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Jul 24

The Top 4 Features of the Formax Automatic Paper Folder

July 24th, 2014 by

Formax Automatic Paper Folder, Best Paper Folders, Progressive Business Systems, PBS, Office Supplies, Whether sending out customer notices, beginning a direct mailing campaign or mailing invoices to clients, a paper folder is an essential piece of office equipment. Businesses of all sizes rely on paper folders in order to reduce the amount of manpower it takes to prepare forms and letters to be mailed.

The cost of purchasing a high-quality or commercial-grade paper folder is quickly returned by increased office efficiency. However, choosing the right type of paper folder for the office may feel overwhelming, as there are multiple options at varying price points. Formax is a leading brand on the market and has the top features needed in quality paper folder.

Let’s look at the top four features needed in automatic paper folding machines:

Paper Size Variation

Size is one of the most vital things to pay attention to when picking out a paper folder. Many of the cheaper paper folders are limited to standard paper sizes like 8 ½” x 14” or 8 ½” x 11″. If you only plan to use only typical standard paper sizing when it comes to billing or direct mail correspondence, then a less expensive folder will likely be suitable.

However, any commercial office with a need for larger or less common paper sizes needs to consider a more professional paper folding solution. A higher end solution will be needed for things like brochures and advertisements.

Speed of Document Folding

Obviously, the speed of the paper folder is usually one of the biggest concerns for buyers. Manually folding letters, invoices and other documents is one of the biggest wastes of manpower in offices today.

Formax machines offer speeds of up to 500 folds in less than three minutes. This is an ideal solution for those who need manual tasks as well as special projects completed efficiently and rapidly.

Types of Paper Folds

The most common folds for an automatic paper folder are the half-fold and the tri-fold, sometimes also called the C-fold. If your business will stick to one of these classic folds, choose one of the more economical Formax folding machines.

For more complicated folds consider a higher performance Formax. You will find options that include the most popular as well as custom folds.

Variety of Acceptable Paper Stock

Another top consideration is the type of paper being used in the folder. A standard paper folder may only work with traditional printer paper. Some machines jam or malfunction on thicker card stock or photo paper.

Formax paper folders accept a variety of paper stock thicknesses and some even accept papers that contain staples. Keep in mind what paper will be used primarily when picking out the perfect Formax folder.

Automatic paper folders are useful pieces of office equipment and they save a substantial amount of time and money over their manual paper folding counterparts. Formax has a range of affordable solutions to fit any size office or organization.

Progressive Business Systems, PBS, provides affordable office equipment solutions to businesses of all sizes and carries a variety of Formax systems. PBS offers a free consultation service for all paper folder purchases.  Just send us your folded samples and we will suggest the best paper folder for your needs.  In some instances we can provide a free 2 week trial to help you ensure that you have picked the correct paper folder for your needs.



Jul 22

What to Look for in a Cross-Cut Paper Shredder 

July 22nd, 2014 by

Cross Cut Paper ShredderIt’s no secret that paper shredders are an integral part of any office’s inventory. Paper shredding onsite can reduce the potential for leaked client, customers or employee information, and it can help businesses to avoid breaking any information disclosure laws.

However, knowing what to look for in a cross-cut paper shredder can be trickier, and the market is saturated with options advertised to commercial buyers and office managers. Find out what the key attributes are in an office paper shredder to ensure that all business information is kept private and office productivity remains high.

Shredding Volume

Before making an investment in a large piece of office equipment or machinery like a paper or document shredder, buyers should give some thought to the device’s shredding volume. In some cases, the shredding volume will be given in pages per minute, but in others it will be given in feet per minute.

If that sounds strange, just keep in mind that some users feed stacks of paper through their machines, and other insert long rolls of paper. Whatever your office requires, pick a machine that can keep up with your needs and the speed of your shredding.

Noise Levels

Many prospective buyers never give any thought to the noise of a paper shredder, but it can be a significant problem if not properly addressed before purchase. In some offices, shredders are only used occasionally, and the slight noise is unlikely to be a concern.

On the flip side, continuous use of a commercial paper shredder can become irritating for employees, which could reduce productivity in the workplace. Furthermore, the noise could become a distraction if you have clients and potential customers in the office for meetings or on the retail floor to look at products.

Be sure to inquire about the noise level of the shredder or, better yet, ask for a demo so you can hear and see it in operation prior to purchase.

Total Bin Capacity

Even if you have the fastest paper shredder on the planet, you won’t be able to fully utilize those shredding speeds unless you have a bin with a larger capacity. Paper shredder bins are often measured in gallons of storage.

To give you an idea of what a normal bin size is, it runs about 9 gallons which is about the same size as a standard office trash can. Ideally, you wouldn’t go smaller than this for a commercial shredder, but something larger like the Destroyit 2360 cross-cut paper shredder, which boasts more than 13 gallons of storage, could be perfect.

Pricing Considerations

Many “lower” cost shredders require a period of cool-down before they can operate at top speeds once again. Believe it or not, some shredders require as much as 90 minutes of cooling down after just 30 minutes of high-speed use.

Consider the time spent on waiting as you consider a shredder purchase.  Seek models with continuous duty motors and sufficient horsepower to get the real work done.

A paper shredder can be a smart way to protect classified information, ensure the privacy of customers and give employees the privacy they are legally obligated to have from their employers. If buying the right paper shredder feels overwhelming, look beyond just the price and consider the page per pass capacity, the capacity of the storage bin, the noise levels and the warranty and support of the shredder provider that you choose.

Progressive Business Systems, PBS, consults with businesses to select the right type of shredder for their needs. There are many “vendors” who will sell you a shredder without working with you to make sure you get the correct shredder for your needs.  Progressive wants to help you choose correctly even if you purchase elsewhere.  Our 25 years of experience are yours for the asking, and advice is FREE!

Jun 20

Simply The Best – Wycom Laser Check Printing Systems

June 20th, 2014 by

Printing with laser checks is an easy and secure process with a Wycom Laser Check Printing System. Wycom is a comprehensive check printing solution that offers more benefits using the latest electronic technology that has an exceptional track record for protecting against forged and altered checks.

Security is Everything with a Wycom System

Wycom systems help to prevent check fraud with added security. It uses a secure log in and hardware to ensure that only authorized individuals have access to check signing and printing operations . This feature allows you to literally lock out any unauthorized use of approved signatures.

Security controls are in place for dollar amounts that you specify and the program will automatically suppress signatures with those amounts. Options for the software lets you add the authorized signature when the amount is within predefined limits and will suppress the needed signature or void the check, depending on the amount.

Safeguard Vital Information

You can count on secure storage of significant company information such as logos, fonts, forms, graphics, and authorized electronic signatures. Enhanced graphics are applied to the amount line and to signature security.

A request must be authorized by the accounting system and the Wycom solution activated to insure the security of a check signer, giving you the most complete control over the disbursement of checks.

The software allows unlimited  departmental accounts.  Each account can be user defined. Create optional archived PDF copies of checks that have been issued and print as many copies as you require.

Easy-to-Use Check Printing System

High security doesn’t mean difficult to use. Installation takes only a few minutes and since there is no need to install any software, no time is wasted on software changes.

A Wycom Laser Check Printing System with check image archival permits printing of an entire check, including logos, outlines, bank numbers and all signatures onto blank stock specifically for checks. Enjoy easier reconciliation for check numbers and save time with one step signing and printing of checks.

Save Time and Money with Wycom

Updates and programming changes are uploaded in mere seconds when connected to your network. Checks are quickly and automatically printed and signed in one pass from your printer.

Wycom’s efficient systems streamline the process of laser check printing that allows full control while providing the most secure methods of check fraud resistance. This system continually finds itself at the top of the laser check printing solutions on the market.

Progressive Business Systems, PBS, is offering a limited free trial on the Wycom Enterprise Laser Check Printing System. A leading provider of office equipment solutions, PBS will help determine the best system for your needs. Contact them today to find out more information.


Jun 11

Companies That Hired an Offsite Document Shredding Service to Destroy Their Information Were Shocked to Find Out This Was Happening Instead!

June 11th, 2014 by

It’s certainly not a secret that shredding sensitive or classified documents is a necessity for all kinds of businesses. However, many companies who believe that they are doing the right thing by paying for an offsite document shredding service are actually doing more harm than good.

Offsite Employees Should Never Have Access to Sensitive Information

Even when companies search carefully to find the most reputable firm for their offsite document shredding needs, there is never a guarantee that the provider is 100 percent secure. There are many reasons you should be wary of offsite shredding companies.

Just look at this case in point:

Recently, an Ohio-based document shredding company called Cintas Document Management was pulled into the spotlight due to one of their drivers stealing classified documents and sharing them with identify thieves. Companies thought that they were loading their sensitive documents into a secure bin, a secure truck and a secure provider, but they were actually putting themselves at risk by letting classified information out of their hands.

There are an estimated 37 victims of this single employee in the Fort Worth, Texas area alone, including international insurance companies.

Check out the news footage for yourself!

If you think that outsourcing your document shredding is the safest option, you might want to think again. That friendly delivery driver could potentially be an integral part of an international identify theft ring.

Personally Verify that Documents are Shredded

Whether you are the owner of your company or a department manager, a large part of the job involves letting the buck stop with you. If part of your job description includes ensuring that classified documents, employee information and customer details are destroyed, then make sure that you can verify with 100% certainty that they were. If you merely see the documents get picked up by an outside company, then you will never truly know what happened.

Alternatively, those companies equipped with paper shredders can verify to their staff, their customers and their superiors that the necessary documents were destroyed. Plus, you save money by eliminating what is often a hefty service fee to an outside document destroying service.

Eliminate the Need for Secure Business Areas

If you are storing sensitive and classified documents in boxes for a weekly or even monthly pickup by an outside shredding company, you are maximizing the amount of time that the information could be stolen or abused. You are also occupying valuable office space that can be used for other purposes. A much safer option is simply to shred the documents as and when it is needed using an onsite document or paper shredder.

To better protect company secrets, sales information, marketing leads, employee data and customer details, businesses of every size need to shred and destroy sensitive documents. However, there are clearly dangers associated with hiring an offsite document shredding service. A better option is to invest in a document shredder that can be used onsite within the company.

Progressive Business Systems works with companies of all sizes to find the right shredders for their needs. Since 1989 they have helped businesses find the right products and services to increase their productivity. Contact them today about your shredding needs. You can also click here to see some of their paper shredders.

Apr 29

6 Reasons To Shred Documents Onsite Instead Of Hiring A Mobile Shredding Service

April 29th, 2014 by

Commercial Paper ShredderCorporate espionage, consumer identify theft and employee fraud are things that every business owner or manager has heard of, but they are also things that no one expects to actually happen in their company. Unfortunately, these crimes can happen when and where they are least expected.

These types of crimes most often occur when individuals are able to access important documents that have not been properly destroyed or secured. Let’s cover six of the top reasons to shred documents with commercial high volume shredders onsite and why going with an outside mobile shredding service is no longer considered to be a smart option for many businesses.

1. Confirmation That Sensitive Materials are Destroyed

While it is no secret that shredding documents is a smart way to keep sensitive information out of the wrong hands, hiring an outsourced company to destroy these materials may not give you the peace of mind you need or much less the legal confirmation sometimes needed that an employee has witnessed documents actually being destroyed. However, using high-volume or quality commercial shredders onsite, like this one, gives immediate confirmation that sensitive materials are completely destroyed exactly when they need to be by employees of your company.

2. Keeps the Workplace Free of Cluttered Paperwork

Hiring an outside company to destroy documents may seem like a potential way to save on the upfront investment of a shredder, but one of the major drawbacks of a mobile shredding service is that the documents need to be stored onsite for long periods of time unless you are willing to pay an increased fee for frequent pickups. This can result in stacked boxes around the office or a cluttered workspace. Not only are the materials susceptible to theft in this location, they are also unsightly and take up valuable space that can be used for other purposes.

3. Guarantees That No One Accesses Client or Customer Information

Perhaps the biggest reason to shred documents in-house is to ensure that client and customer information is secure. This includes everything from credit card numbers, full names, addresses and purchase history.

4. Ensures That Employee Information and Details are Not Shared

Each state has a number of laws pertaining to the privacy of employees and their information. When you hire an employee, you obtain information like social security numbers and private details, all of which can lead to identity theft.

As an employer, it is legally required for you to comply with state and federal regulations in not only keeping this information stored in a secure location but also destroying it when it’s no longer needed. Commercial shredders are one obvious and effective way to ensure that employee information is kept adequately and properly disposed of according to applicable local, state and federal laws.

5. Reduces the Risk of Corporate Espionage

Corporate espionage sometimes sounds like something out of a film rather than something that happens to everyday businesses, but every business owner knows it’s a reality. Something as simple as taking old client lists is a form of stealing business, and it could have disastrous effects on your company should it fall into the wrong hands. Most businesses find it beneficial to have several shredders located throughout the office so various departments can conveniently destroy documents, CDs or other items that contain sensitive information.

6. Eliminates Need for “Secure” Storage Containers

Most “secure” storage containers are not even close to secure.  Most can be compromised in seconds and your confidential documents stolen and critical information exposed.

Investing in a quality paper shredder for your business is one of the smartest decisions you can make. Don’t trust your most vital information to an outside source when you can perform this task onsite in an economical and expedient way.

Progressive Business Systems, PBS, is a leading provider of office equipment and systems that allow businesses to increase their productivity by automating manual processes. They carry many affordable models of Kobra and Destroyit shredders to fit any size business. Contact them today to discuss your document shredding needs.


Apr 24

Justifying The Expense Of Office Automation

April 24th, 2014 by

While there is no question that updated equipment can reduce human error and create a more efficient workplace, many business managers still struggle with spending money upfront on the machinery needed to begin automating manual tasks.

Justifying a significant expenditure can be a tough decision, but these reasons may be strong enough to make the necessary changes and update the workplace.

Allow Entry-Level Employees To Take On More Challenges

Since many of the key ways to increase office automation include spending money upfront on new equipment or software, it is important to consider the ways that investment will be returned over time.

One of these methods is by allowing entry-level employees to handle more challenging tasks with the help of the right equipment. For example, you may not trust a new staff member to count cash at the end of the day. However, when they are using a ScanCoin 360 coin counter and packager, the device has the memory to report exactly how much was counted, giving managers peace of mind about the quality of the job.

Combine Upgrades With Training

Another important aspect to consider is that office automation will be most successful when it is combined with the right training. Some employees can be resistant to new methods, but getting them familiar with the equipment or software can speed up familiarity and ensure that managers are getting the best work from staff as well as machines.

After spending money on upgraded machines to improve office automation, spending even more on training might not be a popular idea. However, it is vital in order to recoup the cost of the investment as quickly as possible. An example of this might include buying a KOBRA 240 C4 cross cut paper shredder.

If staff don’t realize the shredder can handle staples and paper clips with ease, something that could be taught easily in a quick training session, they might be wasting valuable time removing every staple from documents that need to be shredded.

Identify The Greatest Needs In The Office

Automating the entire office with currency counters, counterfeit detectors, paper shredders and check signers might be ideal, but it can also be expensive to do all at once. For that reason, it is best for managers to identify the greatest needs in the office and focus on one thing at a time. For example, if you are losing a lot of time each week by verifying checks, checking and double-checking amounts to write on payroll checks by hand and finding the qualified person to sign each one, then a laser check printing system might be the first purchase to consider.

Despite knowing that office automation can make the workplace more efficient, potentially reduce theft and even make employees happier, big investments can be hard to justify. These reasons are a great start, but click here to learn more about some of the top complaints of office equipment which tools can have the greatest impact on the speed and effectiveness of any business environment.

Progressive Business Systems, PBS, has been helping companies increase efficiency and productivity by providing the right office equipment solutions since 1989. Contact them today to discuss your needs.


Mar 20

Know How Secure MICR Laser Check Printing Protects Your Business

March 20th, 2014 by

Laser Check PrinterThe use of checks in your company’s operations can create many challenges for you, your staff and those with whom you conduct business. While there are many ways to limit your need for checks, there are times when a check is the most efficient instrument for transferring funds.

With secure check printing, you can build important safeguards into your financial management and activities to limit misunderstanding and loss. Find laser check printer options here.

Protect Your Organization By Lowering the Risk of Check Theft

Pre-printed checks can lead to both large and small problems in the business world. For example, ordering your checks can lead to an overabundance or a lack of a sufficient supply. An excess of checks on hand can result in the risk of theft, making it important to monitor your inventory carefully. Slow arrival of a new order can leave you without the needed checks for unexpected payments.

With secure MICR laser check printing, you can keep an ample supply of secure blank check stock on hand, so that you only print your checks as needed. Whereas your inventory of pre-printed checks can become obsolete in the face of a move or account change, your secure blank stock is always relevant.

Finding a laser check printing system that will complete all fields, including signatures and MICR numbers, ensures that every document is created with careful customization. This limits the potential for check alteration and forgeries, two of the leading avenues of check fraud.

This type of system also limits your exposure to check tampering. With protected graphic features for signature and amount lines, manual changes are difficult. A backup of non-negotiable .PDF digital copies of checks generated by your system ensures that you can provide a comparison to your bank as needed.

Reduce The Temptation of Check Theft

A secure MICR Laser check generation system is also an important protection for you and your company. Blank check stock is less tempting for those who might consider theft.

Secure signing equipment and software limits the circle of individuals able to access the system. Your company benefits from less potential for check fraud and theft.

Protect Those Receiving Your Checks

High-quality check creation is essential in limiting the potential for your customers or business associates to experience problems when cashing or depositing received checks. A check that has faint printing, for example, can create delays in acceptance.

Inconsistencies in printing can lead to unexpected hassles for the recipients as a bank takes reasonable steps to avoid processing a fraudulent item. As you use a high-quality MICR laser check printing system, your checks will be easier for banks to read and process.

Although electronic fraud tends to dominate the news, checks still create a great deal of risk for companies. With the right printing equipment and system, you can reduce these risks in your organization.

Progressive Business Systems, PBS, is a leading provider of office equipment, including secure check printing solutions. Contact them today to discuss your equipment needs.

Mar 17

3 Factors to Consider in Selecting a Currency Counter

March 17th, 2014 by

Bank Currency CounterWhether your company manages extensive amounts of currency on a regular basis or experiences occasional bursts of cash management issues, it’s important to invest in reliable equipment for mechanical counting needs. The right currency counter can save you time while limiting your risk of errors, making it a good investment for long-term use. Additionally, it’s helpful to look for systems that will prevent loss from the processing of counterfeit bills.

Accuracy Is of Utmost Importance in Cash Counting Equipment

No matter how often you use your system, you need to know that it will produce reliable results. Review your currency counter options for those that can provide reliable results on a consistent basis.

Counterfeit detection is helpful for ensuring that bad bills are pulled from your batch. The quality of the feeding system is important for limiting the potential for multiple bills to move through at one time.

Calculating the Volume of Counting

Selection of a system may be based on the level of currency counting expected in your business. You may be surprised to find that a higher speed for bill counting doesn’t automatically indicate a higher price for your equipment. Evaluate different brands to find one that fits your budget and your needs.

You’ll find that many high-capacity systems are available for environments that experience a significant flow of currency. However, your small business or non-profit company may be easily served by a low-volume counter with convenient features and lower pricing.

User-Friendly Machine Features for Ease of Operation

A system that is easy-to-use will provide long-term benefits. For example, the ability to stop in the middle of a count is important if your staffing is limited. You can count on correct results in spite of interruptions.

The ability to pre-program your unit to stop at a certain number of bills can also be convenient for sorting and other organizational needs. Easy programming is important for limiting the risk of user errors and confusion.

Automatic start and stop functions can also be helpful in limiting hands-on time for your employees. Also evaluate noise-related information about a system if it will be used in an environment in which noisy operation could attract unwanted attention to the system.

There are numerous currency counting systems available, making it possible to easily find a unit to fit your business needs and your budget. Accuracy, processing ability and user experience information will help you in selecting the best choices for your setting. As you explore the options, look for equipment guarantees and support services that will provide an extra level of assurance.

Progressive Business Systems, PBS, offers a wide range of currency counting solutions including those Semacon, Laurel and Magner. Contact them today to discuss your cash management needs and find the right system for you at an affordable price.

Mar 12

3 Ways to Improve Cash Handling in Any Business

March 12th, 2014 by

Whether for a retail business that makes regular cash sales or a smaller firm that only occasionally deals with cash, the handling process is often fraught with problems. Simple miscalculations between the employee and the customer can result in loss of money or simply confusion, and inaccurate tracking of incoming and outgoing funds may create an environment conducive to theft.

Thankfully, equipment and ideas can be implemented into any setting to create a more efficient cash handling process for each and every sale. Here are four ways better the process of cash handling in any size business.

Prevent Counterfeit Money From Exchanging Hands

Perhaps the first thing that any business that deals with cash should be doing is ensuring that counterfeit money never makes it to or through their hands. There is a double risk in this respect as companies don’t want to receive counterfeit bills, but they also don’t want to be handing them back to customers as real currency.

Unfortunately, the Secret Service states that counterfeiting currency has long been a problem in America, and up to one-third of the currency in circulation during the Civil War was false. One of the best lines of defense against fake currency is to invest in a counterfeit money detector that can quickly determine the nature of a bill.

Use Coin Sorters and Currency Counters to Save Time

Another key in any enterprise that handles cash is making the transaction as quick as possible. Whether collecting cash from a supplier for a payment or taking a lot of received cash to the bank, employees should have a quick way to count bills and coins efficiently. Both coin sorters and currency counters for bills are certainly an upfront investment, but they typically earn back their value in saved employee time.

Hold Employees Responsible – To a Point

While equipment for handling cash can make a big difference, employees should still be held responsible for counting any cash and dealing with it appropriately. While no employee can be expected to complete hundreds of cash transactions each day and come within a penny of the total amount, set up a system that holds them accountable. Doing so almost universally reduces miscalculations and encourages staff to take notice of each coin and bill they handle throughout the day.

Most businesses need an effective and safe way to handle cash that protects the company, the employee and the customer. These three ways are just some of the methods that can be used to reduce problems when handling cash.

Progressive Business Systems, PBS, has been supplying cash handling solutions to businesses, schools and financial institutions since 1988. Contact them today to discuss the right equipment for your needs to eliminate the manual task of handling cash at your business.


Mar 10

Increase Security and Efficiency with Wycom MICR Laser Check Printing

March 10th, 2014 by

Pre Printed Check TheftLaser printing checks using blank security check stock can reduce the risk of fraud for a company. In addition, printing checks using blank stock can save time, increase security and make the workplace more efficient.

A Wycom Enterprise  MICR laser check printing system can be a significant investment for a business, but it is something that can pay off in a number of different ways over time. Here are some key ways to improve your business a leader in the industry, such as Wycom.

Eliminate the Possibility of Blank Checks

One of the biggest risks a company can take is having boxes of blank checks. Even if you think that they are stored somewhere safe and secure, the reality is that it is an unnecessary risk to take.

Using a MICR laser check printing system ensures ONLY checks that are sent from the accounting system will ever be printed. Checks are never produced with your company’s name unless the amount, signature and recipient are printed from your accounting system.  Eliminating pre-printed checks can go a long way in reducing even the possibility of check fraud for your company.

Standard Signatures on Every Check

When checks are routinely signed by hand, the validity of a signature can be called into question. This is made even more difficult when multiple people within the company are allowed to sign checks. Automated signing ensures signatures are securely applied to your printed checks.  Signatures can even be “suppressed” at a pre-determined amount to ensure large dollar checks can me reviewed and manually signed.  

Simplified Record-Keeping and Accounting

By using a Wycom Enterprise MICR Laser Check Printing System, tracking signed checks will be a much simpler process for the accounting department of any business. Rather than worrying about losing a copy of the check or not being able to remember the amount, non-negotiable check copies of each check can be stored for quick reference.

Graphics Eliminate the Potential for Alterations or Forging

You can increase security for a business is by adding graphics around signatures, reverse print amount lines and textual protected amount lines. With these customized graphics in place, it is very difficult for anyone to alter the amounts or the payee on the check, which can reduce forgery and check fraud.

Speed Up the Check-Writing Process

Finally, it is important to remember that a Wycom Enterprise MICR Laser Check Printing System is an ideal way to make your office more efficient. Rather than writing out checks by hand, filling out orders for new checkbooks and finding the right people to sign each individual check, businesses can print out completed checks in seconds and save quite a lot of time, effort and money.

The right Wycom Enterprise MICR Laser Check Printing System has the potential to help any business or organization increase security and efficiency as well as reduce fraud. Progressive Business Systems, PBS, works with businesses to provide check printing solutions and other office equipment products. Contact them today to discuss your needs.