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4 Document Management Best Practices

What is a Wide Format Printer? Printing technology progresses as it is made more efficient and advances. Wide-scale printing was a previously uncommon cause of the long wait times, wasteful costs, and scarcity of resources.

 Furthermore, with relatively short return times and abundant printing materials, these sorts of printers already provide a cost-efficient printing option to organizations, that’s why wide-scale printing has become more common in every work environment, regardless of its size. 

Even if we may not realize it, wide-scale printing is practically part of everyone’s regular living. We see instances of large-scale printing all over as we stroll about our town or places and even the cities, we usually see billboards, adverts on vehicles such as in taxis and buses, and visuals on worksite signages. 

However, with the most advanced and upgraded technology, what is large format printing? For new business owners, questions like “how does it operate, and why is it important to the business industries?” This article provides you with your primary question regarding wide format printers to give you further knowledge. 

Wide Format Printer

 A wide format printer is also known as large-format and grand-format printers, commonly used in printing services that require a wide range of printing larger than the typical 8.5 inches by 11 inches size. 

For some instances, wide format printers can print up to 18 inches by 100 inches—these are called plotters. Old modeled printers usually consist of pens inside the printing machine to create designs or layouts on the paper. 

This would be the typical old-fashioned printing equipment that was inefficient and time-consuming to implement. Either inkjet or laser wide format printers are now available to accomplish the task fast and efficiently. Technology has enhanced the quality of the environment of these printers as well; with each technological innovation, the ink available becomes more ecologically responsible. As workflow increased, the need for multi-functioned wide format printers was in demand as time went by. 

4 Document Management Best Practices

Types of Wide Format Printer 

Wide-format printers are divided into two categories: printer-only and multifunction wide format printers. The main goal of a wide format printer that only prints files provided to it through a computer or drive is to print whatever files are sent. 

On the other hand, Multifunction-wide format printers have a scanner above or to the side of the printer. 

Multi-purpose wide-format printers with a scanner mounted to the top are typically smaller than one with a separate scanner. Which sort of printer is appropriate for your company depends on the size of your workplace and what you need. 

Inkjet or Laser Format Printer 

Wide-format inkjet and wide format laser printers are also available according to your type and space at home. In terms of size, Wide format laser printers are often smaller. However, wide-format inkjet printers give more options. Choose a print suitable for your workplace when putting up a printing business. 

It will all depend on your requirements and how you want to use your printer. Considering a wide-format inkjet printer in your business is a good option, especially if you need to print large promotional materials like banners and posters.

What you need to know: For various purposes, wide format printers are advantageous in small, medium, and large workplaces. Having the capability to specifically create the size and style of what you’re printing is among the most valuable features a wide format printer can offer. This is what makes these printers so handy for company materials for enterprises. Purchasing your in-house printer provides several advantages in your workplace and at home.

Using a wide format printer for larger-scale work relieves the worry and aggravation of sending files out, hoping they will be returned exactly as you desire or demand. 


Overall, Wide format printing offers numerous advantages and alternatives. Firms may print anything they need, including huge maps, designs, banners, and advertisements with all these options. Whether it is for your company or a client, wide format printing is the answer to your “bigger” project demands.

You can never expect any less than the number of revolving data available. There will always be an abundance of data in an organizational or individual compilation. 

According to a study, people may go about 1.8 hours just searching for the appropriate information needed. All of these even aggravate when the storing space of data is shared by several users.

Here are 4 tips on how to help you organize your documents:

Impose a uniform file name and grouping sort

Data is the backbone of every organization there is. From the papers of legality to the accounting of finances supports its existence.

A shared space where documents are stored will most probably not only cause difficulty in searching up data. But also, these data could get replaced and accidentally deleted due to similarities of saved options.

It is a must to impose grouping files which should be kept in a root folder. This may also be subdivided into different folders to keep the files organized and clean.

Define specific focuses of each folder’s scope. Uniform file names will also help increase the ease of locating information, falling under similar keywords and differ only at a specific point.

Recognize the need for a Document Management System

The technological advancement of today aims for the ease of doing tasks in the everyday lives of a person. Use this to your advantage and ease your burden of the numerous piles of information to organize.

The use of a Document Management System will lessen the time you will spend looking up a document. Instead, will let you focus more on the job that you need to do with it. It, therefore, increases your productivity at work.

This will also help you cut costs that are subjected to paper printing. You won’t need physical storages that are prone and dangerous to the threat of environmental calamities. 

Conduct a canvas for different document management systems available. Compare their capabilities and tools. 

Research on the internet. Don’t ever forget to consider the available customers’ reviews which will help you decide what is better.

Avoid Numerous Versions to Reduce Confusion

There will be a lot of updates and revisions to a file when it comes to a collaborative project. Several editing and additional information will make much of different versions. This may confuse project members.

One may have been able to re-edit an outdated file while the update has already been done. This will be time-consuming. A lot of effort would be wasted, too. 

To avoid this, again, use the technological advancement to your advantage. Use specific software that allows multiple managers to on a specific document at the same time. This will provide storage of real-time changes that everyone in the team can view. 

You may also assign specific roles that will promote uniform conduct upon the file. This way, the document maintenance will be made by certain people for a specific purpose.

Practice Document tracking at a consistent time 

Identify if they are the type of information that is updated and is usually needed for usage. Archived data and unnecessary ones should be separated from those that of in-demand. This will promote proper maintenance on the files that will increase its security, lessening the chances of data misplacement.

Before problems could even arise, prevention is always better than cure. We have been taught a lot that management will result in better effects, such that it will boost our access to things. 

Also, we will be able to make out the most of this information in an accurate form. Reduce the possibilities of corrupted and lost files. Finally, be able to pass on the information to the next generation as great sources of new recommendations.

If you are in Indianapolis and you are looking to purchase a copier for your business, you may contact Clear Choice Technical Services in Indianapolis. You can ask about Copier Leasing Services in IndianapolisCopier rental services in Indianapolis, and Copier Repair in Indianapolis.