Blogs


Managed Print Services (MPS) Blog

By: Michael Kahn


Learn more about Managed Print Services and how it can cut your printing and copying costs up to 30%

MPS Secret: How a Balanced Printing Deployment Saves More Money

Sep 19, 2017

MPS Secret: How a Balanced Printing Deployment Saves More MoneyAt Genesis Technologies, saving our clients money and headache with managed print services (MPS) is far more important to us than selling you office equipment.

You'll mostly find the opposite from office equipment vendors and other independent dealers. These companies use their version of managed print services to show you how you to save a boatload of money by throwing out all your printers and replacing them with new copiers and MFPs.

The problem with this approach: the printers always find their way back.

A Dirty Secret

While the idea is sound, the reality doesn't work.

While copiers certainly can replace a legion of printers, you need to think about why those printers are there in the first place. Often, it's convenience so, if you take away printers from your employees, they usually find their way back shortly after you've made a significant investment in new copiers.

As a result, you may wind up spending more on printing than you did before.

A Balanced Deployment Approach

We understand that printers are part of the equation, so we recommend focusing on printing and copying smarter, having more responsive and effective maintenance, and procuring toner more cost-effectively.

We only recommend consolidating and/or upgrading devices when this approach meets your employees' requirements and is cost-justified, and possibly if new equipment is needed for security reasons.

Instead of throwing out printers, reducing the amount of printing is far more effective when you change the habits of high-volume printing users. By showing these employees better alternatives to printing, perhaps with some combination of eforms, PDFs and workflow automation software, you can get them to change their costly printing habits and reduce the need for some of your printers.

This "balanced deployment" approach often saves our clients up to 30% every year and the best way to start is with a print optimization assessment.

Print Optimization Assessment

Every client's printing requirements, habits, environment, and fleet of office equipment are different, and so is the opportunity to print smarter and save a lot of money with MPS. That’s why we begin every client relationship with a thorough assessment of your printing needs.

Our print optimization assessment explores how every piece of printed material in your organization fits into the bigger picture of workflow and document management. That means not only determining the hard and soft costs of the print system, but assessing it within the context of what works for your employees.

We want you to have the right office equipment for your needs, even if that means you already own a lot of it. Our 26 years of experience has shown us that most of the time, most savings result from putting the right device in the right place, with help from the right partner, instead of taking an all-or-nothing approach.

Contact us request a print optimization assessment today

Managed Print Services (MPS): Guiding Principles

Aug 14, 2017

Managed Print Services (MPS) GuidelinesWhile many offer some form of managed print services (MPS) – from hardware manufacturers like HP and Xerox to a handful of independent providers – few offer both nationwide service and unbiased hardware recommendations.

So how can you determine which MPS provider is the best fit for your organization?

We recommend that you choose an MPS partner whose guiding principles are the best match for your organization. Below are some of the most important MPS guiding principles based on our 26 years of experience.

MFP, Copier & Printer Usage

We believe that the following usage principles should be applied to multifunction printers (MFPs), copiers and single-function printers throughout your organization to achieve user needs while also eliminating the use of rogue printers:

  • Walking Distance: users should not have to walk farther than 50 feet to their closest print device
  • User-to-Device Ratios: one output device should be deployed for every 10 to 20 users, depending on requirements
  • Target Volume: an optimal volume schedule should be established for each model based on its capacity

Device Administration

The following guiding principles will minimize the cost of toner, maintenance and overall administration (internally and externally):

Hardware Balance

Single-function and MFPs should be balanced according to business requirements.

More specifically, organizations need to resist the temptation to maintain more single-function printers than are really needed, but also to prevent forcing employees to only use MFPs – the latter of which can increase the number of rogue printers used, thus perpetuating a costly cycle.

Color Usage

Considering how much additional cost is involved, access to color output should be controlled, managed and tracked.

Employees and departments needing color production should be allowed to do so but also need to be held accountable for their share of toner and maintenance costs, with these costs allocated accordingly.

Exceptions

All of the above can serve as the basis for your office equipment policy. However, with every rule are exceptions – just make sure they're approved by management at the P&L level or your policy will have no teeth.

Contact us to learn more about managed print services

How Two Data Points Ensure You Never Run out of Toner Again

Jul 30, 2017

Automate Toner Replacement & Managed Print Services (MPS)One of the biggest headaches in managing a fleet of printers, copiers and MFPs is keeping them running – and there’s nothing more avoidable than running out of toner.

How many times have you run out of toner for one of your devices in the last year? It's especially difficult to manage internally because of how many different types of devices and toner cartridges are out there, and because you may have several different people ordering.

Automated Toner Replacement

What if you could centralize and automate all toner purchasing so that you never ran out again and benefited from larger economies of scale? That’s what you get with our automated toner replacement service, which is part of our managed print services (MPS).

And we make sure that you only get the toner you need, when you need it so we don’t fill up your storage closets unnecessarily.

How Automated Toner Replacement Works

We thoroughly map out the location of every printer, copier and MFP in your organization and then implement software that monitors how much toner is left on each device.

Based on your printing and copying volume, this software makes a "days until empty" calculation. Once a device gets to 10-20 days until empty, we automatically ship toner to where that device is located.

Two Data Points Ensures Up-Time

Other providers may use similar software to monitor printer toner but they do not take volume into account. Instead, their programs solely calculate the amount of toner remaining in a cartridge remaining vs. print volume.

For high-volume printers, the cartridge could be out well before the toner is ordered. For low-volume printers, you could wind up with a stockpile of toner cartridges.

By monitoring both toner level and days until empty, we ensure that you never run out of toner and never have too much. And our pricing, especially on original HP toner, can't be beat.

Print Optimization Assessment

If you're interested in our automated toner replacement and managed print service, the best way to start is to request a print optimization assessment. Our assessment will evaluate what you need and what you could save for cost justification purposes.

Don't wait until the next printer goes down – contact us today.

Contact us to learn more about automated toner replacement and MPS

How Genuine HP Toner Cuts Printer Service Calls by 30%

Jun 06, 2017

For the same price as remanufactured (reman) toner, genuine OEM HP toner from Genesis Technologies typically reduces MFP service calls by 30%

Genuine HP OEM Toner CartridgesHow much do you spend every year on HP toner and service for your printers?

What if you could cut service calls by 30%?

Learn how Genesis can make this happen with genuine HP toner that is priced the same as recycled "reman" toner.

Why Are Service Calls Reduced?

We conducted a study of our managed print services (MPS) customers who were using 100% reman cartridges and switched to 100% OEM. On average, the number of service calls per year declined from 6-7 with reman toner to 4 or less with genuine OEM toner.

Why less service calls? Because reman toner manufacturers increase the yield of each cartridge by modifying the amount of toner that transfers from the imaging drum to the each page being printed so that you can get print more pages: around 25,000 pages printed per cartridge vs. 20,000. The trade-off? Print quality. Less toner being transferred to the page results in more complaints and service calls because the print quality is too light, which decreases legibility. Reman toners tend to also run dirtier, gumming up parts.

Genesis Technologies Offers Genuine HP Toner at Reman Prices

How can we offer the real thing for the price of reman? Because Genesis is an elite HP Managed Print Services (MPS) provider. We purchase a large volume of HP toner cartridges at very competitive prices. We then pass this savings along to you.

If You're Located in Chicago, Your Printer Service Cost Could be $0

If you buy your HP toner from us, we'll also include free onsite service if you're located in downtown Chicago or Northbrook and have at least 5 HP printers or if you're located in the Chicagoland area and have at least 10 HP printers.

Start Cutting Your Printer Service Costs Today

Contact us to learn more about genuine HP toner and cutting service costs

Genesis Technologies Earns Canon Top Dealer Award, Again

Jun 05, 2017

In recognition of sales and service of its copiers and multifunction devices (MFDs) in Chicago and Dallas, Canon has presented Genesis Technologies with their Top Dealer Award

Canon Authorized Copier & MFP Dealer: Chicago & DallasGenesis Technologies became a Canon dealer in 2013. Since then, Genesis copier and MFP sales and service have grown dramatically to a large base of managed print services (MPS) clients nationwide.

What the Canon Top Dealer Award Means

Canon's Executive VP & GM of the Business Imaging Solutions Group, Toyo Kuwamura, commented: "Please accept our congratulations and the 'Top Dealer Award' in recognition of your accomplishments for the 2106 sales year. This award is presented to all dealers who met or exceeded their baseline targets for last year. We sincerely thank you and all of the employees in your dealership."

He added: "Your continued success in 2017 is critical as we endeavor to increase our market share in all segments of the black and white and color markets. We look forward to working with your dealership."

Michael Kahn, CEO of Genesis Technologies, said, "We are proud to have earned the Top Dealer Award by Canon based on our work. Canon is one of the top brands of office equipment on the market and, though we represent several brands, is often a very good fit for our clients especially when they need production-grade MFDs and large format printers."

About Canon USA

Canon USA, Inc., is a leading provider of consumer, business-to-business, and industrial digital imaging solutions to the United States and to Latin America and the Caribbean (excluding Mexico) markets. Canon USA is committed to the highest level of customer satisfaction and loyalty, providing 100% US-based consumer service and support for all of the products it distributes. Canon USA is dedicated to its Kyosei philosophy of social and environmental responsibility. More: www.usa.canon.com/rss

About Genesis Technologies, Inc.

Genesis Technologies is one of the nation"s most notable managed print services (MPS) providers specializing in workflow assessment and infrastructure optimization. Since 1991, we have been helping companies understand the total cost of ownership, device utilization and patterns along with continuous improvement initiatives. Genesis works with Fortune 100 companies as well as mid-sized organizations – in every industry from education and healthcare to manufacturing and non-profit – to improve their bottom line and achieve operational efficiency.

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Press contact:

Nancy Wasielewski
Marketing Manager
nwasielewski@genesistechnologies.com
(847) 897-7220 phone

Genesis Technologies Awarded HP Best-in-Class for the Third Time

May 22, 2017

Genesis Technologies Awarded HP Best-in-Class MPS PartnerGenesis Technologies was named an HP Best-In-Class Partner for Managed Print Services (MPS) for the third time, and each time this distinction has been awarded.

The Best-in-Class award recognizes Genesis achievements in 2016 for developing new business and excellence in supporting HP multifunction printers installed as part of Genesis MPS clients printer fleets.

The Best-in-Class Partner distinction is extended to only a limited number of HP MPS Partners, and is a unique honor.

What HP Best-In-Class Means

The award was recently presented to Michael Kahn (above, left), CEO of Genesis Technologies, by Stan Frackowiak (right), HP's partner business manager. This is the second year (and third time) that Genesis achieved this recognition since the HP award program began in 2015.

“Genesis has a long standing, valued partnership with HP and we are proud to be recognized with this Best in Class Partner honor. We look forward to our continued partnership success in serving our customers’ managed print needs,” said Kahn.

In congratulating Genesis for the achievement, Grad Rosenbaum, HP VP and General Manager of HP Americas Managed Services, said, "Genesis Technologies has been inducted into an exclusive group of HP MPS partners who qualify for this special recognition. Thank you for your continued partnership and contributions to our joint success. I look forward to what we can accomplish together in 2017. It’s a very exciting time to be an HP MPS Best in Class Partner during this time of industry growth for MPS."

Other HP Awards

Genesis Technologies has also been awarded the following by HP:

  • Top 10 "Best In Class" HP MPS channel partners for the first and second halves of HP's fiscal year 2015
  • Gold Document Solutions Specialist Partner 2016
  • Gold Managed Print Advanced Specialist Partner 2016
  • Gold Printing and Computing ServiceOne Specialist Partner 2016
  • HP Qualified Supplies Partner for 2016
  • Partner First Platinum 2017

Genuine HP Toner at Reman Prices

Genesis Technologies gets the best pricing from HP of any MPS provider, and passes these savings on to its clients.

Organizations with 5 or more HP multifunction printers (MFPs) often spend $6,000 every year, or more, to keep them running with remanufactured (reman) toner, maintenance and repairs.

For Genesis Technologies clients, the cost for genuine HP toner (not reman) is often 20% less. If you're located in Chicago or the northern suburbs, Genesis offers free service because of its high concentration of clients in the Chicagoland area. Learn more...

About HP

HP Inc. creates technology that makes life better for everyone, everywhere. Through our portfolio of printers, PCs, mobile devices, solutions, and services, we engineer experiences that amaze. More: www.hp.com

About Genesis Technologies, Inc.

Genesis Technologies is one of the nation"s most notable managed print services (MPS) providers specializing in workflow assessment and infrastructure optimization. Since 1991, we have been helping companies understand the total cost of ownership, device utilization and patterns along with continuous improvement initiatives. Genesis works with Fortune 100 companies as well as mid-sized organizations – in every industry from education and healthcare to manufacturing and non-profit – to improve their bottom line and achieve operational efficiency.

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Press contact:

Nancy Wasielewski
Marketing Manager
nwasielewski@genesistechnologies.com
(847) 897-7220 phone

Contact us to learn more about managed print services and HP MFPs

How to Ensure Network Security with Printer Security

Mar 14, 2017

Network & Printer SecurityAccording to a recent study by the information security company, Quocirca, 63% of organizations surveyed experienced one or more print-related data breaches—and those are only known printer security breaches.

Other highlights of the study include:

  • 66% of financial services had at least one print-related security breach but only 16% had more than one incident
  • 90% of public sector agencies had at least one breach and 35% had more than one incident
  • The top three reasons for print security not being adopted: 1.) low priority (92%), 2.) unawareness of benefits (71%), and 3.) lack of a print security strategy (65%)

Since your information security is only as strong as the weakest link, and because printers and multi-function devices/printers (MFDs/MFPs) are often the weakest link, your network security is only as strong as your printer security.

Have you experienced any printer security breaches lately? If not, how do you know?

Here are two ways to shore up your printer security without having to break the bank.

Secure Printing

Also known as "follow me printing" or "pull printing," secure printing is a feature of print management software ensures that documents are only released upon user authentication, using card login, username and password, PIN code or job code.

Secure printing also reduces waste by eliminating unclaimed documents from being printed in the first place and provides printing for mobile users, enabling print jobs to be released at any printer across your network.

Printer Usage Audits

Print management software offers audit and reporting capabilities to track print, copy, scan and fax usage. User authentication enables businesses to monitor who printed what document at what time and on which device. This provides an audit trail and enables patterns of misuse and/or waste to be identified. The cost of printer use can then be allocated to the right cost center, department or user.

Finding the Right Print Management Software

Both functions described above are hallmarks of print management software. What brands of printers does your organization own? Depending on which brand(s) and what security gaps are present, we can determine the right print management software and if any hardware needs replacing as part of our Printer Security Assessment.

Contact us for a Printer Security Assessment and to learn more about print management software

Watch HP's Printer Security Video "The Wolf" Starring Christian Slater

MFP & Copier Hard Drive Security

Feb 27, 2017

MFP & Copier Hard Drive SecurityIn today's world, businesses are all too aware of how important it is to protect data. In the past, there have been stories of how copiers, containing hard drives that store an image of every document ever copied on it, were being sold to foreign parties interested in data mining.

At Genesis, we understand your commitment to your security and make sure that all our hardware contains the proper hard drive security. Here's a look at two of our most popular brands, Canon and HP, and how they can help tackle the problem of hard drive security.

Canon's HDD Data Encryption & Erase

Most devices provide a sufficient level of security for many organizations. However, for those who need to meet stricter security measures in the private sector or comply with the stringent privacy and auditing regulations of the public sector, Canon now offers Hard Disk Drive (HDD) Security in the form of Data Encryption and Data Erase, two optional features that deliver higher levels of protection.

The HDD Data Encryption option has been designed to protect all temporary data and stored documents on the internal disk drive using 256-bit AES or 168-bit TDEA algorithms. The HDD Data Encryption Kit utilizes an inaccessible secret key that's stored on the plug-in board to encrypt and decrypt all data that's stored in random, non-continuous portions of the disk drive. Once written, the data is virtually irretrievable by anyone seeking to recover it from within the device or through external file recovery utilities. Each of the Data Encryption Kits are also equipped with the Common Criteria-certified (EAL3) MFP Security Chip 1.00.

Even after deletion, data can be potentially retrieved unless it's been effectively overwritten. In response, Canon has developed HDD Data Erase. Once activated, Data Erase will ensure that no traces of any temporary data or deleted documents remain accessible on the disk drive. The function uses a three-pronged approach to securely erase your data. To remove the possibility of erased data being retrieved, Data Erase will overwrite once with null data, once with random data, or three times with random data for maximum security. The overwrite process, which includes any references to the data's physical locations in the directory, is performed each time a file is deleted. Once Data Erase has had its way, the data is permanently irretrievable by hackers through disk utilities and file recovery tools.

HP Secure Data Erase Technology

Hewlett-Packard has developed its own NIST-compliant overwrite technology to help fight data mining and other breaches in hard drive security. Their Secure File Erase feature (now standard on HP LaserJet MFPs and printers) ensures any hard disk information from print, copy, fax, and scan jobs is securely removed. When this data is deleted, the hard disk areas storing the information are filled with random data using either a 1-pass or 3-pass overwrite, ensuring that the information cannot be recovered using diagnostic tools.

The HP Secure Hard Disk solution also protects "data at rest" using the AES 128 encryption standard. If the hard disk is removed from the system, the encrypted information on the disk is not readable. For failed hard disk devices, HP offers a Defective Media Retention Carepack. This service allows customers to maintain possession of failed disk storage devices while adjuring to terms and conditions of standard warranty agreements.

Finally, HP offers Customer Data Sanitization in order to handle the destruction of physical devices. When functional hard disks are returned to HP refurbish or recycle facilities, they are wiped with a destructive data pattern to all addressable locations. Non-functional drives are recycled by crushing at a metal separation plant.

Next Steps

Contact us to learn how to secure your current fleet of hardware and to eliminate all vulnerabilities. We can also help you identify the right new hardware with the right level of security as well as the best fit overall based on our 25 years of copier, MFP, printer, and managed print services (MPS) experience.

Contact us to learn more about ensuring copier and MFP security

Printer Security: Threats & What to Do

Feb 27, 2017

Printer SecurityThough they seem to be innocuous, your printers can actually be a serious security liability. Not only is sensitive information there for the taking in the output tray, but they can also provide hackers with access to other computers on the network.

Today's multifunction printers do more than simply print: they scan, sends and store sensitive information. In this way, multifunction printers are essentially computers, with their own hard drives, operating systems and network connections. As we've learned time and time again, businesses need to protect all computers – and now printers.

Here's a rundown on the threats and what to do about them.

Threats to Printer Security

Businesses face a number of potential threats to printer security:

  • Document Theft: this is the simplest and most common breach to security; a person simply walks over to a printer and sneaks a peek at a document that belongs to someone else, and there may be a temptation to pick it up when no one's looking
  • Unauthorized Changes to Settings: If your printer settings aren't secure, someone may (mistakenly or intentionally) reroute print jobs, open saved copies of sensitive documents, or reset the printer to its factory defaults
  • Saved Copies on Internal Storage: If your printer has an internal drive, it can store print jobs, scans, copies, and faxes; if someone steals the printer, or if you throw it out before properly erasing the data, someone might recover the saved documents
  • Eavesdropping on Network Printer Traffic: Hackers can eavesdrop on the traffic on your network, and capture documents that you send from your computers to the printer
  • Printer Hacking: A person accessing your network can hack into a any network-connected printer fairly easily, especially if it's an older model that lacks newer security features or isn't password-protected

Attacks from inside your network are only half of the problem, however. If your printer is accessible via the Internet, the field of potential hackers becomes virtually limitless. Attackers could send bizarre print jobs to it, use the printer to transmit faxes, change its LCD readout or settings, launch denial-of-service (DoS) attacks to lock it up, or retrieve saved copies of documents. They might even install malware on the printer itself to control it remotely or to gain access to it.

Printer Security

We have five multiple-choice questions whose answers will determine what printer security measures are right for your company.

  • Which printer security features or practices has your organization deployed?
  • How do you protect data traveling across your network to and from printers?
  • How does your organization authenticate users at printing devices?
  • How does your organization monitor and/or manage its printer fleet?
  • Which of the following document security measures has your organization implemented?

Share the answers with us and we can identify the right printer security for your organization as part of our Printer Security Assessment.

PaperCut Print Management Software

A way to reduce user misuse is PaperCut MF with its Find-Me printing feature. Find-Me enables users to print to a global virtual queue. Jobs are paused and only printed when the user releases the job at any compatible printer.

Rely on Genesis

These are but a few ways to address today's printer threats. Based on your current copier, MFP and printer infrastructure, we can analyze current security vulnerabilities and identify how to eliminate them. Contact us to get started today before your security vulnerabilities are exposed.

Contact us to learn more about mitigating printer security threats and PaperCut software

Copier & MFPs: Independent Dealers vs. Vendors

Feb 27, 2017

Copier & MFPs: Independent Dealers vs. VendorsIn the past, organizations relied on purchasing their copiers, MFPs and printers directly from the manufacturer. There wasn't really another choice: you accepted the price you were quoted, you depended on them to provide the service and maintenance to keep your machines – and your business – running.

In today's world, independent dealers are now giving companies a new series of options when it comes to their office technology. Taking a look beyond manufacturers and large vendors can be a smart choice for businesses who see the value in the flexibility, responsiveness and local partnership an independent dealer can offer.

Best-Fit Solutions & Flexibility

Copier, MFP and printer vendors only sell what they manufacture, whereas independent dealers offer a much wider selection. An independent dealer's first job is to determine which make and model is right for you, choosing between multiple major brands. Independent dealers can also negotiate "industry-best" pricing and programs from their vendors, giving you discounts from new vendors or on future purchases from vendors you are already using.

The copying, printing and scanning requirements for every organization are unique. A large vendor or manufacturer's local sales office reports to regional offices who report to national offices that are a part of a global conglomerate. They are slow to respond, can't make decisions and there's little flexibility. The manufacturer sets the terms of how the relationship will work, not the client.

At Genesis, we help our clients acquire their office technology, support and supplies in a way that fits your business model based on our philosophy of managing, optimizing and improving your infrastructure. Once we identify what hardware is needed, we then determine which brand, series and model is the right fit based on our experience of representing several major brands, including HP, Canon, Xerox, and Kyocera.

Responsiveness & Service Quality

When your office technology goes down, business processes can grind to a halt. Copier vendors usually can't respond with service at the speed you need because they don’t have the service infrastructure to respond in a timely manner.

We pride ourselves on responsiveness and high quality service. Our field service technicians will be at your location in a matter of hours—our average response time is 2.8 hours—with a full stock of parts from our local warehouse. When you need new parts and supplies to keep your devices running smoothly, our team will be there with the correct items, making sure your needs are met on the first visit – our first call completion rate is 80%.

Your Local Partner

We've worked with organizations throughout Chicago and Dallas since 1991. Many of our clients turn to us because they're not satisfied with copier vendors that aren't responsive and don't work in their clients' best interests. We've also been recognized as a best-in-class HP partner and one of Chicago's Best and Brightest Companies to Work For® by the National Association of Business Resources (NABR).

What can we do for you?

Contact us to learn more about copiers, MFPs and printers

MPS Services: Copier Vendors vs. Independent Providers

Jan 31, 2017

Managed Print Services (MPS): Independent Providers vs. Hardware VendorsIn the past, the only option businesses had was to purchase their printers, MFPs, copiers, and related supplies from a copier vendor. The vendor provided the hardware and usually repair and maintenance services, but that was the end of their involvement.

The old transactional, hardware revenue model has been eclipsed today by managed print services (MPS) from independent providers like Genesis Technologies.

A New Option

Over the past decade, printer manufacturers have been steering most of their enterprise-market sales toward MPS to more effectively manage those environments.

Initially, vendors used MPS as a strategy to take over a client's entire print network, including competitors' printers within those networks. Vendors are interested in selling you more hardware, but Genesis is focused on using your existing hardware smarter. We promote print reduction through device consolidation, rules-based printing and stricter printing controls.

Benefits of Managed Print Services

There are many reasons to consider managed print services, starting with improved control over print use and costs to drive more savings and meet sustainability goals.

A lot of businesses don’t know how many and what types of printers they have, their user-to-printer ratio, and who’s using which printers and how. We can also help you keep track of your spending on toner, paper and other consumables. We’ll help usher in user policy changes that use print resources more efficiently and put print governance in place to support compliance. We can streamline your IT processes, such as automating data gathering and management, and lay the groundwork for ongoing process improvement with fact-based data.

Contract Consolidation

We will also help you save money by consolidating related contracts. Contract consolidation can free up time for your employees who currently have to dedicate a considerable portion of their time to managing a myriad of vendor relationships with multiple suppliers. It can also help prevent gaps in your company’s r support coverage.

Enhanced Security

In addition to reduced costs, you’ll be protected with enhanced security. Our MPS service allows you to add more print security, control and reporting without disrupting your IT infrastructure. You’ll be able to authenticate users for secure printing anywhere without putting information/data at risk. We can help your IT managers instruct users about security best practices for printing environments, and offer advice about useful technologies such as data encryption solutions that protect files being temporarily stored on an MFP's internal hard drive.

Nationwide Service

An important consideration for national companies is to hire a service provider that operates nationwide so they can serve all of your locations.

Genesis provides sales and service coverage in the continental 48 states. Our field service technicians will be at your location in a matter of hours instead of days (our average response time is 2.8 hours) with a full stock of parts from local warehouses.

When you need new parts and supplies to keep your devices running smoothly, our team will be there with the correct items, making sure your needs are met on the first visit.

Not Sure?

We know that change can be painful, and MPS induces the change necessary to operate more productively, with less cost (often up to 30% of current print and maintenance costs), for a win-win. However, if you're not sure what the impact might be, having our MPS consultants conduct a Managed Print Assessment may be the right first step.

Contact us to learn more about managed print services (MPS)

The Genesis MPS Philosophy: Manage, Optimize & Improve

Jan 30, 2017

Managed Print Services (MPS): Genesis PhilosophyManaged print services (MPS) are provided by external parties to optimize and manage an organization’s print infrastructure and document output.

The Genesis Approach will help you improve your enterprise print architecture. By aligning devices with your business mission and taking care of their day-to-day management, you’ll start seeing benefits immediately with fewer devices, fewer pages, lower costs and improved knowledge worker productivity.

Manage Your Environment

When you use an MPS program, you have the capability to track, manage, and control your output environment. The Genesis Approach includes service, supplies, and management tools. Companies save anywhere from 8-15% by utilizing an MPS program

With our help, you’ll regain control of your whole document environment. We’re not talking about just reducing your printing and paper usage. The widespread adoption of tablets and smart phones to the workplace has created new issues for IT organizations. We’ll provide you with access to print from mobile devices without compromising security.

Optimize Your Infrastructure

The first step is optimizing the output infrastructure. Maintaining a technology refresh plan increases productivity, while reducing service and energy costs. Legacy equipment is often inefficient and expensive to maintain. We will help you identify which machines are underperforming and need to be replaced with more efficient devices.

For example, one of the first things we will assess are your local printers. Typically, they are inefficient and cost more than you realize. These printers only service one user because they are rarely networked, which makes them inefficient in most business environments. They also often require unique cartridges that are more expensive.

Improve Your Workflow

Improving workflow functions is by far the largest area to find financial savings. With the Genesis Approach, we’ll use analytics, best practices and a combination of output, content and process management technology to create automated workflow solutions. This will streamline cumbersome paper-dependent processes, resulting in improved access to information, enhanced productivity, and less reliance on printed material.

MPS programs enable you to consolidate your costs (and vendors) which provides the ability for a consistent monthly investment. By entering into a partnership with a MPS provider, there will be no more surprise maintenance or unpredictable printing costs. Keep your employees productive by eliminating equipment downtime caused by lack of supplies with an effective managed print services program.

Next Steps

Fewer devices. Lower costs. Less reliance on paper. Improved productivity. Let the Genesis Approach help you improve your organization’s print infrastructure and document output.

Contact us to learn more about our managed print services (MPS)

Original vs. Remanufactured Toner Cartridges

Jan 30, 2017

HP OEM & Remanufactured Printer Toner - Managed Print Services (MPS)Both original (OEM) and remanufactured ("reman") toner cartridges are viable options for your copier, MFP and printer needs.

OEM cartridges are attractive because they're manufactured by the same vendor as you copier or printer and offer the highest print quality.

However, remanufactured toner is attractive because it's usually cheaper than OEM and lowers landfill waste because they use recycled toner.

So, which is better? Here's our analysis based on 25 years of offering managed print services (MPS) to clients nationwide.

OEM Toner Cartridges

Original equipment manufacturer (OEM) toner cartridges are manufactured specifically for a particular make or model of printer by that company. For example, an HP OEM cartridge is made for a HP printer. They are usually manufactured using a combination of both new and recycled parts at factories throughout the world – so there's a more environmental approach than reman toner manufacturers would have you believe.

Many business owners prefer to play it safe with original cartridges. They're reliable and you know exactly what you’re getting, but they usually cost more.

Remanufactured Toner Cartridges

The principal appeal of remanufactured toner cartridges is their lower cost and reduced carbon footprint. More than one manufacturer has reported that each remanufactured cartridge keeps roughly three pounds of waste out of landfills and saves three quarts of oil.

However, remanufactured toner cartridges may not work properly with your copier or printer, or may not give you the same print quality.

Genuine HP Toner at Reman Prices

We offer genuine HP toner cartridges at reman prices. In fact, we sell HP toner cartridges for what it costs most other resellers to buy them.

How is this possible? Genesis is an elite HP Managed Print Services (MPS) provider and we purchase a large volume of HP toner cartridges at very competitive prices. We then pass this savings along to you.

Which Toner Is Right for You?

While our OEM cartridges are the best fit for our clients about 90% of the time, we also sell remanufactured toner cartridges. Contact us and we'll help you weigh the pros and cons.

We can also explore how to optimize your use of printers, copiers and MFPs with MPS as well as streamlining business process like invoice processing and going paperless in HR with our workflow automation and document management software – with special expertise working with law firms and case management software.

Contact us to learn more about OEM toner, remanufactured cartridges and managed print services (MPS)

HP Toner Managed Print Services: How It Works

Dec 12, 2016

HP 477DW MFP & Managed Print Services (MPS)By using our HP managed print services (MPS), you can save thousands per year and never have to worry about running out of HP toner.

If you qualify, we'll also include free service so you never have to worry about your HP printers being down for more than a few hours.

How Our HP MPS Program Works

Organizations with 5 or more HP multifunction printers (MFPs) often spend $6,000 every year, or more, to keep them running with remanufactured (reman) toner, maintenance and repairs.

For Genesis Technologies clients, our cost for genuine HP toner (not reman) is often 20% less and, if you're located in Chicago or the northern suburbs, we can offer free service because we have a high concentration of clients in the Chicagoland area.

Here's an infographic to illustrate how it works:

HP Toner Managed Print Services (MPS) Infographic

Learn More about HP Managed Print Services & Get Started Today

HR: Going Paperless in 2017

Nov 22, 2016

hr-paperless-workflow-automation-softwareThe paperless office is a nice thought: no more filing cabinets, no unauthorized access (including IT), streamlined on-boarding and benefits enrollment, ensuring I-9s are managed properly, providing higher quality HR service to your employees and management team... the list goes on.

HR workflow automation and document management software is a way to achieve all of the above in one fell swoop, but there are many options out there, so how do you decide what is the best fit for your organization?

Contact us to learn more about going paperless in HR and workflow automation

HR Workflow Automation Checklist

There are many options out there, so here's a checklist of HR best practices for workflow automation and document management software:

  • An interface that doesn't require extensive training
  • The agility to quickly create new forms and workflows and add new users and projects
  • Allows people to work when, where and how they choose
  • Integration with other systems so that users may be able to access documents through the software they are currently using, eliminating disruption
  • Creates a consolidated employee record with documents of any kind (PDFs, e-forms, Word docs) without changing the format of those documents
  • Allows users to collaborate on some documents and locks down other documents, depending on the need and the user role, and manages multiple versions
  • Extends functionality outside of the traditional walls of the enterprise to foster interaction with prospective employees, contractors, separate divisions, etc.
  • Tools that empower business users to modify automated workflows, create e-forms, add users or perform other tasks on the fly
  • A licensing model that supports engagement by not restricting the number of users
  • Cloud facilities that have been audited by an impartial organization

HR eBook Download

If you'd like to learn more about Customer-Focused HR, download the FileBound eBook that includes "5 Information Management Technologies that Will
Increase Engagement without Decreasing Privacy."

Get the Customer-Focused HR eBook

Next Steps

If you want your HR department and how you manage employee files to be paperless in 2017 with workflow automation and document management software, there's no better time to start than six months ago. The second best time to start is now.

Contact us to learn more about going paperless in HR and workflow automation

The Case for Accounts Payable Automation

Oct 31, 2016

Accounts Payable (AP) invoice Automation Business CaseIf you process more than 500 AP invoices per month, imagine what you could gain with a workflow automation solution that pays for itself.

This blog post outlines the business case for our AP Invoice Automation solution. Just plug in your numbers or contact us and we can estimate them for you.

AP Invoice Processing Costs

The first step in building your business case is to estimate costs associated with the following:

  • How much time it takes to manually GL code invoices with data entry by your staff
  • How much additional time it will take if your invoice volume is increasing
  • How much time it takes to manually route invoices for approval: both paper and email PDFs, and what happens when someone is on vacation or doesn't manage their email efficiently
  • How many early payment discounts are missed and the total dollar amount lost
  • How long it takes to search and retrieve invoices when there are questions, issues and audits
  • How many times an invoice has been paid more than once
  • How much office space is consumed by filing cabinets
  • How much you pay for offsite storage and if you're paying for documents that have exceeded their required retention schedule
  • How much you pay for shredding large volumes of files

How AP Invoice Automation Works

Our AP Invoice Automation solution starts with scanning paper invoices so they can be electronically routed and quickly retrieved later.

With optical character recognition (OCR), the majority of data entry is eliminated because line items for each invoice can be automatically extracted and populated directly into Microsoft Dynamics GP or whatever accounting software / ERP system you use.

Once scanned, workflow automatically routes each invoice based on pre-configured business rules with automated reminders to ensure they are approved and processed on time so you can capture early payment discounts and prevent paying the same invoice twice.

When the auditors come, they can be given access so they can search and retrieve invoices and other documentation themselves, and nothing needs to be stored onsite or offsite again. Once documents reach the end of their retention period, they are automatically deleted by software instead of having to be shredded.

ROI & Payback Period

Based on the following savings, the Genesis AP Invoice Automation typically pays for itself in 6-18 months:

  • Productivity gains from minimizing data entry
  • Not having to hire additional staff to process increasing invoice volumes
  • Reducing the time needed for audits (your staff and theirs)
  • Being able to capture early payment discounts
  • Never paying an invoice twice again
  • Reclaiming office space
  • Not having to store paperwork offsite
  • Not having to shred invoice backfiles
  • Never losing your invoice backfile to a flood or fire

Contact us today to learn more about our AP Invoice Automation solution

FileBound Q4 2016 Promotions: Get E-Forms Designer Free

Oct 16, 2016

FileBounde E-FormsIf you purchase FileBound workflow automation and document management software between now and December 31, 2016, you will also get E-Forms Designer for FREE – a $10,000 value.

Learn more about FileBound E-Forms below and how you can get started today on the road to a more productive and paperless office.

FileBound E-Forms Designer

E-Forms Designer is part of the FileBound Workflow Automation Tier and allows users to quickly create online forms.

FileBound’s e-forms software helps organizations focus on the work that really matters by eliminating manual paper-based processes. Many organizations that use FileBound find that electronic forms empower them to eliminate even more paper and expand the value of their FileBound systems to new processes.

The possibilities for using FileBound E-forms are practically endless. Customers have designed forms for everything from allowing employees to request time off to enabling college students to drop or add classes to gathering online applications from potential employees.

Learn more about FileBound E-Forms

Get Started Today

The first step for many organizations is to get a free workflow automation and document management assessment. This will determine how much impact this software can have for you and your organization. Simply fill out this FileBound e-form to get started:

What's New with FileBound 7.3 Document Management Software

Oct 11, 2016

The most impressive to the Genesis Technologies team includes integration with SalesForce and DocuSign.

Integrations Stencil added to Workflow Designer

filebound-document-management-software-salesforce-integrationDescription

The Integrations stencil will allow users to make API calls within workflow to retrieve and update data. (Available with Enterprise License Only).

Benefit

A user is able to get and send data to and from virtually any third party API (rest or web API).

Use Case

The sales department is currently using Salesforce to track opportunities and WebDocs to process the opportunity through an internal workflow process. They can now use the integration stencil to update the opportunity stage in Salesforce automatically as the opportunity moves through their internal WebDocs workflow process.

In other words, if you change a sales opportunity stage from "negotiate" to "close" or "won," the Salesforce and FileBound document management integration will kick off a workflow that routes a credit application, contract or other paperwork templates to be created and sent to the new customer.

Contact us to learn more about FileBound 7.3 workflow automation and document management software

Genuine HP Toner Cartridges at Reman Prices

Sep 22, 2016

We even include free, onsite HP service if you qualify

hp-pagewide-printer-cartridges-smHP Ink & Toner Cartridges

How much do you spend every year on HP ink and toner cartridges for your MFPs and printers?

What if you could get genuine and superior quality HP toner at reman prices with automatic replenishment?

This is precisely what we offer as part of our Managed Print Services for HP.

Free Onsite Service If You Qualify

How responsive is service on your HP MFPs and printers?

If you buy your HP toner from us, we'll also include free onsite service if you're located in downtown Chicago or Northbrook and have at least 5 HP printers or if you're located in the Chicagoland area and have at least 10 HP printers

Between lower toner costs and free service, we can apply our 25 years of experience and being an Elite HP Partner to cut your annual printing costs by up to 30% and save you a lot of headache as part of our Managed Print Services.

Learn More about HP Managed Print Services & Get Started Today

How to Migrate to iManage Cloud for Free

Sep 20, 2016

For a limited time: if you migrate to iManage Cloud, we'll waive the setup fee

Why Migrate to the Cloud?

imanage-cloud-case-management-softwareMaybe you're worried that the migration may be cumbersome. Maybe you're not sold on the security of the cloud. Both are not the case so read on to learn why.

No IT Involvement

Professional services are required to migrate your implementation of iManage Work to iManage Cloud, but that is why we're waving the fee as part of this promotion.

This will save you thousands and free up your IT staff many hours over the long-term because they'll never have to update iManage Work on your computers again.

Cloud Security

You'll also never need to worry about security with IManage Work in the cloud.

For both iManage Cloud, governance and security go hand-in-hand with ease of use. They are hosted in an SSAE 16 SOC2 Type 2, ISO 27001-certified and HIPAA-compliant environment so you can rest assured that your work product in the cloud is always safe and secure.

What does this mean? All information is encrypted both in both transit and at rest. Metadata scrubbing and other document operations may also be automated to ensure that no client content leaves the organization without proper inspection. An integrated audit trail tracks all actions on all documents, whether they are in iManage Work or in iManage Share.

Additional Benefits

Learn more about why to migrate to iManage Cloud here.

To get the ball rolling, simply contact us here or give me a call at (847) 897-7235

Join Us at ILTACON 2016 for the Latest with MPS & iManage

Jul 25, 2016

ILTACON 2016Genesis Technologies will once again exhibit at ILTACON 2016. This year's national conference will be held at the Gaylord National Resort & Convention Center from August 28 through September 1 in National Harbor, Maryland.

Stop by booth #105 to see how Genesis Technologies can dramatically reduce your costs of printing, toner and equipment service. We can also show you how to manage all case management and collaboration from within Microsoft Outlook with matter-centric case management software.

Special Note: we are sponsoring the iManage party on the last day of the conference, so join us there or let us know if you need an invitation.

Highest Quality MPS

Genesis MPS can reduce your printing and document output costs by as much as 30% while improving your firm's document production capabilities. We are one of the largest independent MPS providers in the nation and offer HP OEM toner at remanufactured (reman) prices and free service.

Matter-Centric Case Management Software

imanage-work-logo-2With iManage Work, formerly WorkSite, you can view case files in context, rapidly create and revise documents, and collaborate with colleagues, consultants and even clients—all within Microsoft Outlook. Visit us to learn the latest about version 9.3 or migrating to the iManage Work Cloud.

iManage Share, formerly LinkSite, is the first and only solution to fully integrate professional work product management and secure file sharing. With iManage Share, your professionals can provision a new sharing site, upload scrubbed and secured content and start collaborating with external parties—all within Microsoft Outlook and iManage Work.

Office Equipment & Top Quality Service

Genesis is one of the top resellers for HP, Canon, Xerox, and Kyocera. We offer their full line of printers, copiers and MFPs along with responsive same day service for law firms located in Chicago and Dallas.

Request an iManage Work Demo Today

iManage 9.3: What's New?

Jul 22, 2016

Time for a Matter-Centric Refresh?

Sometimes the best path to a “new” system is refresh the one you have. Work and expectations are changing rapidly – even an iManage Work case management software implementation that is three years out of date is limiting the ability professionals to work as they want. Here's what's new with version 9.3 of iManage Work (formerly WorkSite).

New User Interface

The most compelling reason to upgrade your iManage desktop in 7 years to 9.3 is the refreshed interface: iManage now has a Windows 10 / Office 16 look and and feel that increases user satisfaction. See below:

iManage Work 9.3 Interface

Request an iManage 9.3 Work Demo Today

Other Usability Improvements

Search Driven

File tree changes to navigable bread crumbs giving attorneys 30% screen real estate back for productive work and search. Search for anything with helpers and filters on the left to get through large results sets easily – and like the professional wants to search.

Pagination Architecture

If you go to page 800 of a large document, the system will serve up just those pages instead of downloading the whole file

Responsive Design

The new iManage Work 9.3 interface is now optimized for mobile use and for use on any size screen. For example, the navigation changes from a menu tile on your phone to a ribbon on your tablet to a full menu bar on your desktop. Even the spacing on items changes to accommodate “fat” fingers vs fine pointing devices like a mouse.

Analytics & Email Integration

When searching, you now have an almost infinite timeline of all documents touched or edited, side-by-side with a view into all emails filed into the system. Together with the list of matters most recently viewed, the single page will show a busy professional what has changed inside iManage work, most recently.

Use Cases

  • It's Monday morning-what's changed over the weekend and my key projects?
  • I'm working six deals and stepped away for lunch—what's changed?

Note the resemblance between the iManage 9.3 interface below and popular interfaces like Amazon or other popular shopping sites:

iManage Work 9.3 Interface Recent Documents

Demo Video

Request an iManage 9.3 Work Demo Today

New iManage Work & Share Demo Videos

Jul 19, 2016

Law firms love iManage Work case management software (formerly WorkSite) that is matter-centric and iManage Share cloud file sharing (formerly LinkSite).

Why? Because iManage software has become a legal industry standard because they allow you to manage all case files and collaboration from within Microsoft Outlook.

Below are two new demo videos that provides a nice overview of each iManage product and its integration with Outlook.

Request an iManage or iShare Work Demo Today

iManage Work Demo Video

iManage Share Demo Video

Request an iManage or iShare Work Demo Today

Genesis Awarded "Chicago's Best & Brightest"

Jul 15, 2016

Chicago101BBWin16_RGB_horz

Genesis Technologies has been named one of 2016 "Chicago's Best and Brightest Companies to Work For®" by the National Association of Business Resources (NABR). This is the fourth year that Genesis has received this recognition.

Why Genesis Won

Chicago's Best and Brightest competition identifies and honors companies that provide exceptional human resource practices and an impressive commitment to their employees. An independent research firm evaluated the 2016 winning companies on key measures in various categories including compensation and benefits; employee enrichment, engagement and retention; employee development; recruitment, selection and orientation; employee achievement and recognition; communication and shared vision; diversity and inclusion; work-life balance; community initiatives; and strategic company performance.

"Genesis Technologies is honored to be recognized by the NABR as one of Chicago’s 101 Best and Brightest Companies for the fourth time," said Michael Kahn, Genesis CEO. "We believe that our employees are the foundation of our business and we provide a workplace environment that strikes a balance between work and fun. Genesis is noted for its integrity and grounded values. We invest the time and the resources to continually improve our environment and the culture of our company. We work with our employees to develop and achieve mutual goals for mutual success"

About The Best and Brightest

The Best and Brightest Companies to Work For is a program of the National Association For Business Resources that provides the business community with the opportunity to gain recognition, showcase their best practices and demonstrate why they are an ideal place for employees to work. This national program celebrates those companies that are making better business, creating richer lives and building a stronger community as a whole. It is presented annually in several markets including Atlanta, Boston, Chicago, Dallas, Detroit, Grand Rapids, Houston, Milwaukee, San Diego, San Francisco Bay Area, and nationally.

Contact us for an managed print services (MPS), MFP or workflow automation quote

Canon Designates Genesis Technologies as an Outstanding Partner

Jun 21, 2016

In recognition of sales and service of their copiers, MFPs and printers, Canon has awarded Genesis Technologies the Outstanding Partner Award

Canon Authorized Copier & MFP Dealer: Chicago & DallasGenesis Technologies became a Canon dealer of copiers and multifunction printers (MFPs) in 2013. Since then, Genesis office equipment sales and service have grown dramatically to a large base of managed print services (MPS) clients nationwide as well as to new clients in Chicago and Dallas.

In a letter written by Canon USA to Genesis, Toyo Kuwamura, Canon's Senior VP & GM of the Business Imaging Solutions Group commented: "We sincerely thank you and all the employees in your dealership. We look forward to working with Genesis Technologies to ensure that you maintain this momentum in the markets you serve. Again, congratulations and thank you for your business."

"We are proud to have been recognized by Canon as an outstanding dealer in Chicago and Dallas," said Michael Kahn, president of Genesis Technologies. "Canon is one of the top brands of office equipment on the market and, though we represent several brands, is often a very good fit for our clients especially when they need production-grade MFPs and large format printers."

About Canon USA

Canon USA, Inc., is a leading provider of consumer, business-to-business, and industrial digital imaging solutions to the United States and to Latin America and the Caribbean (excluding Mexico) markets. Canon USA is committed to the highest level of customer satisfaction and loyalty, providing 100% US-based consumer service and support for all of the products it distributes. Canon USA is dedicated to its Kyosei philosophy of social and environmental responsibility. More: www.usa.canon.com/rss

About Genesis Technologies, Inc.

Genesis Technologies is one of the nation"s most notable managed print services (MPS) providers specializing in workflow assessment and infrastructure optimization. Since 1991, we have been helping companies understand the total cost of ownership, device utilization and patterns along with continuous improvement initiatives. Genesis works with Fortune 100 companies as well as mid-sized organizations – in every industry from education and healthcare to manufacturing and non-profit – to improve their bottom line and achieve operational efficiency.

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Press contact:

Nancy Wasielewski
Marketing Manager
nwasielewski@genesistechnologies.com
(847) 897-7220 phone

Genesis Technologies Becomes an iManage Case Management Software Partner

Apr 28, 2016

Genesis adds iManage Work and iManage Share to Its Document Management Software Lineup, Specifically for the Legal Industry

iManage Case Management SoftwareGenesis Technologies, one of the nation's leading providers of document management software, today announces a partnership with iManage.

As an iManage partner, Genesis Technologies is now trained and authorized to provide case and matter management software, including iManage Work and iManage Share, to law firms and in-house counsel who need a better way to manage case file documentation with Microsoft Outlook.

iManage Work

Formerly WorkSite, iManage Work allows you to view case files, quickly create and revise documents, collaborate with colleagues, consultants and clients—all within Microsoft Outlook thanks to iManage's seamless integration. As a result, iManage Work dramatically increases lawyer productivity and the quality of client communication. Learn more...

iManage Share

Formerly LinkSite, iManage Share is essentially a cloud version of iManage Work that allows you to share documents directly from Outlook to a file sharing site that is more secure than consumer options like Dropbox, Google Docs and Box. Learn more...

The New Genesis Document Management Line-Up

"With the addition of iManage Work and Share, we now have a compelling case and matter management software solution for law firms who we've served for years with our managed print services (MPS) and office equipment leasing and repair services," said Michael Kahn, president of Genesis Technologies.

Kahn added: "Our new iManage offering is in addition to FileBound, which offers document management along with robust workflow automation and e-forms capability for all of the vertical markets we serve."

About iManage

iManage is the leading provider of work product management solutions for legal, accounting and financial services firms and the corporate departments they serve worldwide. Every day, iManage helps professionals streamline the creation, sharing, governance and security of their work product. Nearly 3,000 organizations around the world—including more than 1,800 law firms—rely on iManage to help them deliver great client work. Headquartered in Chicago, iManage is a management-owned company. More: www.imanage.com

About Genesis Technologies, Inc.

Founded in 1991, Genesis Technologies improves the profitability of organizations by boosting productivity and quality of client/customer service relating to how their documents are produced and managed. Genesis solutions fall into three main categories: Managed Print Services (MPS), Office Equipment and Case/Document Management Software. While Genesis works with Fortune 100 companies and mid-sized organizations across all industries, we have special expertise serving law firms, manufacturers, educational institutions, and healthcare.

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Press contact:

Nancy Wasielewski
Marketing Manager
nwasielewski@genesistechnologies.com
(847) 897-7220 phone

How to Streamline AP 3-Way Matching

Mar 29, 2016

AP Invoice Processing & 3-Way MatchingAccounts payable departments want a more efficient way to match paper purchase orders with packing slips and other forms of proof-of-delivery (POD) documents and invoices – even if they've already streamlined invoice processing to some degree.

Even if you're using EDI, at least 10-20% of invoices and PODs are received on paper. For many manufacturers, wholesalers and distributors, this can take several hours every day and costs hundreds or thousands of hours of worker productivity.

Referred to as "3-way matching," people ask us if it's possible to streamline this process without it costing a fortune and integrate with commonly used enterprise resource planning (ERP) systems like Oracle, SAP, Microsoft Dynamics GP, AX, SL, Nav and Sage MAS 90? The short answer is yes.

3-Way Matching Scenario Example

Organizations often match invoices with purchase orders using a 4-step process that can take several hours per day, possibly at multiple locations. This process consists of:

  1. Looking up, printing out or physically retrieving the PO from the ERP system
  2. Looking up, printing out or physically retrieving delivery receipt/POD
  3. Looking up, printing out or physically retrieving the invoice
  4. "Stare and compare" the three together

AP Workflow Automation

Using FileBound workflow automation software, you can now do a 3-way match completely electronically by matching invoice line items with the POD and PO.

The degree of automation, integration and streamlining can vary. The first step may be to make "stare and compare" completely electronic with scanned images of the POD and invoice (unless they're received electronically). This requires all paper POs, PODs and invoices to be scanned, which is a module of FileBound but also requires high-speed document scanners (this can be outsourced to a service bureau).

More advanced forms of document capture software can also be used to do automated line-item extraction using optical character recognition (OCR), but this can be cost-prohibitive unless you have volumes of 500 or more invoices per day.

Workflow automation then governs what happens if an item doesn't match as well as the approval process. Workflow then can tie in with your ERP and accounting software so that, once invoices are approved, a check is automatically cut.

It Can Get Complicated...

But it doesn't have to be, especially if you work with us. We can identify the various options from simple to complex, from semi-automated to fully automated. It all starts with a conversation, so contact us today.

Contact us to learn more about AP 3-way matching and workflow automation software

How to Cut HP Printer Toner & Maintenance Costs by up to 30%

Mar 28, 2016

HP Toner Cartridges | OEM & RemanufacturedIf your organization uses HP printers, we’ve got great news for you: we can cut your printer costs by up to 30%.

How Do We Do it?

We start by combining your supplies and maintenance into one program.

Our pricing on supplies is extremely competitive and your maintenance cost will be eliminated because it is included in the toner cartridge cost.

HP Buying Power

Genesis is an elite HP Managed Print Services (MPS) provider and we purchase a large volume of HP toner cartridges at very competitive prices. We then pass this savings along to you.

In fact, we sell HP toner cartridges for what it costs most other resellers to buy them.

Genuine HP Toner at Reman Prices

And these are genuine OEM HP toner cartridges. These are made by the manufacturer and designed to work perfectly with HP printers. Genuine HP toner cartridges will perform perfectly across 100% of the printers in the market.

In addition, we are designated as a Qualified HP Supplies Partner. Not everyone has this designation which guarantees you are getting genuine HP supplies.

Free HP Printer Service

Additionally, if you buy HP toner cartridges from us, we will also provide free break/fix service for all of your HP printers. For many, this is like cutting another 10-15% out of ongoing printer costs.

The Business Case

A common scenario: if you spend $5,000 per year on HP toner cartridges, you can get them from us for about $4,000 (a 20% savings). Organizations that spend another $1,000 on maintenance for these printers will now spend $0. Thus, instead of spending $6,000 per year to keep your HP printers running, you will now spend $4,000 and save $2,000 per year – a 33% savings, every year.

So, how does cutting your ongoing printer costs by 30% or more sound to you?

Contact us today to learn more about our HP toner cartridge and free service deal today

HP Names Genesis Best in Class MPS Partner, Again

Mar 14, 2016

For the second time, HP has awarded Genesis Technologies "Best in Class" Managed Print Services channel partner for the second half of 2015

HP MPS AwardGenesis Technologies, one of the nation's leading providers of managed print services (MPS), has been recognized by Hewlett-Packard Company as one of the Top 10 “Best In Class” HP MPS channel partners for the second half of HP’s fiscal year 2015. This is the second time HP has awarded Genesis this honor, and the second time that the award has been given.

Award Presentation

The award was presented to Michael Kahn, CEO of Genesis Technologies, by Stan Frackowiak, HP Partner Business Manager (second from right). Also pictured are Mike Affeldt, Regional Sales Manager (left), and Dennis Reese, Channel MPS Specialist (right).

In congratulating Genesis for the achievement, Grad Rosenbaum, HP Vice President & General Manager, Managed Facilities AMS, said, “Your dedication to HP is a huge contributor to the growth of HP's Channel MPS business and your leadership is a key driver for HP's continued investment in products, resources and programs to grow the Channel MPS business.”

"We are proud to have been honored by HP for our work in managed print services," said Kahn. He added: "HP has been a great partner for us and we look forward to continued success."

HP Awards

Genesis Technologies has also been awarded the following by HP:

  • Top 10 "Best In Class" HP MPS channel partners for the first half of HP's fiscal year 2015
  • Gold Document Solutions Specialist Partner 2016
  • Gold Managed Print Advanced Specialist Partner 2016
  • Gold Printing and Computing ServiceOne Specialist Partner 2016
  • HP Qualified Supplies Partner for 2016

About HP

HP Inc. creates technology that makes life better for everyone, everywhere. Through our portfolio of printers, PCs, mobile devices, solutions, and services, we engineer experiences that amaze. More: www.hp.com

About Genesis Technologies, Inc.

Genesis Technologies is one of the nation"s most notable managed print services (MPS) providers specializing in workflow assessment and infrastructure optimization. Since 1991, we have been helping companies understand the total cost of ownership, device utilization and patterns along with continuous improvement initiatives. Genesis works with Fortune 100 companies as well as mid-sized organizations – in every industry from education and healthcare to manufacturing and non-profit – to improve their bottom line and achieve operational efficiency.

###

Press contact:

Nancy Wasielewski
Marketing Manager
nwasielewski@genesistechnologies.com
(847) 897-7220 phone

Manufacturing Workflow Automation

Mar 08, 2016

manufacturing workflow automation ap hr ecoIn manufacturing, quality and process efficiency is the recipe for success.

The same is true for manufacturing business processes, and workflow automation software reduces manual document processing time, costs and errors by 90%.

The following workflows are the Top 3 business process candidates for automation that generate the greatest return on investment:

  • Accounts payable (AP)
  • Human resources (HR)
  • Engineering change orders (ECOs)

AP Automation

While EDI helps to automate electronic invoice processing, what about the paper? Manually processing AP paper invoices is a tedious and error-prone chore on a good day, and that's when everything is filed properly and can be found later.

Automating AP paper invoice processing starts with the automation of routing and approvals to dramatically increase efficiency. A best practice is to scan paper invoices as soon as they are received, ideally in the mailroom, which then feeds the workflow engine. Once fully processed, scanned invoices are stored in document management software or the cloud for later search and retrieval.

Automated retention scheduling then helps ensure that you keep invoices and other financial information for the required 7 year period and not a day longer (when they are then automatically purged).

You can take it one step further by having us implement automated 3-way matching so that you can match up the purchase order with the proof-of-delivery and the invoice.

HR Automation

On-boarding new-employees can be as much a manual process as AP but the stakes are much higher. If an I-9 or tax form is not captured or quickly retrievable during an ICE or similar audit, your organization can incur painful fines.

HR workflow automation software helps ensure that all documents are captured in the new employee hiring process with document checklists and automated alerts. The software then routes all applications, resume submissions, tax forms, and benefits enrollment forms to the right people for processing.

HR workflow automation can also be used to streamline drug testing, expense reporting, vacation requests, performance reviews, employee off-boarding, and just about any other HR process you can think of.

Using e-forms takes this one step further by eliminating paper forms and data entry in the first place.

ECO Automation

Workflow automation software helps engineering departments manage engineering change orders/notices (ECOs/ECNs) by automatically alerting your staff of changes to the bill of materials (BOMs) so they can add the right drawings and other documentation as efficiently as possible.

Integration & The Next Step

There's a lot you can do with workflow automation software in manufacturing and we haven't even discussed integrating it with your accounting or enterprise resource planning (ERP) software like Oracle, SAP, Microsoft Dynamics GP and AX, Sage MAS 90, and more. Click the link below and let's get the discussion started.

Contact us to learn more about manufacturing workflow automation software

Document Management & Workflow Automation Interation via Dell Boomi

Nov 06, 2015

Upland Software Partners with Dell Boomi to Accelerate Enterprise Application Connectivity

dell-boomi-logoUpland Integration Manager will empower customers to achieve efficient integrations between FileBound document management and workflow automation software and existing software infrastructure, including Microsoft Dynamics GP

Upland Software, Inc. (NASDAQ: UPLD), a leader in cloud-based Enterprise Work Management, announced that it has partnered with Dell Boomi to deliver the Upland Integration Manager. Dell Boomi AtomSphere®, the leading integration platform-as-a-service (IPaaS), will simplify the integration between customer business systems and Upland's Enterprise Work Management applications. Upland customers will benefit from faster integration cycles, flexibility and shorter implementation times.

"We are pleased to partner with Dell Boomi to offer Upland customers the capability to seamlessly integrate multiple cloud products, supporting a best in class system to suit the unique objectives and demands of their businesses. Powered by Dell Boomi, Upland Integration Manager will deliver enhanced integration capabilities that address both our own internal integration needs and those of our customers, in a comprehensive and robust way," said Tim Mattox, President and COO of Upland Software.

Upland Integration Manager Powered by Dell Boomi

In partnership with Dell Boomi, the Upland Integration Manager capabilities will provide customers:

  • Integration between Upland's family of cloud-based products and with a customer's existing set of applications to improve organization objectives
  • This includes FileBound document management and workflow automation with Microsoft Dynamics GP (Great Plains), AX, SL & NAV
  • Greatly reduced time to deployment for additional integrations and simplified management
  • Complete data transparency between system silos to increase efficiency and deliver actionable outcomes

In establishing a partnership with Dell Boomi, Upland Integration Manager will provide a customer-centric solution that increases user efficiency across platforms and applications to support planning, execution, visibility and reporting.

"The Upland Software/Dell Boomi partnership will support Upland customers by streamlining customer experience, saving time and resources through fast, agile and comprehensive service," said Chris McNabb, General Manager of Dell Boomi. "Upland Integration Manager will enable users to seamlessly enhance existing applications with Upland solutions to increase visibility, and automation at scale, helping them to achieve more favorable business outcomes and drive customer value."

About Upland Software

Upland (Nasdaq: UPLD) is a leading provider of cloud-based Enterprise Work Management software and the parent company of FileBound.  Our family of applications connects people through technology, automates the flow of work and brings visibility to all aspects of the organization. With more than 1,600 customers and over 225,000 users around the world since the beginning of 2015, Upland Software solutions help teams in IT, marketing, finance, professional services and process excellence run their operations smoothly, adapt to change quickly and achieve better results every day. To learn more, visit www.uplandsoftware.com.

About Dell Boomi

Dell Boomi delivers the first and only multi-purpose PaaS for AtomSphere integration Platform as a Service (iPaaS), Master Data Management (MDM) and API Management, and enables customers to integrate any combination of cloud and on-premises applications without software, appliances or coding. Organizations of all sizes, from growing mid-market companies to very large enterprises, enjoy rapid time to value as a result of drastically reduced implementation times and substantial cost savings over traditional integration, MDM, and API management solutions. Visit http://www.boomi.com for more information.

Contact Us to Learn More about FileBound integration with Dell Boomi and Microsoft Dynamics