The BYOD Trend

Bring Your Own Device or BYOD is one of the most talked about trend last year. Basically, the trend calls for the attention of both the corporation and employees to utilise what they have on hand. In BYOD, employees are given the freedom to bring their devices may it be smartphone, laptops or tablets to their office and use those personally owned gadgets to access the company’s applications such as documents, printers, scanners, etc. The trend boomed last year as it has garnered a growing attention in the world of information technology. In fact, some advantages and disadvantages were laid down the table as the trend continues to grow.

ADVANTAGES OF FOLLOWING THE BYOD TREND

1. Lower cost for corporations. BYOD generally attracts the employees to bring their preferred devices to work. This has implies a positive effect to companies because purchasing a significant amount of costly equipment will not be regarded as vital. And since employees use their own personal devices, they are expected to take extra care of the gadgets. Sometimes, breakages and wastage occurs because people do not regard the company’s properties as important.
2. More flexibility for employees. Since employees will be given the freedom to access their files using their own gadgets, the works that need to be done will not only be confined in offices. For this reason and another, employees enjoy more their work because they are not forced to use corporate-issued devices which are most of the time, not their preference. Some employees tend to be more productive when they use their own devices because they like them so much that they had invested their own money in them.
3. Better standing for the business. Studies show that 44% of job hunters find companies more attractive when they follow the BYOD trend. A defined policy for the BYOD trend will surely fish top players in the industry. The trend will be advantageous if the company wants to win a person to take over their competition.

DISADVANTAGES OF BRINGING YOUR OWN DEVICE

1. The cost of the trend will be shouldered by the employees. Following the trend will create a dilemma for those employees who do not want to have a device that can be used to access company information even in mobile mode. You cannot expect everyone to have the same preferences. If you are an employee who does not throw much attention to technology, knowing that your company follows the trend will make you feel hanging. The gravity of the agony will be double when the company did not state that the cost will not be shouldered by them.
2. The security of the confidential files. It’s a general knowledge that companies can’t afford to lose their data. If you are the company owner, it’s quite understandable if you will have a little hesitation to give your companies the full freedom to access your company’s information even if they are out of the corporate vicinity. Negative thoughts such as leakage to the competitors and “What will happen when the employee decides to leave the company?” will surely arise.

CONSIDERATIONS WHEN IMPLEMENTING THE BYOD TREND

1. A strong policy. Although given the freedom the access to company’s confidential files even in mobile mode, employees should still follow a set of rules to ensure that the company’s code of conduct will not be violated.
2. An established access. When implementing the trend, IT managers should be strict when giving access to employees. The access should be tailor-fitted to what the job description of the employee. To outline which access should be given to an employee, the question of “Who needs what and for what?” should be answered.
3. The right management tools. Data should still be controlled whenever files are being accessed on mobile. IT managers should configure the network access of the users by providing an authentication. 

BYOD is a trend that should be utilised to positive use. Be sure that before implementing a trend in your own workplace, considerations and concerns were outlined first to avoid mistakes, data loss and information theft. BYOD is just one of the benefits that you can utilise when you decide to get the managed document services of Capita Document & Information Services. To know more about our other services, reach us through phone at 0800 313 4910. 

Facts That You Don't Know About Documentation

As we all know, documentation has been an essential part of the human race and has been the keeper of information that has gone through one generation to another. Since the earliest days of human literacy and knowledge, documentation or bookkeeping has been a need to preserve the information that has been acquired or knowledge that must be passed on. The print industry has already had so many advancements through time and because of that, documentation has been easier and faster. Though there have been changes in both the process and appearance of the current format of documents, the value that it has remains the same.

We may be aware of the basic information about documentation which includes its history, process, formats, and even its uses. But there are still other things about documents that a person might not know but has to, to see the value of managed document services to the industry of documentation. Here are some statistics and facts you might want to know;

• An average printed document is more likely to be copied 19 times after the original has been produced.
• Of the total documents present and produced around the world, 7.5% of their total gets lost because of different reasons (e.g. fires, mishandling, being misplaced). While 3% of the remaining number that don’t get lost are misfiled under a different category or name.
• Around the world, companies pay as much as £12.50 for labour to get their documents filed correctly. While it will cost them £73 to pay for someone who would be searching for misfiled documents. If documents are totally lost, a company has to spend £133.50 to reproduce the missing product.
• Searching for documents compared to actually looking at them takes more time. An average professional would have to spend 50% of his time just to look for the document he needs and only 15% will be spent in actually putting the document to use.

Being presented with these facts and statistics, it is now fairly easy to point out that documentation services that exhibits good quality and excellence is always appropriate to have for every company. Not only do these services cut the costs for printing and slash off the use of materials like paper, ink, and printers, managing documents also cuts the company’s expenses from paying for labour trying to look for mishandled or misfiled documents and/or reproducing these documents which would mean doing the process all over again. Good document management not only saves companies money, it also helps efficiency with employees and professionals by making it easier for them to find a well managed and properly filed document.

Advantages of Managed Document Services

Every company is always looking for a new way or method to cut the overall business costs. In an office setting, document-related output is the most common factor that greatly adds to the total business costs. This is where document solutions come in. One of the most effective ways to reduce the amount of expenditure is by maximising the value of various functions at the office such as printing, copying and scanning of documents.

Although MPS or managed print services have been introduced to the industry not so long ago, there is still an even greater document strategy that is far superior and this is known as MDS or managed document services.

What is MDS or Managed Document Services?

Compared to MPS or managed print services, which is focused only on output, MDS or managed document services aim to provide a holistic approach on the whole document output process. What does this mean? Managed document services are not only looking into the output, but they are making sure that every step of the process is maximised - starting from the capturing of data, up until the  archiving of information, managed document services take care of it all.

This unique document technology is a perfect strategy that makes it possible for offices to reduce output costs of about 30% to 40% in total.  This is a considerable cost savings that can definitely affect the business positively.

How does Managed Document Services work?

A managed document services provider will first make an assessment of the current existing solution. After this step, the service provider will come up with figures on the total costs of company ownership and production. From here, a tailored plan for the business will be laid out to address which issue needs to be attended to right away.

Additional benefits of Managed Document Services

Aside from the big savings that could be achieved from this document technology, managed document services have more benefits to offer a business and these include:

• The probability of lowering the present Total Cost of Ownership or what is also known as TCO.

• A very positive impact on the environment as there will be fewer devices or machines that will be used at the office.

• A much improved document strategy, from a simple output-based strategy, to a more holistic document solutions approach, starting from scanning, copying and finally printing.

Managed document services is a great way to not only reduce business costs, it is also effective in increasing the quality and efficiency of work in the office setup.

Managed Document Services at Capita RDS

Capita Right Document Solutions have the answer to all office output today through our one-of-a-kind Managed Document Services.

Managed Document Services or MDS is a unique approach to ensure efficient and controlled office output like printing, copying, faxing and scanning. The first step to this process is called DocuCheck® - a form of consultative assessment. After the said consultation, experts from Capita RDS will make an assessment and calculate the total ownership cost to produce a tailored plan for your business.

The total percentage of savings that you can get through MDS reach up to 40%.

Below are just some of the many benefits that a Managed Document Service offers:

• No CAPEX required, just current OPEX budget
• Potential to reduce current Total Cost of Ownership (TCO)
• Payments fully tax deductable
• Improves solution moving from print only to scan-copy-print with latest colour enabled technology
• Single point of billing by RDS for all services

At Capita RDS, we make sure that we provide the best ‘document’ strategy available in the market today. With continuous innovations and learning, Capita RDS remains highly competitive and on top of its game by having an in-depth understanding of its every client’s needs.