink right out to you! Amazing? You bet, and what a stress reliever for you and your office.

So, make sure your local copier/printer providers offers these cool and practical technologies. Automating meter reads, service calls and supply ordering can make a real difference in how your business runs. We’re all looking for ways to reduce stress in the office; this is one easy way to accomplish just that!

Stop Print Waste Now

2011-01-27T12:07:00.000-08:00

You can save your company serious money with one simple decision -- implementing a Cost Recovery Solution.

Cost Recovery solutions are a single, all-encompassing answer to print waste -- a problem that can add major costs to any business' overhead. Is your recycle bin overflowing with single-side color prints? Do unclaimed print jobs pile up? Do your employees print documents they shouldn't? Cost Recovery solutions are the answer to all these challenges and more.

Eliminate Unnecessary Printing by tracking individual users, setting personal print budgets and establishing workflows that discourage wasteful printing. Ensure that the documents your employees print are needed.
Manage Output by user, department or client, allowing you to attribute billable costs to clients and keep tabs on your overall use.

Evaluate Usage by your employees, so you know who printed what, when and why. Cost Recovery solutions provide a comprehensive view of your document output, giving you the tools to combat waste.

Control Costs by changing employee behavior, billing clients for account-related print costs, routing print jobs to the most efficient printers, and gaining a full understanding of document output.

Cost Recovery Solutions can maximize the efficiency of your printing. Think of them as "your bottom line's new best friend."

The World's Fastest Copier/Printer and Other Fascinating Facts!

2010-12-22T10:39:00.000-08:00

People ask all the time about the fastest copier in the world, the fastest printer in the world, and when copy machines were invented. So I thought I’d share some interesting facts for all you trivia buffs out there!

Fastest Copier
A Japanese manufacturer has just announced the fastest office copier in the world. Believe it or not, this copier, about the size of a small recliner, can copy 150 pages per minute. This performance comes at a price: $46,000. But for the right application, it could make a real difference.

First Copiers
When was the first copy machine for offices invented? In the 1970s? Early 1980s? Not exactly. The first widely-used copy machine for offices was invented by James Watt in 1779! It relied on physically transferring some of the specially formulated ink from an original letter or drawing to a moistened, thin sheet of paper by means of a press. The copy could then be read from the obverse side. The system was a commercial success and was in use in for over a century.

In 1938, a patent attorney and inventor named Chester Carlson invented the world’s first photocopier. He used his kitchen for “electrophotography” experiments. His patent was approved in 1938, but between 1939 and 1944 Carlson was turned down by over 20 companies, including IBM and General Electric, neither of which believed there was a significant market for copiers.

First Color Copier
Colored toner became available in the 1950s, although full-color copiers were not commercially available until 3M released the Color-in-Color copier in 1968. The 3M copier used a dye sublimation process rather than conventional electrostatic technology. The first electrostatic color copier was released by Canon in 1973.

Fastest laser printers
IBM invented that one. IBM’s Infoprint 4100 achieves a staggering print speed of 330 pages per minute. According to IBM statements, it can print Tolstoy’s War and Peace in less than a minute. The basic version of the printer costs $500,000 and the spearhead of the series costs $1 million.

The Dell 5130cdn can print up to 47 single-sided and up to 37 double-sided letter pages per minute (ppm) in both black & white and color, making it the world's fastest letter size, single-function, office color laser printer. That should get your office color printing done fast!

Most expensive desktop printer
The award for the world’s most expensive desktop printer goes to a very special HP model. HP created a 14kt gold-plated desktop laser printer that has an estimated value of $20,000! HP plans to auction it to raise money for charity.

So in summary, when you look around your office this week and see that copier over there – or that laser printer on your desk – remember the history behind these fascinating devices and enjoy them!

Tax Incentives on Office Equipment Expire December 31st

2010-12-13T11:57:00.000-08:00

Did you know you can save money by taking advantage of increased tax deductions on capital equipment you purchase in 2010? It’s true. Increased tax deductions on the purchase and/or lease of new equipment, such as copiers, printers, computer hardware and software, and office furniture, are available through the end of December for all businesses.

Section 179 of the IRS tax code allows businesses to deduct the full purchase price of qualifying equipment bought or leased during the tax year from your gross income. The purchase of new copiers, printers and document management software to meet your business needs all qualify for the increased tax deductions. The idea is to stimulate businesses to make large equipment purchases this year and thereby benefit the overall economy.

But you need to hurry! A business must purchase or lease and put into service any eligible equipment before December 31, 2010. The http://www.section179.org/ web site provides a convenient tax calculator that enables you to see how much you can save in 2010. As with any major business decision, you should consult your tax professional for complete details.

Key Trends in Production Printing

2010-11-24T06:47:00.000-08:00

No doubt about it, things are tough in the production print arena. Shrinking revenues, consolidation, the rise of digital media and electronic communications -- all this and more is squeezing today's production printers.

Cobb recently hosted a presentation by production print expert Kate Dunn who provided insights into key trends currently affecting the industry and some rays of sunshine for future growth, including reports that the 1st and 2nd quarters of 2010 showed a slight improvement in production print revenues in the U.S.

Key Trends

* Migration of print communication to digital media
- Digital advertising spend surpassed print in 2010
- Half of all printing will be done digitally by 2020

* Explosion of color
- Today, full color represents 59% of print volume
- By 2020, full color will be 85% of all print volume

* Faster and faster turnarounds demanded
- In the U.S., 8% of work is required in less than 24 hours
- That percentage is expected to grow to 30% in 2020

* Workforce evolution
- Revenue mix is changing to include more sales from non-production services
- Strategic marketing and creative services, programming, database services
- Email distribution, tracking and analysis

What to do right now?

* Focus on developing differentiation strategies so prospects have a clear understanding of what you do and and why they should buy from you.

* Niche Manufacturer, Price Performer, Supply Chain Management Consultant, Marketing Services Provider

* Getting the right message to the right person at the right time via the right channel is the future of marketing.

* Growth is in personalized print and shorter run lengths.

Cobb Technologies' team of production print specialists can help with expert consultation on business development strategies and aggressive pricing and financing on today's top production print equipment. Cobb has been named one of the Top 10 Canon production print dealers in the Southeast U.S. and is the leading Canon production print dealer in Virginia. In addition, Cobb was recently awarded the Commonwealth of Virginia Production Print contract. Cobb Technologies is Virginia's #1 source for production print sales and service.

And the Winner is Fax Servers

2010-10-14T12:03:00.000-07:00

For many companies, part of their workflow process involves heavy reliance on fax communications to exchange critical paperwork with customers, suppliers, and perhaps agencies at the city, state or federal level. Fax communications are critical to keeping administrative operations running smoothly. Such a heavy fax load can require numerous standalone fax machines. Ask yourself this question: "If our fax goes down, are we unable to process XYZ forms, which could impact many aspects of our business?"

A fax server allows every PC on the network to send and receive electronic faxes, using email, print to fax, or other business applications. The server uses fax-over internet protocol (FoIP), completely eliminating the need for expensive fax hardware and telecommunications equipment. It removes the cost of the fax board and multiple phone lines, along with unnecessary supply expenses for toner and paper. A fax server can provide competitive per-page fax costs against your current telephone service provider.

With a fax server, your business receives all faxes on the fax server, which is definitely more reliable than a fax machine -- never lose a fax again! No more misplaced orders. Respond to faxes from customers or vendors in seconds, turning fax into a more effective medium of communication.

The fax server can be connected to one or many copiers and multifunctional devices in your office. A fax server delivers faxes just like email. And like email, the system can archive every fax that has been sent or received by your company, giving you secure access to any fax, in any form, from your web browser. You'll know what was sent, when, and who received it. This creates an audit trail for regulatory or compliance issues and means critical information is always at your fingertips, not lost in the bottom of the pile or, worse, tossed in the wastebasket.

Plus, fax server technology is the GREEN way to fax. It reduces paper waste since you print only what you need.

Check out fax server technology -- Cobb can help you understand all your options and how they can benefit your specific business.

Help! I'm drowning in a sea of desktop printers!

2010-09-13T12:04:00.000-07:00

“Man, do we really need all these desktop printers all over the place around here???”

It seems every office today has a sea of desktop printers, many of which are not being used.

That’s right, they just sit there.

Some are broken.

Some are out of ink.

Some have such low print quality that people wish they would just disappear!

Take control of your printing costs
Research by several leading firms has shown that organizations spend as much as 15% of annual revenue on document production, management and distribution. Assessing your network and rerouting documents to more efficient printers reduces costs, improves productivity and increases efficiency. Upgrading printers can also eliminate bottlenecks and improve diagnostics. By developing a strategy to tackle this prevalent office problem, you can:

Save 10% to 30% on your total printing costs.

Reduce the cost of parts and supplies.

Proactively monitor your printer supply levels and service needs.

Enable less IT focus on printing devices.

Local document management companies offer Managed Print Services, also known as “MPS”. It’s very effective for controlling office printing costs. Everybody is looking at MPS these days and trying to figure out how to make it work for their company.

How Managed Print Services can work for your company
Here’s a good example of how Managed Print Services can work for your company:

A Richmond-based medical practice had more than 35 copiers and printers from a variety of vendors spread throughout its multiple locations and spent a small fortune annually on toners and supplies. Practice administrators spent too much time barely containing the “mass chaos” of numerous vendors, service agreements and multiple monthly invoices.

The Practice Administrator brought this chaos to Cobb Technologies looking for a cost-effective, highly-productive solution. One that would help manage the practice’s ongoing needs for high-quality, high-efficiency printing and copying of patient records, education materials and billing information.

Cobb experts performed a print audit to assess the practice’s current equipment inventory, supplies usage and ongoing printing costs. They also found out the specific needs and functions required by individual departments within the practice, such as billing, patient records, patient care, etc. Armed with this information, Cobb was able to recommend a cost-saving restructuring of all of the practice’ office equipment.

The results?

• Measureable savings in overall printing costs
• Proactive maintenance and supplies fulfillment on their entire fleet
• A healthier, more efficient fleet
• Less IT focus on printers
• Peace of mind

So, in summary, if you are drowning in the costs associated with all those desktop printers….there is hope! Find a local document management company you trust and let them work to find ways to save you money. Trust me…..they will!

7 Critical Steps to Protect Your Business and Keep It Operating

2010-08-20T09:29:00.000-07:00

Having a plan for emergencies is the key to getting back to business with the minimum disruptions. All businesses, large or small, should develop a disaster preparedness plan. Having a disaster plan in place will make the difference between a business being down for a few days or possibly suffering severe financial loss. Start planning now to improve the likelihood that your company will survive and recover.

Step 1: Determine your risk

Check with your local building official, city engineer, or planning and zoning administrator to determine whether your business is at risk from natural hazards such as hurricanes, floods, earthquakes, wildfires or tornadoes. Other forms of "disasters" include:

hazardous material incident
winter storm

communications failure

radiological accident

civil disturbance

Step 2: Assess the potential business impact

Consider the potential loss of market share. Assess the impact of:

business interruption

employees unable to report to work

customers unable to reach facility

company in violation of contractual agreements

imposition of fines and penalties or legal costs

interruption of critical supplies

interruption of product distribution

Step 3: Identify critical products, services and operations

You'll need this information to assess the impact of potential emergencies and to determine the need for backup systems. Areas to review include:

company products and services and facilities/equipment needed to produce them

products/services provided by suppliers, esp. sole source vendors

lifeline services such as electrical power, water, sewer, gas, telecommunications and transportation

operations, equipment and personnel vital to the continued functioning of the facility

Step 4: Do an insurance review

Most companies discover that they are not properly insured only after they have suffered a loss. Lack of appropriate insurance can be financially devastating.

Step 5: Continuity of operations plan

Plan what you will do if your building, plant or store is not accessible. This type of planning is often referred to as a continuity of operations plan, or COOP, and includes all facets of your business.

consider if you can run the business from a different location or from your home

develop relationships with other companies to use their facilities in case of disaster

make contractual arrangements with vendors for post-emergency services such as maintaining payroll records, equipment repair, or providing customer service

Step 6: Protect business records and inventory

The loss of essential records and files during a disaster is commonplace and can not only add to your damage costs, but also delay your return to normal operations. To reduce your vulnerability, determine which files are most important and take steps to protect them.

store vital documents (plans, legal papers, etc.) in a secure, off-site location

regularly back up vital electronic files and store back-up copies in a secure, off-site location

Step 7: Install a document management system

Document management systems allow businesses to back up important paper documents/files electronically and store safely off-site in case of a disaster. The benefits of a document management system include:

scan large volumes of paper documents and store on off-site servers

access files from anywhere there is an Internet connection: laptop, satellite office, home

documents can be emailed, faxed, printed -- so your business can keep running

index, search, retrieve large volumes of documents electronically

systems are available that can be customized to any size business -- large or small

Going Green With Your Office Equipment

2010-08-04T16:10:00.000-07:00

Going Green with your office equipment is an easy and practical thing to do. There are numerous eco-friendly equipment and practices that can help your business go green and save money.

10 Simple Ways to Save Paper/Electricity At Your Business

1. Power down: Copiers consume the most energy of all types of office equipment and use power even when sitting idle. Turn copiers and printers off at night and on the weekend.

2. Print duplex: Electricity is not only used to create documents, but also for the production of the paper on which it is printed. Set your printer and copier to automatically default to making two-sided copies.

3. Re-use: Reduce paper usage by printing on the back side of used paper.

4. Preview before you print: Cases of paper end up in the dumpster due to documents not printing as the user expected. Use your "print preview" to reduce the number of unwanted prints.

5. Sleep to save: Copiers and printers are on all day but only used for a small part of the day. Use the "stand-by" and "sleep" modes available on the device.

6. Don't print it: Save electricity and paper by reading an email or memo from the monitor; you can always print it later if you need to.

7. Get the right size: A mid-volume (20 to 44 copies per minute) copier in a low-volume office can use 70% more energy per page than an efficient low-volume (under 20 copies per minute) copier.

8. Strategic placement: Place printers and multifunctional devices strategically around the office so several people or groups can use the same printer.

9. Get out of the heat: Put printing devices in areas with natural ventilation and good airflow to reduce the need for increased air conditioning.

10. Energy Star: Look for the Energy Star logo when buying office equipment to ensure the device has automatic power-management features and therefore a better use of energy.

Let's all do our part to reduce the impact of today's office technology on our environment, starting with these very easy to accomplish steps.

Local news now exploring copier security issues

2010-07-20T11:58:00.000-07:00

CBS News aired a report in April on copier hard drive security risks that caused quite a sensation throughout businesses and the copier industry. Now local news stations are picking up on the story and doing their own versions geared toward alerting their local audiences on the potential for important information being left on a copier's hard drive after it is sold or returned from lease.

Technical experts from Cobb Technologies were recently interviewed by a Richmond area TV reporter looking for information on what businesses can do to protect their data from being stolen from their copiers. View video

"The real only way of getting rid of the information permanently on a hard drive is either sanitizing it or overriding or destroying the hard drive," Tracy Short, Cobb's Richmond service manager, told the reporter.

"The bottom line is it's kind of their (copier owner) responsibility because it's kind of their information," Short continued. "From a dealer or a vendor standpoint it's our responsibility to educate the customer and assist them in getting that information taken care of."

The reporter concluded that business owners are cautioned to make sure they have a company like Cobb Technologies sanitize their hard drives to keep the documents they have copied from being duplicated by a hacker.

This story will continue to churn throughout the airwaves for a while, no doubt. Security is on everyone's minds these days and the continual cautions to safeguard sensitive information have never been more important.

Copier Hard Drive Security Concerns

2010-05-19T12:27:00.000-07:00

A recent CBS News report titled, "Your Office Copy Machine Might Digitally Store Thousands of Documents That Get Passed on a Resale," has caused quite a sensation in the business community. The report indicated that potentially private, sensitive data can be left on the hard drives of copiers after they are returned at the end of their lease period. The report also state that businesses and organizations need to be aware of the need to "wipe" the hard drives clean prior to returning the equipment.

A follow up CBS News report indicates that the Federal Trade Commission (FTC) and Congress have now gotten involved and may initiate an investigation of the copier security issue.

What the report failed to mention is that there are numerous automatic security measures already in place on today's office equipment. For example, automatic overwrite, in which the information temporarily stored on the copier hard drive during printing or scanning is overwritten with information from the next job that is sent to the device. Not all information from every individual job is stored permanently on a copier's hard drive, as most of it is constantly being overwritten with each new job.

There are also many options available to maintain security on existing copy machines or to utilize at the end of lease or reallocation of a copier: sanitizing the hard drive, replacement of the hard drive, and installation of data security kits on existing machines that allow for the erasure or encryption of information on a continuous basis.

Regardless of which option a business selects, the best protection against data theft is to prevent unauthorized access to all equipment capable of storing data digitally. This includes not only office copiers, but also personal computers, laptops, mobile "smart" phones, and digital telephone equipment.

View Cobb Hard Drive Security Options.