I was recently browsing the internet when I came across a website claiming it could tell me exactly how much my life was worth as a human being.  Intrigued, I filled out a survey that asked questions about my physical, mental, lifestyle and personality factors.  Once completed it broke down every aspect of my answers and gave me an exact number of my life’s worth—$2,327,896 to be exact. 

I began wondering, if there is a method to determine something as intangible as the price of a human life, certainly any other object could be also be weighed and measured.  Businesses everywhere know the value of a document, but how much is it really worth?  While the question remains of why researchers would find interest in determining the life worth of a piece of paper, I did find an answer.  Research has shown that over a document’s lifetime the cost of handling, storing and shipping a single paper document can easily reach up to $30.

First, there is the cost of the paper itself, just a few cents to begin with, but we’re only getting started.  Then there is the cost of storage.  This can include anything from file folders, file cabinets and storage boxes to the extra office storage space you have to rent.

HP today unveiled an expanded portfolio of HP Latex Printing Technology solutions designed to broaden production capabilities for a greater number of customers and provide a viable alternative to eco-solvent technologies.

The offerings enable small and midsize digital print and sign shops, copy shops and photo labs to produce indoor and outdoor applications with ease while reducing their environmental impact.

Additions to the portfolio include:

• The HP Designjet L25500 Printer, which offers easy, low-maintenance printing of a wider range of applications – from indoor point-of-purchase displays, exhibition graphics and interior décor like wall murals and fabrics to outdoor banners, bus shelters and vehicle wraps – than is possible with eco-solvent or traditional water-based printing alone⁽¹⁾
• Six Original HP printing materials compatible with HP Latex Ink printers, including two recyclable⁽²⁾ substrates and three polyvinyl chloride (PVC)-free alternatives
• The expansion of the HP Planet Partners program to include the HP Large-format Media take-back program in the United States and select countries in Europe⁽²⁾

“Customers have been asking us for a versatile, cost-effective alternative to eco-solvent-based printing solutions for the production of a wider range of indoor and outdoor large-format applications, while reducing the impact of printing on the environment,” said Santiago Morera, vice president and general manager, Designjet Large-format Printing Solutions, Imaging and Printing Group, HP. “The expanded HP Latex Printing Technology portfolio enables us to meet and exceed this demand for a variety of customers, allowing them to create a competitive advantage and seize new growth opportunities.”

The expanded HP Latex Printing Technology portfolio builds on the proven technology of the HP Designjet L65500 Printer. This printer has seen tremendous acceptance in the graphics market with more than 1.2 million m² printed on installed machines since the printer’s general availability in August 2008.

Any business whether it’s healthcare facilities, legal firms, financial services or educational institutions, has to deal with an inordinate amount of documents.  When digging through a dusty file cabinet for a case study or client information, at the back of any file clerk or assistant’s mind is the question “Isn’t there a better way?”

Anyone who deals with paper on a regular basis has dreamed of having their paper information on their computer.  Now that the price of hardware space has decreased, the possibility of integrating an electronic document management system is more appealing than ever. 

With the emphasis on the environment and utilizing what you already have, many organizations are exploring new ways to reclaim wasted office space.  If you are looking for more space in your office, a great place to start may be with your filing cabinets. 

Where to Start
Average rent for an office space is $24 a square foot.  Using this average, a 20 x 20 filing room will cost $9,600 annually. If this space can be reclaimed for additional offices, the potential savings realized by not having to move or rent additional rooms are substantial.

Say Good-bye to Paper Documents 
Electronic Document Management technology enables paper files to be scanned to a secure network server. The paper files can then be sent to off-site storage or shredded, freeing up valuable office space. 

Customer relations are an integral part to any company.  Without customers you don’t have a business.

No matter what industry you are in, you need to access information quickly.  It’s a key factor in determining your quality of customer service interaction.  Wouldn’t it be wonderful if hold or call-back time was reduced or even eliminated?

You can answer frequently asked customer questions easily and efficiently and lower costs with the use of Electronic Document Management Systems technology.

• Provide Your Customers with Better Service
  With EDMS, you won’t have to put a customer on hold or have them wait for a call-back.  Retrieve and view document instantaneously on your computer while the customer is on the phone or waiting in person.  The customer gets the information they need quickly and your staff is able to move on to the next request.

HP today announced several new imaging and printing offerings, the expansion of its 25-year relationship with Canon Inc., and new channel programs to help businesses streamline and integrate paper-intensive processes with digital workflows.

HP’s broad portfolio of products, services and solutions for enterprises, combined with its IT expertise, is designed to transform business processes and drive down costs by optimizing a company’s imaging and printing infrastructure, effectively managing the total imaging and printing environment, and improving and streamlining document workflows.
“HP is helping customers strategically evaluate the role imaging and printing plays in the IT conversation, signaling a new approach to managing printable content,” said Vyomesh Joshi, executive vice president, Imaging and Printing Group, HP. “As enterprise customers embark on the transformation from paper-based to digital processes, it is imperative they engage with a company like HP that knows how to bridge imaging and printing with IT expertise.”

The announcements include:

HP today announced a series of new relationships and solutions designed to open up web printing to the masses by enabling people to print customized content how, when and where they choose.

• HP is partnering with AOL to bring embedded print customization tools to AOL sites.
• An agreement between HP and Flickr, a division of Yahoo! Inc., will expand print services for Flickr members worldwide through Snapfish by HP.
• HP Apps (applications) come alive with the launch of the HP App Studio, featuring everything from informative news content to movie tickets, maps and fun activities for children.
• New HP App partners announced today and rolling out over coming months include Disney, CNET.com, 60 MINUTES, Flickr and Tabbloid.
• HP brings web-connected printing to the home with the HP Photosmart Premium with TouchSmart Web available on www.hp.com starting this week and at Staples, Best Buy, Office Depot and OfficeMax stores nationwide as well as Amazon.com throughout the fall.

“With the explosion of digital content on the web, our goal is to enable consumers to print anywhere, anytime,” said Vyomesh Joshi, executive vice president, Imaging and Printing Group, HP. “Today’s announcement is a major step forward in our Print 2.0 strategy, we knew the web would be the future of the printed page and now, with 50 percent of everything that is printed coming from the web, we are embarking on a new era of consumer printing.”

Online communities expand print capabilities

HP is working with AOL to embed the Tabbloid publishing service across the AOL network – including its RSS feeds – allowing people to print customized newsletters tailored to their interests.

Flickr, one of the world’s largest photo sharing communities, will expand its print offering and experiences for members through Snapfish.

Some people may ask why most businesses are beginning to implement an electronic document management system when hard copy documents have driven businesses for years? 

These electronic systems provide searchable access to scanned information, create a disaster recovery plan and ensure government regulatory compliance.  All these things enable better business decisions and smoother customer service interactions. 

Many businesses are under the incorrect assumption that paper documents are somehow free.  The fact is that the cost of managing paper documents may be more expensive than digital management alternatives.

The Cost of Paper Filing

Consider an average three-drawer filing cabinet.  You have the cost of the actual cabinet, the cost of the folders, the cost of the paper prints and copies, and the cost of renting a space to keep the cabinet.  Then you have to take in consideration the time it takes to copy, categorize and file documents in paper folders.  Every time you need information you’ll have to physically search for the documents that could easily have been misfiled or misplaced.

Since the 1960’s, barcode technology has been used in business industries including the identification of railroad cars.  Today you can use the same barcode technology grocery stores and inventory systems do to streamline your business processes like invoicing and collection.

Barcodes allow critical business information to be processed quickly and accurately. 

For an example consider invoices.  Convert the invoice number to a barcode and printed onto the payment remittance stub.  When payment is received, the check and the remittance stub are scanned in to the system.  The payment is thus recorded and a digital copy of the check is stored.

The most expensive liquid in the world may be the ink located in the cartridges used for ink jet printers.  Did you realize that it costs around $2,800.00 a gallon for this ink?  With expenses like this, it’s not surprising that many new computers now include a color ink jet printer for free—the computer company will probably make more of a profit on replacement cartridges than they did on the original computer.

So how does this affect you?

Ink jet printers may make sense for casual use at home but they can be a huge burden to office budgets. More and more businesses are realizing that a color multifunction system is a smart part of a cost reduction strategy.