cloud computing

Is a Printer-Less Office a Possiblity?

I just read a short article in a trade magazine I get, The Recycler, asking the question is a printer-less office a possibility? Back in 1985 when I owned my first business and we bought our first computer and a printer to go with it I heard this same statement. The company that sold us the computer said that within 5 to 10 years at the most, we would be paperless! As he stated, why would you want to buy the paper, print it and then have to file and save it. Now that we have computers, you can just save it to the hard drive and that’s it.

As we all know that did not happen. Why? Industry figure Nathan Dube speculated on the concept of the paperless office in early 2012, noting that it was “a myth for the simple fact that human beings truly have an intense and emotional attachment to the printed page”. Funny, that’s how I felt back in 1985 when I was told we would be going paperless, I had a thing about holding that piece of paper in my hand. Not only that but if you are going over your financials isn’t nice to have paper in hand and a pencil to jot down ideas, notes and anything else you want as you are reading the numbers? Of course you do, try doing that on a computer. Or try telling a CPA that they are not allowed to print a hard copy of financials but will have to save everything to a hard drive or even better “in the cloud” and notice the reaction. I’ve had a number of bookkeepers and CPA’s work for me over the years and not one of them bought into this concept, period. As far as their concerned you have to have a hard copy and save it for 7 years. Yes, they do save to the hard drive and many of them now save off site in the cloud, but not one of them that I have ever met will trust in that alone, print a hard copy is their motto.

Personally, I can think of many instances when I want to print what I have on my computer, like when I’m going through my e-mails in the morning and I see something from a customer that is going to take my attention by having to call him and discuss the issue. I print it out and make whatever notes I feel I will need before calling him. When on the phone I now have that piece of paper to jot down important points that are brought up during the conversation. This seems like a small thing in and of itself but you really can’t do this on the computer, Sure you could copy & paste the email into a word doc and have that window open as you are talking and make notes on the document that way, but it’s just not the same and besides, you can’t doddle with a computer. Sounds silly but again, human nature.

How about when you have a meeting? Sure you could bring you’re laptop to the meeting and you’re document saved in Word and reference that during the meeting. But what about the other people in the meeting? Oh yea, they could have their laptop and reference the same document that you have shared on DropBox. Still leaves the problem of people wanting to take notes as the meeting progresses which is pretty hard to do on a shared document, hell everyone is going to be taking notes and doodling on the same document, this is going to get pretty messy really fast. No, in this situation the best course of action is to print out the meeting notes and pass it out to everyone so they each have a copy and they can make notes as they wish. Save a copy in the cloud, of course. When the meeting is done you can go in, revise the document, everyone can see it and most likely will print it out so that they can follow up on whatever it is that needs to be done.

This is just a few examples that I can think of where I would want that printed piece of paper. I’m sure you can think of situations that you also want a printed piece of paper in front of you. Should we be careful of how much we print? Of course, going green means a lot of things now a day’s, it’s just not CO2 pollution. Saving on paper helps to save our forest and reduces the amount of fossil fuel that is used to produce that piece of paper. Like anything else in life, moderation is key. The day’s of printing any thing and everything just because you can are gone, be careful and only print what you really need. Will we bring this to the point of being a paperless society, I think not.

To be fair there are some companies out there that have saved thousands by attempting to go as paperless as possible. In the court case of Boris Berezovske v Roman Abramovich in Britain by virtue of utilizing cloud computing technology they managed to save five million pages. Not that’s saving a few bucks in the cost of the paper itself, not to mention what it would cost to store this much hard copy material for many years.Granted this is a large case with thousands of dollars that were saved but scale it down and the same system can be used on a much smaller scale. The point is paperless is great for some applications and not good for others.

In the heyday of the printer it was not unusual to find a printer on ever other desk in large offices, this is ridiculous and unnecessary. Many larger companies have done away with this and installed one or two large copiers per floor where everyone prints to those machines. But the point is that they print, why? Because they have to. Even if the company is using The Cloud and discouraging wasteful printing, office workers are still printing but only what they need. Need is the key word here, remember human nature, we like to hold that piece of paper in our hand. I don’t think that will ever change.

So one way to help our environment is to only print what you need to and use the cloud for storing and saving everything you can. Another way you can help save our environment is to use re-manufactured ink and toner. Our specialty at Ink & Toner Solutions is the aftermarket Eco-friendly re-manufactured printer cartridge. If you do use these brands of printer cartridges, you are recycling what would otherwise end up in the landfill. The cost and resources used to make a new printer cartridge is twice that of re-manufacturing what has already been made. If you are interested in trying these high quality cartridges you can order on line at www.inksolutionsma.com.

 

 

What Is Cloud Printing?

Most people know that you can store and retrieve documents from the cloud, but did you know you can have your documents printed via the cloud, also? Thanks to the increased functionality of smartphones, tablets and other mobile devices, these devices have managed to become an important tool for business users. The ability to print documents from these devices is a useful feature that many users would love to have. However, most smartphones and tablets don’t come with any printing system of their own and the ones that do barely support most current printers.

Cloud printing works by giving smartphone and tablet users a way to print important documents from devices that otherwise lack the ability to print. Without any print drivers to worry about, there’s less concern about how to accommodate a multitude of mobile devices or enable support for legacy printers. Business users don’t have to be anywhere near a printer to initiate printing jobs – they can either pick up their documents at a later date or have them printed directly onto a client or associate’s printer for expediency’s sake.
How It Works
Cloud printing is an amazingly straightforward affair that’s being pioneered by efforts like Google Cloud Print. The major search engine giant has been hard at work for years pushing this technology to fruition, leading up to its launch back in late January 2011. Similar to other solutions that are soon to follow, it works on all mobile devices and it utilizes APIs (Application Programming Interfaces, like when you share something on Facebook without being on Facebook’s site) to collect data on custom print options.

The key to this technology’s potential success lies in its simplicity:

  1. Files to be printed are uploaded via an Internet connection onto a cloud computing service that facilitates printing (such as Google Cloud Print).
  2. Using a web-based application, the user initiates a new printing job for documents pushed through that cloud service. A wide assortment of options and special features are available, depending on the API.
  3. The printing job is sent from the cloud service to a cloud aware printer, where the printing job is completed. Non-cloud printers must rely on information sent via Wi-Fi, Bluetooth or wired LAN connection to a print server or the printer itself. Jobs can also be sent through a desktop properly connected to a printer.

 

Technical Issues
The technology works best with cloud-aware printers, a new breed of printers that would make it much simpler to print documents directly from cloud share, if they currently existed. In the meantime, users must send their printing jobs through ordinary printers connected to a Wi-Fi connection or an on-location desktop networked to a printer. That means your printer has to be configured correctly for reliable, guaranteed printing.

Some people wonder why business users simply can’t fire off an email and let the recipients on the other end handle the printing. Time is of the essence and every minute counts in intense business situations, so having a quick and sensible solution to common issues is the key to enjoying success. Cloud printing promises to help make it easier and more convenient for business users to get things done even when they’re away from the office.

For an average home user, you can bet this will change our thinking about when we can print something. Haven’t you been somewhere and you find something on your smartphone that you wish you could print so you don’t forget about it? Instead of doing that you’ve waited until you got home instead and looked it up a second time just so you could print it out? Those days may be gone, with this new technology printing anywhere in the world has become a reality.