The good news is that you don’t have to be a victim. By understanding the tricks that cybercriminals use, you can arm yourself and your business against their tactics. In this blog, we’re exploring the 10 most common rogue URL tricks that hackers use to deceive and exploit. From look-a-like domains to fake file attachments, we’re exposing their methods so you can stay one step ahead. As a bonus, we’ll share proactive steps you can take to protect your network and keep your business safe from cybercriminals. Ready to take control of your digital security? Let’s get started!

Hackers Favorite URL Tricks

1. Look-a-Like Domains

Imagine getting an email from what seems like your favorite shopping brand, urging you to click on a link for a discount. Only when you click the link you find out too late that the URL was a clever imitation. This is one of the most common tricks – phishers create look-a-like domains that mimic well-known brands and gain your trust. It’s a subtle difference such as a letter swap or an extra character that’s very easy to miss. Unfortunately, when a user falls for this scheme, the rogue URL redirects to a malicious site designed to steal your information.

2. Encoding URL Characters

URLs can be coded using different methods, making them more deceptive than they appear. One technique hackers use is called percent escaping, where they replace characters in the URL with their hexadecimal counterparts followed by a % character. This makes the rogue URL look legitimate at first glance while hiding its true intent. Encoding is a sneaky way to get around filters and trick users into thinking the link is safe.

3. Mismatched Domain Names

Have you ever received an email that looked like it came from a trusted source, but something about it felt off? It might be because the domain names don’t match up. Hackers will often send emails that appear to be from a well-known brand, but the domain names in the rogue URLs are entirely unrelated to the real business or website. This is a classic phishing tactic designed to catch you off guard.

4. Shortened URLs

URL shorteners like Bitly and TinyURL are helpful tools for making long links more manageable. Unfortunately, they’re also a powerful tool for hackers. By shortening a rogue URL, hackers can disguise its true destination to make it look harmless. Sadly, once you click you’re directed to a site that’s anything but safe.

5. Homographic Attacks

In the hands of cybercriminals, language plays a dangerous role. Homographic attacks exploit the visual similarities between characters from different languages. For instance, Unicode Latin A might look identical to Cyrillic A in a browser, but they lead to different URLs. These small differences are easy to miss, making this type of attack particularly insidious.

6. Unusually Long URLs

Have you ever hovered over a link and noticed a URL that stretches on and on? You might be looking at a scam. Cybercriminals sometimes use excessively long URLs filled with random characters to overwhelm your screen, making it hard to spot anything suspicious. It’s a way to hide the rogue intent of the link behind a wall of text.

7. Cross-Site Scripting (XSS)

Cross-site scripting acts like a digital chameleon. Hackers input malicious code into a legitimate website’s URL which tricks the server into executing it. If you visit the link, the code will run in your browser and potentially steal your data or spread malware. XXS is a lowkey attack that can have serious consequences if you’re not careful.

8. Malicious Redirection

It’s not uncommon for trusted websites to be hijacked by hackers. Malicious redirection involves changing the coding of a legitimate website’s URL to send users to a rogue site instead. You think you’re clicking on a safe link, but you’re actually being redirected to a URL with malicious intent.

9. Fake 404 Pages

We’re all familiar with the 404 error that pops up when a website can’t be found. Have you wondered if that page was fake? Hackers can break into an innocent website and alter the 404 error to redirect you to a rogue URL. It’s a clever way to catch you when your guard is down.

10. Fake File Attachment Images

One of the latest tricks that hackers have discovered involves using fake file attachments within email that are actually images linked to malicious websites. You think you’re opening a harmless PDF or Word document, but instead you’re being directed to a rogue URL that compromises your security.

Next Steps: Protecting Your Network

Now that we’ve revealed hackers tricks, it’s time to talk about how you can protect your business from these threats. Here are some proactive steps you can start taking to defend your network from rogue URLs:

1. Install URL Filtering

One of the most effective ways to protect your network is by using URL filtering. This technology automatically blocks access to known malicious sites, preventing users from accidentally clicking on rogue URLs. Make sure to regularly update your filtering system to keep up with the latest threats.

2. Educate Your Employees

Educating your team is so important because they’re your first line of defense. Regularly educate your employees about the dangers of rogue URLs and how to recognize them. Conducting phishing simulations and training sessions can keep them alert and informed.

3. Set Up Multi-Factor Authentication (MFA)

Even if a hacker manages to steal a user’s credentials, multi-factor authentication can stop them from gaining full access to your network. Through multiple levels of identity verification, MFA makes it even harder for cybercriminals to reach the other side of an account.

4. Regularly Update and Patch Software

Outdated software is like gold for hackers. To close any vulnerabilities in your network, make sure all your systems, including browsers and security tools, are regularly updated and patched. 

5. Monitor Network Traffic

Keeping a close eye on your network traffic can help you spot any unusual activity. Tools like intrusion detection systems (IDS) can alert you to potential threats in real-time which allows you to respond quickly before any real damage is done.

6. Create a Solid Response Plan

Even with an array of precautions at play, there’s always a risk that a rogue URL could slip through. That’s why it’s essential to have a response plan in place. Know how to isolate affected systems, remove malware, and restore your network to prevent further consequences.

7. Backup your Data

Regular backups are an excellent safety net in case of a cyberattack. By ensuring that your data is backed up frequently and stored securely, you can quickly recover in the event of an attack.

8. Only Use Secure Browsing Tools

Encourage your team to use secure browsers and tools that offer built-in protections against rogue URLs. Most modern browsers include features that warn users about unsafe sites or automatically block malicious content.

Final Thoughts

When facing hackers and their cyber threats, knowledge truly is power. By understanding the clever tricks hackers use with rogue URLs, you have a roadmap through a minefield of internet security. But it’s not enough to hope your team won’t be the next victims, you need to be proactive to safeguard your business with strong defenses.

Ask yourself; would you leave your front door wide open and hope no one walks in? Absolutely not! The same mindset applies to your businesses digital security. By implementing proactive strategies like URL filtering, employee education, and staying on top of updates, you’re locking that digital door and setting up alarms.

Cybercriminals are always looking for the path of least resistance, so don’t let it be your business! A little caution goes a long way. Stay informed, be vigilant, and take those proactive steps to protect your businesses data and reputation. 

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post 10 Sneaky URL Tricks Hackers Use: How to Protect Your Business appeared first on Atlantic | Tomorrow's Office.

Why Data Security is Important

Businesses that have felt the impact of a data breach understand why it is not an option, but it is essential to prioritize data protection. A breach can result in significant financial losses, including remediation costs, regulatory fines for non-compliance, and lost revenue from business disruptions. Having a strong data security strategy helps minimize these impacts by enabling quick recovery and reducing downtime. Your business’s reputation is also on the line when a breach occurs, tarnishing customer trust and your brand name. With a data security plan in place, your business will be equipped to communicate with affected stakeholders and manage potential reputation damage. 

In addition to financial and reputational protection, data security is critical for regulatory compliance. With strict regulations like HIPAA and CCPA, non-compliance can lead to hefty fines. By implementing solid data security measures, your business can meet these requirements and avoid penalties. As you can see, a proactive data security strategy enables your business to bounce back from a potential breach. From protecting your financials and brand reputation to preventing cyber attacks in the future, data security enables your business to protect its assets with the best technology in the industry. 

Now, let’s examine the top nine data security threats that every business must be prepared to address.

Top 9 Data Security Threats

Understanding the most common data security threats is the first step toward building a more resilient defense. Here are nine threats that every business should be prepared for:

Threat 1: Web Security Vulnerabilities

In our connected world, web security is crucial for ensuring business continuity and protecting sensitive data. Cyberattacks often target web-based applications, using tactics such as SQL injection, cross-site scripting, or denial of service (DoS) attacks. Without proper web security measures in place, a business’s online presence, as well as its customer data, can be compromised.

To mitigate these risks, businesses must implement strong web application firewalls, conduct regular security audits, and adopt secure coding practices.

Threat 2: Inadequate Security Architecture and Infrastructure

A strong cybersecurity architecture is the foundation of any defense against cyber threats. It includes the policies, tools, and controls that ensure the protection of your IT systems and infrastructure. If your architecture is outdated, poorly designed, or lacks proper oversight, vulnerabilities can quickly be exploited by attackers. Ensuring that your cybersecurity architecture evolves with emerging threats, through regular assessments and updates, is essential for the best data protection.

Threat 3: Lack of Data Security Controls

Data security involves protecting all the data your company stores, collects, creates, or transmits, ensuring compliance with legal and industry standards. Whether it’s stored locally, in the cloud, or shared with third parties, data must be protected at all stages. By implementing data encryption, access controls, and data loss prevention (DLP) solutions, your business can keep sensitive information secure and ensure compliance with data protection regulations.

Threat 4: Insufficient User Training and Awareness

Human error is one of the leading causes of data breaches. Employees who are not trained to recognize cybersecurity threats typically expose sensitive information through phishing scams, weak passwords, or poor security practices. With regular training sessions and simulated phishing exercises, you can significantly reduce the risk of successful attacks targeting your employees.

Threat 5: Inadequate Incident Response Capabilities

Timing is everything when a security incident occurs. An effective incident response plan can detect, contain, and recover from breaches before they cause extensive damage. Leveraging operations centers that monitor network activity in real time is key to identifying suspicious behavior and responding to potential threats swiftly.

Threat 6: Endpoint Security Weaknesses

With more businesses switching to remote work environments, endpoint devices including desktops, laptops, and smartphones are potential entry points for cybercriminals. Protecting these endpoints from malware and ransomware attacks is essential to preventing unauthorized access to your company’s network. Businesses can adopt endpoint security solutions including firewalls, antivirus software, and patch management to ensure that device vulnerabilities are quickly addressed.

Threat 7: Email Vulnerabilities

Email continues to be one of the most common channels for threats, with cybercriminals using methods such as phishing and spoofing. Businesses that lack adequate email protection are prime targets for these scams and risk exposing sensitive information or compromised user credentials. Leveraging tools such as spam filters, encryption, and anti-phishing protocols play an essential role in securing corporate email systems.

Threat 8: Identity and Access Management Challenges

With businesses adopting cloud services and remote work, managing user identities and access rights has become more complex. By implementing a least-privilege access model, multi-factor authentication, and monitoring tools, your business can effectively manage who has access to sensitive information and prevent unauthorized access from both internal and external threats.

Threat 9: Limited Threat Intelligence Capabilities

Threat intelligence involves collecting and analyzing data to predict and understand a hackers attack behavior. This proactive approach enables businesses to take action against potential threats before they cause harm. By adopting real-time intelligence technology, your business can make data-driven decisions that minimize exposure to cyber threats.

Trusting a Managed Security Provider

Many businesses are outsourcing their IT to Managed Security Services, to help them navigate increasing threats and new technology. Managed Security providers work with your business to provide a range of benefits that can significantly improve your data security. They employ teams of security experts with diverse skills and experience, enabling them to stay up to date with emerging threats and provide custom solutions. With 24/7/365 monitoring and quick response to potential security incidents, your business is protected at all times. 

Unlike relying on an in-house IT department, a Managed Security partner has access to advanced security technologies that are otherwise too expensive for individual businesses to acquire and maintain. Managed Services are also scalable with your business, ensuring your assets are consistently protected as your technology needs expand. Most importantly, outsourcing your security to a Managed Security provider allows your internal IT team to focus on core business operations instead of dealing with security issues as they occur. With cyber threats lurking behind every screen, trusting a Managed Security provider can provide peace of mind and protection for your business.

What’s Next?

Data security is a crucial component for modern businesses, and protecting your sensitive information from increased threats should be a top priority. From securing endpoints to managing identity access, businesses must take every actionable step to protect and prevent a cyberattack. The first step to curating a data security strategy is the hard part. Reviewing the top threats current businesses face offers a starting point for understanding where your vulnerabilities lie.

Data security is an ongoing process that requires continuous attention, investment, and adaptation. Partnering with the right Managed Security provider can help your business maintain and manage your IT environment. Not only do they provide access to advanced technology and expertise, but a Managed Security provider delivers 24/7 monitoring and response, ensuring your business is protected at all times. Start building your data security strategy now, so you can focus on what matters most – running your business.

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

The post 9 Serious Data Security Threats Facing Every Business appeared first on Atlantic | Tomorrow's Office.

In this blog, we’ll examine 6 signs that it’s time to replace your copier and look into the features that are helping businesses better control their print environment. 

What Makes a Great Copier?

Let’s start by looking at the features that make the modern copier efficient and worth the investment. Today, the best copiers are not only focused on copying and printing, but they include advanced technology that is designed to be an integral part of your office’s workflow. Here are some features that make these advanced copiers stand out:

1. High Tech Security Options
   With data breaches targeting businesses more every day, many businesses are concerned with their print security posture. New copiers address this by offering security features like hard drive encryption, user authentication, and secure print release, reducing the risk of unauthorized access to confidential documents. With these advanced options, businesses are able to protect their networks and data.
2. Cloud Integration Software for Connectivity
   Top-tier copiers now offer cloud integration tools, enabling employees to print, scan, and share documents directly from cloud platforms including Google Drive, OneDrive, or Dropbox. With remote and hybrid work becoming more common, this feature improves workflows and supports collaboration from any location.
3. Automated Workflows
   Many new copiers include automation features like batch scanning, which allows users to scan large sets of documents in a single pass, reducing time spent on repetitive tasks. Top-tier copiers also include software that can convert documents into searchable digital files, making it easier to locate information quickly.
4. Better Energy Efficiency
   In our modern world, copiers are now designed with sustainability in mind. They offer reduced power consumption, efficient sleep modes, and even eco-friendly printing options like double-sided printing to help reduce paper waste.
5. Advanced Finishing Capabilities
   Older copier models typically spit out prints or copies that the user has to manually finish. With modern copiers, you get access to advanced finishing features like binding, stapling, and hole-punching, so documents are ready for use with minimal manual handling.
6. Mobile Device Compatibility
   With mobile compatibility, employees can print and scan directly from their smartphones or tablets, which can be particularly useful in the office or when employees are working remotely. Not only does this feature enhance convenience, but it speeds up productivity and task time.

6 Signs That It’s Time to Make an Upgrade

Now that you know what features make the modern copier so attractive, you might be wondering whether it’s the right time to retire your old copier. Here are some key signs that you should consider an upgrade:

Sign #1: Security Features Can’t Keep Up

Hackers often use unsecured copiers as a weak point to infiltrate a network. If you are using an older copier with limited to no security, acquiring a new model with the latest features will help protect your data from cyber threats. New security features include password protection, hard drive encryption, and secure access, all of which are key to safeguarding your business data.

Sign #2: Difficulty Finding Replacement Parts

Replacing worn-out parts in your current copier may seem like a cost-effective solution, however, this is only a temporary fix. Eventually, manufacturers stop producing parts for older models, making your repairs more costly and difficult to execute. If your copier parts are becoming harder to find, it is more cost-effective to upgrade to a copier that won’t keep you waiting on replacement parts and maintenance. 

Sign #3: It’s Always Breaking Down

If you’re on a first-name basis with your copier repair technician, it’s a clear sign that your copier is reaching the end of its life. As copiers age, breakdowns become more common, leading to workflow interruptions and unexpected costs. Upgrading to a new, reliable copier can save both time and money in the long run.

Sign #4: Limited Functionality

As technology evolves, copier models have also changed, serving as multifunctional devices that can print, scan, and fax with their advanced features. If your copier can’t handle larger files, or complex print jobs, or fails to integrate with your business software, it’s likely outdated. When you upgrade to a new device, you keep your business ahead of the competition with features that boost office productivity, efficiency, and security.

Sign #5: Your Business Needs Have Changed

If your business has grown over the last few years, consider whether your copier really meets your needs. Different copiers are intended for varying amounts of usage, so if your small business copier no longer meets the demands of your growing team, then it’s time to make a switch. With scalable options, you can find the right copier that meets your current and future needs while avoiding overuse and constant breakdowns of the older model.

Sign #6: Leaving a Poor Environmental Footprint

It’s a fact that older copiers consume more energy and create more waste than newer models. Today’s copiers are designed to use less power, come with energy-saving modes, and support eco-friendly printing options like duplex (double-sided) printing. Controlling your print environment with a new device not only reduces your environmental footprint, but you’ll be saving long-term on electricity bills.

-The World Counts

Is your business experiencing any of these signs? If so, then it’s time to make the switch to a new device. The investment in a new copier is a big step for any business and requires time-consuming research to contrast different models, pricing, included features, and scalability. To relieve the burden of this process, partnering with a Managed Print provider is the best solution. Next, we’re going to review the role that Managed Print plays in helping businesses upgrade their devices to meet their needs. 

Switching Your Copier with Managed Print Services (MPS)

When it’s time to invest in a new copier, a Managed Print Service (MPS) provider will be your personal tour guide through the process, offering tailored solutions and ongoing support. Managed Print Services specialize in helping businesses find the right print solutions, whether for purchase or lease, and have access to top brands and the latest models with advanced features. From device selection to set up, training, integration, and future support, you can count on MPS to manage every step. 

Along with these benefits, MPS is typically more cost-effective than selecting a new copier yourself due to the flexible leasing and purchase options that align with your budget. Businesses also receive a predictable monthly cost that include maintenance packages, minimizing unexpected repair expenses. MPS providers understand the need to protect business data and can provide copiers that are equipped with the latest security features while keeping you informed of industry standards to ensure compliance. Altogether, partnering with an MPS provider to upgrade your copier is a big win for any business.

Is It Time?

If your copier is slowing down your team, breaking the bank in repairs, or keeping your sensitive data vulnerable, then it’s time to consider an upgrade. The new copier offers advanced features that improve productivity, reduce costs, and enhance document security, keeping your business running smoothly. Plus, with the help of Managed Print Services, you’re able to leverage technology that grows with your business. Don’t wait until your current device reaches the end of its useful life. Explore your options with MPS and uncover the benefits of a modern copier tailored to meet your specific needs. 

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post Top 6 Tips to Know When It’s Time to Replace Your Copier appeared first on Atlantic | Tomorrow's Office.

What is Digital Transformation? 

Right now, you might be wondering what digital transformation is and why your business needs to start thinking about it. Digital transformation involves using digital tools and technology to change how a business works and serves its customers. It integrates digital technologies including cloud services, artificial intelligence, and data analytics, into all areas of a business to improve operations, customer interactions, and promote a mindset focused on ongoing improvement. Leveraging a Managed Print strategy can fast-forward your digital infrastructure to create an environment that is more efficient, accessible, and scalable. 

Here’s a deeper look at how partnering with a Managed Print Services provider can drive your digital transformation forward.

1. Streamlining Paper-Based Processes

Traditional paper-based processes are notorious for their inefficiency. They often involve manual handling, which is both time-consuming and prone to human error. Managed Print Services can improve these processes by digitizing and automating them. MPS providers help transition from paper to digital workflows, creating a centralized, searchable, and secure database. This transformation not only minimizes errors but also enhances productivity by allowing employees to focus on more strategic tasks.

2. Enhancing Document Security

In an era where data breaches are increasingly common—Statista reported that 422 million individuals were affected by such breaches in 2022—ensuring document security is more critical than ever. Managed Print Services address these concerns by implementing advanced security features including data encryption, user authentication, and secure printing options to safeguard sensitive information. They also help establish comprehensive security plans that include disaster recovery and business continuity measures. By addressing these security needs, MPS helps protect your business from potential cyber threats and ensures compliance with data protection regulations.

3. Enabling Mobile Printing

With the rise of remote work and hybrid business models, the ability to print from mobile devices has become essential. Managed Print Services offer solutions that enable employees to print from their smartphones, tablets, or laptops, whether they’re working from home or on the go. This flexibility supports a mobile workforce, enhancing productivity and convenience. By integrating mobile printing solutions, MPS providers ensure that your team can stay productive and responsive, regardless of their location.

4. Improving Cost Efficiencies

One of the primary benefits of Managed Print Services is their ability to improve cost efficiencies. The relationship with an MPS provider typically begins with a print assessment that evaluates the current state of your print environment. Based on this assessment, the provider develops strategies to optimize your print operations, reduce waste, and cut costs. MPS solutions improve print management with more predictable expenses, significant savings over time, and greater productivity.

5. Providing Valuable Insight

Managed Print Services offer more than just operational management, they provide valuable insights through data analysis. By using advanced monitoring software, MPS providers track print usage, identify inefficiencies, and uncover areas for improvement. This data-driven approach allows businesses to make informed decisions about their print environment. For example, insights into print volume and device performance can lead to better fleet management and optimized workflows. These actionable insights are crucial for enhancing operational efficiency and achieving strategic goals.

6. Enhancing Workflow Integration

A key component of digital transformation is integrating various business processes into a seamless workflow. Managed Print Services facilitate this integration by aligning print operations with digital workflows. MPS providers work to ensure that print tasks complement digital processes, reducing duplication and enhancing overall efficiency. By integrating print solutions with existing digital tools and platforms, MPS helps create a more cohesive workflow, driving further productivity gains.

7. Reducing Environmental Impact

Sustainability is an increasingly important consideration for businesses. Managed Print Services contribute to environmental goals by implementing practices that reduce waste and promote recycling. MPS providers help businesses adopt more sustainable printing practices, such as duplex printing and responsible toner disposal. By minimizing paper usage and promoting eco-friendly practices, MPS supports a greener and more sustainable business model.

8. Optimizing Device Utilization

Managed Print Services provide a strategic approach to managing print devices, ensuring that each one is utilized effectively. MPS providers assess your current fleet, identify underused or overused devices, and recommend adjustments to optimize device deployment. This optimization ensures that your print environment is both cost-effective and efficient. By aligning device placement and usage with business needs, MPS helps maximize the return on investment for your printing assets.

9. Enhancing User Experience

User experience is a critical factor in any digital transformation effort. Managed Print Services enhance user experience by providing intuitive and user-friendly print solutions with features including easy-to-use interfaces, print job management, and responsive support. These improvements reduce the complexity of print tasks and make it easier for employees to manage their printing needs. A positive user experience with print solutions contributes to overall satisfaction and productivity.

10. Supporting Scalability and Growth

As businesses grow and evolve, their print needs change as well. Managed Print Services support scalability by providing flexible solutions that can adapt to your changing needs and ensures that your print environment remains efficient and cost-effective. Whether you’re expanding your operations or integrating new technologies, MPS helps ensure that your print infrastructure can support your growth and continue to deliver value.

The Scoop on Managed Print Services

Now that you know how Managed Print can benefit your business, you might be wondering how to get started with Managed Print Services. MPS are delivered and managed by a Managed Service Provider, that includes a team of IT experts and access to industry leading technology. An MPS provider will start by assessing your current print setup, identifying areas for improvement and then implement strategies to reduce costs, enhance efficiency, and support digital workflows. A Managed Service Provider will also provide analytics on your print environment to help you make informed decisions that align with your business goals.

Final Thoughts

Now you know that Managed Print Services play an important role in supporting digital transformation. MPS improves paper-based processes, enhances document security, enables mobile printing, improves cost efficiencies, and provides valuable analytical insights. Additionally, MPS facilitates workflow integration, reduces environmental impact, optimizes device utilization, enhances user experience, and supports scalability. By partnering with a Managed Print Services provider, you can drive your digital transformation efforts forward, achieving greater efficiency, productivity, and sustainability.

Ready to explore how Managed Print Services can transform your business? Contact your ATO representative today to schedule a free, no-cost assessment of your print environment. Discover how MPS can save you money, boost productivity, and support your growth.

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post 10 Ways That Managed Print Services Support Digital Transformation appeared first on Atlantic | Tomorrow's Office.

Managed Print Services are a game-changer for businesses looking to make print practices more efficient, sustainable, and cost-effective. Let’s dive into how Managed Print works and explore some surprising facts about the impact of printing on the environment and your bottom line.

How Managed Print Can Help

Managed Print Services (MPS) refer to a suite of solutions that streamline a business’s print operations. By assessing, managing, and optimizing a company’s print environment, Managed Print reduces unnecessary printing and associated costs including maintenance repairs and supply replenishment. MPS providers monitor print usage, track device performance, and offer predictive maintenance to prevent breakdowns, all while improving document security and reducing waste.

One of the primary goals of MPS is to help businesses achieve a balance between their printing needs and sustainability goals. This service can involve anything from installing energy-efficient devices to setting default print settings that minimize ink and paper use. By implementing a Managed Print strategy, businesses gain insight into their print usage, allowing them to make data-driven decisions that significantly cut costs, save time, and decrease their environmental footprint.

Investing in a new print strategy can be difficult for many businesses, especially when unnecessary printing habits often go undetected. Here are five print facts that might give you the push you need to rethink your print strategy. 

5 Staggering Facts About Your Print Impact

Even with more digital solutions on the market, office printing is a high priority for businesses – and a costly one. Here are five staggering facts that reveal the extent of printing’s impact on the environment and your bottom line:

Fact #1: The average lifespan of a printed page is 5 minutes

Shockingly, the majority of printed documents are only viewed once before they’re tossed. According to Office Tech Insider, a printed page typically has a lifespan of just five minutes. When your business focuses on sharing or sending documents electronically, you minimize the waste you generate, lower your carbon footprint, and save money.

Fact #2: 20% of all printed documents are left in the output tray

Roughly 20% of all printed documents never make it to their intended recipient. Instead, they’re left sitting in output trays or recycled immediately. Not only is this wasteful, but it’s also a potential security issue. Sensitive information such as insurance documents, billing information, or business strategies could easily end up in the wrong hands. 

Fact #3: The average office worker prints 10,000 pages annually

Ten thousand pages per person per year translates to around $725 per employee annually. In many businesses, print-related expenses are one of the top three operational costs after payroll and rent. That’s why cutting down on unnecessary prints is key to generating substantial savings.

Fact #4: Printing in color costs 510X more than printing in black and white

Color printing is an especially costly habit, mainly due to the complex ink formulations needed to produce high-quality color prints. This is why color ink cartridges are significantly more expensive than black and white ones. By choosing black and white print settings for most documents, businesses can dramatically lower print supply costs and support a greener, sustainable office. 

Fact #5: 17% of printed pages are never used

Between a document’s 5-minute lifecycle and the fact that 17% of all printed documents are never even used, businesses have more than enough evidence to improve their print strategy for their budget and for the environment. When you implement digital alternatives and selective printing, businesses can reduce print volumes by over 30%, leading to an improved bottom line and minimal environmental footprint.

These are only five facts about the print industry that reflect a very small piece of the puzzle. Unnecessary printing can also significantly affect a business’s energy efficiency, productivity, and housekeeping habits such as recycling. To better understand your print posture, start with a print assessment from a Managed Print provider. Doing so will show you the truth behind your business’s print behavior and help you develop a strategy that improves your bottom line and environmental impact. 

The Environmental Impact of Print and Its Effect on Your Bottom Line

Printing has a substantial impact on both the environment and your business’s finances. When you consider the resources required to produce, ship, and dispose of paper, the environmental toll is clear. Manufacturing paper consumes millions of trees and billions of gallons of water each year, contributing to deforestation, habitat loss, and pollution. Toner cartridges, often made from non-recyclable plastic, also end up in landfills where they can take up to 1,000 years to decompose.

For businesses, these environmental costs translate directly into financial costs. From paper and toner expenses to maintenance and energy consumption, unnecessary printing drains resources that could be better invested into business strategy or operations. Through the implementation of Managed Print Services, companies can not only reduce their carbon footprint but also achieve cost savings by curbing their wasteful practices.

Next Steps

Now we know that reducing unnecessary printing benefits both the planet and your profitability. Taking steps to minimize waste, manage print resources, and improve document handling can drive sustainable growth and significant cost savings. Here are some next steps to consider:

• Assess Your Print Environment: The first step is understanding the state of your print environment. This includes reviewing your print needs, identifying where waste occurs, and where digital solutions can replace paper-based processes. Working with a Managed Service Provider can help you uncover print patterns that may go unnoticed by your teams. 
• Contact a Managed Service Provider (MSP) for MPS: Partner with an MSP that offers Managed Print Services to evaluate your current print setup, implement optimization strategies, and monitor usage for ongoing efficiency. This is not only the easiest way to improve your print posture, but it’s also the most cost-effective option as MPS providers typically offer affordable equipment for your budget and single invoices per pay period.
• Trade in for New, Energy-Efficient Technology: Outdated copiers and printers can drain more energy and resources than modern, sustainable alternatives. When you trade in your old equipment, you’ll get access to the latest technology such as cloud storage, mobile printing, and data security. Plus, when you partner with an MSP, you can find the best printer within your budget. 

By adopting sustainable print practices and leveraging the expertise of Managed Print Services, you’ll be well on your way to creating a greener, more cost-effective workplace.

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post How Unnecessary Printing Impacts the Environment and Your Bottom Line appeared first on Atlantic | Tomorrow's Office.

In this blog, we will discuss five unpredictable line items on your IT budget that need to be accounted for.

1. Print – Even when many businesses are becoming increasingly digital, printing technology still plays a significant role in day-to-day operations. The cost of printer ink, toner, paper and maintenance can pile up if not budgeted for adequately. Moreover, when an issue occurs with printers, such as frequently breaking down or being outdated, it can result in unforeseen expenses.

2. Ransomware Cost – Ransomware attacks are on the rise, and businesses of all sizes are being targeted. Considering the cost of an attack on data security, it’s no surprise that ransomware has become an unpredictable (and expensive) line item on your IT budget. Costs can soar into the millions due to lost data, legal fees, and IT upgrades needed to prevent it from happening again.

3. Remote Worker Evolution – The pandemic has made remote work a new normal for many businesses. However, creating remote-friendly workspaces isn’t always part of the IT budget. There are significant costs associated with creating a remote workplace for everyone to collaborate efficiently. Must-haves include premium video conferencing apps, secure VPN networks, and cloud-based solutions, adding these expenses to an IT budget that never existed before.

4. Telecommunications – Staying connected to customers, employees, and stakeholders becomes easier than ever with the advanced telecommunications tools available. However, when systems fail, or the IT department has not budgeted for the cost of high-end teleconference or video conferencing hardware, the unseen expenses become apparent.

5. IT Talent – Many businesses face a shortage of IT talent, particularly in areas such as cybersecurity, cloud infrastructure, and data analysis. Hiring and retaining the right IT staff can be a significant expense for businesses, and as the IT landscape continues to evolve, this challenge is only likely to grow. Partnering with a Managed Services provider can provide access to a team of experienced IT professionals who can provide expert assistance as needed, without the ongoing costs of hiring full-time staff.

While IT budgets can be unpredictable, partnering with a Managed IT Services provider can help to mitigate the risks and streamline the process. Whether you’re dealing with unexpected line items or trying to keep up with the latest technologies and trends, working with a Managed Services provider can help reduce workloads, lower IT expenses, mitigate risks and guarantee smooth business operations, and ensure teams stay ahead of the curve. Don’t hesitate to reach out to a trusted Managed IT Services provider today and start seeing the benefits for yourself.

About Atlantic, Tomorrow’s Office 

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley. 

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post 5 Unpredictable Line Items on Your IT Budget appeared first on Atlantic | Tomorrow's Office.

Here are six avoidable costs of business printing:

1. Excess Toner Inventory in Storage Cabinets – Storing too much toner in your storage cabinets can lead to waste. When a company stores excess toner, it can expire and become unusable. Additionally, frequent reordering without a proper inventory management system can result in over-ordering, taking up storage space, and wasting money on the unnecessary purchase of new cartridges.

2. Printing Color vs. B/W – Printing in color can be a heavy expense that can drain a budget, especially when color prints aren’t necessary. Black ink and toner cartridges are far less expensive than colour. By printing in black and white, companies can save money by reducing or eliminating the need for expensive colour cartridges.

3. Printing on One Side – Printing on both sides of a paper might be a small change, but when done over time, it can impact a company’s budget. Reduce printing costs by requiring that all printing be consistent with the double-sided print option. Besides reducing paper waste, printing on both sides decreases printing costs since the printer uses less paper, less ink or toner and less energy.

4. No User Restrictions on Printing – A lack of user restrictions on printing can increase printing volumes, leading to wasted paper, toner, ink….and money. To counteract this problem, organizations can limit printing access by enabling user log-ins or implementing a secure printing system.

5. High Energy Costs for Older Technology – Older printers aren’t built with modern technology’s energy efficiency standards, consuming more energy, and becoming more costly for your business. Investing in newer, energy-efficient printers cuts down on energy costs in the long run, saving the organization money while preventing wastefulness.

6. Rush Toner Orders – Rush toner orders are frustrating, time-consuming, and more expensive than regular orders. Companies can avoid these avoidable shipping charges by monitoring their toner supply levels through an inventory management system, enabling them to reorder before they run out. Proactively managing inventory can take some of the pressure off your budget.

Save Money with a Managed Print Services Provider

Taking the time to analyze how to best manage your printing services and hardware is key to preventing avoidable costs. With a Managed Print Services partner, you can rest assured that your printing needs will be taken care of, so you don’t have to worry about overwhelming or budget-busting surprises. They provide proactive monitoring, maintenance, and troubleshooting on all printer-related equipment, eliminating costly surprises.

By outsourcing device management to MPS experts, you can keep your IT staff focused on other important concerns while enjoying reduced operating costs. Partnering with a Managed Print Services provider can help businesses focus on their core competencies and leave the printing management to the experts.

About Atlantic, Tomorrow’s Office 

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley. 

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post 6 Avoidable Costs of Business Printing appeared first on Atlantic | Tomorrow's Office.

1. Healthcare – Healthcare remains a paper-intensive industry that is minimally automated and digitized. A document management system can help healthcare by digitizing and centralizing patient information, making it easier for providers to access and share securely. By automating document workflows, healthcare providers can also reduce manual labor and errors, improving efficiency and patient care.

2. Financial – While the financial industry today is largely digital, many institutions are still tied to paperwork. Financial institutions are heavily overseen, and some bodies that require compliance need official signatures. A DMS can provide a secure and efficient way to manage documents to ensure compliance, including electronic signature capabilities.

3. Government – Talk about paper intensive! According to Formstack.com, the US government uses 12.1 TRILLION (that’s trillion with a T) sheets of paper annually. Government agencies continue to rely on paper because they see it as the most reliable and secure option, and many still use legacy systems that involve manual document processing, making them reluctant to transition to digital-based processes. Adopting a document management system will not only reduce the amount of paper used, it will also provide an added layer of security to protect sensitive documents and allow administrators to easily access and manage documents remotely. This can help government agencies move away from paper-intensive processes while still achieving the level of accuracy and security needed for their data.

4. Education – Schools handle a lot of paper on a daily basis – from student transcripts and records to class schedules, enrollment forms, financial aid documents, and other administrative paperwork. Many schools have limited budgets and may think they lack the resources to invest in digital solutions. Today’s document management systems offer an affordable and user-friendly way for schools to transition away from paper and enjoy the benefits of more efficient, secure, and collaborative record-keeping.

5. Retail – From sales receipts and purchase orders to payroll and building management documents, managing all that paper can be a challenge. By digitizing and centralizing these documents, a DMS can provide easy and efficient access, streamline document workflows, reduce manual handling and errors, and provide secure storage and backup.

 6. Legal – Legal professionals work with a vast number of documents that require constant revisions and updates as cases progress. Inaccuracies or errors in legal documents can have significant consequences, including lost cases or legal disputes. A DMS provides version control so that all team members or clients are working on the most recent version of a document, providing a clear audit trail of changes made to the document, and identifying who made those changes, eliminating potential errors or miscommunications.

7. Manufacturing – Keeping track of everything from invoices and device manuals to financial records and regulatory compliance can be very paper-intensive. Without proper documentation, manufacturers could be faced with costly mistakes and roadblocks that could impact their bottom line. However, with a DMS, manufacturers can streamline their workflows, ensuring that essential documents are quickly and easily accessible when needed.

8. Insurance – The insurance industry requires extensive documentation for claims processing, risk management, underwriting, and compliance purposes. A DMS can help insurance companies speed up their claims processing and processes by automating tasks such as data entry, document routing, and approval workflows that can help them provide a better customer experience.

Investing in a document management solution is a smart decision for paper-intensive industries. Not only can it reduce reliance on paper, streamline operations, and improve security and compliance, but it can also help these industries save money, increase collaboration and efficiency, and bring their businesses into the digital age.

About Atlantic, Tomorrow’s Office

Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.

For the latest industry trends and technology insights visit ATO’s main Blog page.

The post The TOP 8 Most Paper-intensive Industries appeared first on Atlantic | Tomorrow's Office.

Calling all graduating college seniors! We are growing by rapid numbers and are excited to welcome the next generation of office technology professionals.

We will have different representatives at three different career fairs on Wednesday, March 15th – If you are a graduating senior, preparing to make your mark on the world in the following areas, then stop by our booths and see how your career can really make an impact! We will be talking with our next wave of talented team members at HOFSTRA UNIVERSITY, MERCY COLLEGE, & MONTCLAIR STATE UNIVERSITY

• Sales/Account Management
• IT/Cybersecurity 
• Service Technicians 
• Human Resources
• Marketing
• Finance

The post Here we GROW again!! appeared first on Atlantic | Tomorrow's Office.

The acquisition will expand Atlantic’s IT services division and provide the company with additional resources and a full portfolio of imaging and document management solutions, which will expand ACP’s potential. ACP is headquartered in West Seneca, NY, with locations in Rochester, NY, and San Antonio, TX, and has experienced rapid growth over the last several years.

The company provides a portfolio of managed IT, cybersecurity, and cloud services to clients throughout New York, Texas, and surrounding states. This is the 9th acquisition for Atlantic and marks the company’s continued efforts to fulfill the IT, cybersecurity, print, and imaging service needs of growing businesses in major markets across the country.

Clients can learn more about the acquisition in the full press release by clicking HERE or by visiting the company’s website or contacting an Atlantic representative for more details.

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