On Thursday 6th August 2026, Managed Technology is hosting an exclusive open day for commercial and offset printers at the FUJIFILM Customer Innovation Centre in Luton.

This is not simply an early look at a new press. It is a chance to spend real time with a device that represents a seismic shift in digital production print.

The Fujifilm Revoria Press PC2120 brings together wide-gamut colour, specialist toner capability, AI-powered productivity and real-world production flexibility in a way that changes what commercial printers can offer their customers.

And because this event takes place before The Print Show, you can see it away from the crowds, ask detailed questions, bring your own files and media, and experience the press in the calm, focused environment of Fujifilm’s Customer Innovation Centre.

A seismic shift in commercial print

For years, digital print has asked commercial printers to work within limits.

The Revoria Press PC2120 changes those limits.

Its wide colour gamut helps bring printed output closer to the RGB colours designers see on screen, while CMYK, Green and Pink toner technology brings 93% of Pantone spot colours within reach.

For printers working with agencies, brands and designers, that is a major commercial moment. It means stronger colour conversations, fewer compromises and a more compelling way to win work where impact, accuracy and creativity matter.

From print supplier to creative production partner

The PC2120 is not just about reproducing colour more accurately. It also gives printers the tools to create more distinctive, valuable and memorable print.

With specialist toner options including Gold, Silver, Clear, White, Green, Pink and Textured Media, the PC2120 opens up new possibilities for premium marketing collateral, personalised direct mail, creative agency samples, short-run packaging, labels, invitations, stationery, textured stocks and high-impact brand materials.

Gold and Silver toner technology can create over 500 metallic shades, while Clear toner adds patterns, highlights and depth. White toner creates striking applications on dark, transparent and specialist media.

This is where the commercial opportunity becomes clear. The PC2120 helps printers move beyond commodity print and into higher-margin creative production.

It gives you more to show, more to sell and more reasons for customers to choose print.

Revolutionary technology, practical productivity

Ground-breaking technology only matters if it works in the real world.

That is why the Revoria Press PC2120 combines creative capability with AI-powered productivity tools designed to make complex work easier to produce.

Its AI-enhanced Substrate Profiler reduces typical paper setup time from 22 minutes to just 4 minutes, helping reduce trial and error when working with different media.

Revoria Flow uses AI-based learning models to analyse jobs and recommend quality settings, while inline monitoring checks colour density and front-to-back registration during production, making real-time corrections without reducing productivity.

For commercial printers, this matters because the opportunity is not just to produce extraordinary print. It is to produce it consistently, efficiently and profitably.

Why see it before The Print Show?

The Print Show will be busy. That is part of its appeal. But it is not always the easiest place to evaluate a major production investment.

At this open day, you can see the Revoria Press PC2120 properly.

Instead, you will have the time and space to get hands on.

You can meet the technical leads, explore the applications in detail, run your own print jobs, test your own media and ask the questions that matter to your business.

The FUJIFILM Customer Innovation Centre in Luton gives you a calmer, more focused setting to understand what the PC2120 can really do and how it could fit into your production environment.

Bring your files. Bring your media. Bring your questions.

This open day is designed to be practical.

Whether you are exploring premium short-run work, creative embellishment, brand-critical colour, packaging concepts, direct mail, agency-led print or digital work that complements litho production, this is your chance to see the PC2120 tested against real commercial requirements.

Why Managed Technology?

Managed Technology is the only UK partner with its own dedicated team of Fujifilm-trained engineers.

That means this event is not only about seeing the press. It is also about understanding how it can be installed, supported and kept performing by a team with specialist Revoria knowledge.

Choosing a production press is a major decision. The technology matters, but so does the support behind it. With Managed Technology, you can discuss the complete picture: the press, the workflow, the service model, the commercial structure and the exclusive open day pricing packages available to attendees.

Complete the workflow with Duplo

We’ll also be joined by Duplo International, who will be presenting the Duplo DC-618 Slitter Cutter Creaser.

It’s an excellent finishing partner for many PC2120 applications, helping turn short-run digital print into finished pieces such as business cards, invitations, direct mail, postcards, greetings cards and promotional print quickly and accurately.

Together, the PC2120 and DC-618 show how high-impact digital print and smart finishing can work together in a streamlined production workflow.

Join us in Luton

The open day takes place on Thursday 6th August 2026 at the FUJIFILM Customer Innovation Centre in Luton.

Places are free but limited, and the event is specifically for commercial printers, offset printers and print businesses exploring the next stage of digital production print.

Before the crowds. Before The Print Show. See the press that changes everything.

Book Your Fee Place

In June, Managed Technology attended Fujifilm’s European Partner Conference in Vienna, Austria, where Fujifilm unveiled the new Revoria Press PC2120 to the European market.

It was more than just another product launch. For anyone involved in commercial print, digital production, short-run print, creative print, or offset litho, the PC2120 is a clear signal of where the market is heading.

Fujifilm used the conference to set out its ambitions for the European print market, with production print and office technology both taking centre stage. The event brought together Fujifilm leaders, partners and media from across Europe, with the new Revoria Press PC2120 launched live as the flagship model in Fujifilm’s high-end professional print range.

As one of Fujifilm’s key UK growth partners, and an award-winning partner already trusted to help drive Fujifilm’s expansion in the UK market, Managed Technology had a front-row view of a major statement of intent. This is a press UK commercial and offset printers cannot afford to ignore.

A New Flagship for Creative Production Print

The Revoria Press PC2120 builds on the success of the Revoria Press PC1120, but this is not simply a minor update. Fujifilm has introduced a combination of expanded colour capability, AI-driven automation and one-pass six-colour production that gives printers a very different kind of digital press.

At its heart, the PC2120 is a six-colour toner production press. It can print CMYK plus two speciality toners in a single pass, helping printers produce work that would traditionally require additional processes, extra handling or separate finishing stages. Fujifilm’s expanded speciality toner range includes Green, Pink, Gold, Silver, Clear, White and Textured Paper options, giving printers far more creative flexibility than standard CMYK production.

The standout addition is Fujifilm’s newly developed Green toner. When used alongside Pink toner, it significantly expands the printable colour gamut and enables the PC2120 to reproduce up to 93% of Pantone spot colours.

That is important because designers and brands increasingly work in vivid, screen-led colour. The challenge for printers has always been converting that expectation into physical print. Bright greens, vivid pinks, strong oranges and brand-critical colours can be difficult to reproduce convincingly with CMYK alone. The PC2120 helps close that gap.

For commercial printers, that means better colour accuracy, stronger creative output and a more compelling offer to customers who want their printed work to look closer to what they see on screen.

Why Commercial Printers Should Take Note

Commercial printers are under constant pressure. Customers want faster turnarounds, shorter runs, more personalisation, more colour impact and more premium finishing, often without wanting to pay a premium for complexity.

The PC2120 is designed for exactly that environment.

It supports high-speed production of up to 120 pages per minute, 2400 dpi print resolution and a broad range of media from lightweight 52 gsm paper through to heavyweight 400 gsm stock. It can also support long-sheet applications up to 330 x 1,300 mm with the appropriate options.

That opens the door to a wider range of commercial applications, including high-impact direct mail, short-run packaging, premium business cards, brochures, book covers, invitations, creative marketing collateral, personalised campaigns, certificates, menus, point-of-sale material and specialist promotional print.

But the biggest opportunity is not just “more print”. It is more valuable print.

Gold and Silver toner can create metallic effects. White toner supports printing onto coloured, dark or transparent media. Clear toner can be used for highlights and subtle embellishment. Green and Pink toner help create brighter, more vivid colour reproduction. Together, these capabilities allow printers to move beyond commodity print and offer work that is harder to compare on price alone.

That is where the PC2120 becomes interesting. It gives printers a way to sell creativity, impact and differentiation, not just volume.

Why Offset Printers Should Also Be Paying Attention

Offset litho still has an important place. For long runs, specialist substrates and established production workflows, it remains a powerful and proven process.

But the market has changed.

Customers increasingly want shorter runs, faster turnarounds, versioned campaigns, personalised content and less waste. They also want premium-looking work without the cost and lead time of traditional special processes.

For offset printers, the PC2120 should not be seen as a threat to litho. It should be seen as a way to extend what the business can offer.

It gives offset printers the ability to handle shorter-run, high-value work more efficiently. It can support fast-turnaround jobs that do not suit litho set-up economics. It can produce creative embellishment effects without always needing separate finishing or outsourcing. It can also help bring new digital applications into a business that already has strong print knowledge, customer relationships and finishing capability.

In other words, the PC2120 is not about replacing offset. It is about helping offset printers stay relevant in a market where flexibility, speed and creativity are becoming just as important as traditional production efficiency.

Automation That Reduces Operator Dependency

One of the most significant parts of the PC2120 story is automation.

Fujifilm has built AI-driven features into the press and workflow to help simplify complex production tasks. The Substrate Profiler analyses loaded paper and automatically recommends optimal settings, helping reduce setup time and improve operational efficiency. Revoria Flow uses AI to analyse documents and recommend image quality enhancements, such as sharpening text or fine lines.

The system can also detect scenes within images, such as people or landscapes, and apply appropriate corrections to support consistent output, even where operator experience varies.

That matters because skilled print operators are valuable, and not always easy to find. Anything that helps reduce manual setup, simplify colour work and improve repeatability can make a real difference to productivity and profitability.

The PC2120 also supports Smart Monitoring Gate, which continuously detects paper colour variations and registration misalignment during printing, automatically correcting issues in real time without affecting print speed.

For busy print rooms, that is a big deal. Consistency is where profit is protected. Less intervention, fewer errors, fewer reprints and more predictable output all matter.

The Service Question: Why Managed Technology’s Role Matters

A production press is a revenue-generating asset. When it is running, work is going out of the door. When it is down, customers are waiting, deadlines are at risk and profit is being lost.

That is why service support is not a side issue. It is central to the buying decision.

Managed Technology has been selected as Fujifilm’s first official UK partner to deliver in-house service and support for the Revoria production print range. Unlike suppliers who rely on third-party service providers, Managed Technology has its own national service department and its own trained engineers.

Three of our senior production print engineers have completed intensive training at Fujifilm’s European Headquarters in Düsseldorf, Germany, certifying Managed Technology to install, support and optimise the full Revoria range.

For UK printers, that changes the support model.

It means no third-party handovers. No fragmented chain of responsibility. No uncertainty about who owns the problem. From consultancy and installation through to service, support and optimisation, Managed Technology can deliver a joined-up experience using its own Fujifilm-trained engineering team.

For commercial printers and offset printers considering a move into Fujifilm production print, that should provide real confidence.

A Serious Moment for Fujifilm in the UK Print Market

Fujifilm has deep print heritage, but the Revoria range puts that expertise directly in front of the UK production print market under the Fujifilm name.

The PC2120 makes that move even more significant.

It combines high-speed digital production, six-colour capability, expanded gamut, speciality toner effects, AI-assisted workflow and real-time quality control. It gives commercial printers new creative options and gives offset printers a practical route into more flexible, short-run and high-value digital production.

Having seen the launch first-hand in Vienna, our view is simple: the PC2120 is not just another digital press. It is a serious statement of intent from Fujifilm.

For UK print businesses, the opportunity is equally clear.

If you are looking to add more value to every job, produce colours that standard CMYK struggles to reach, reduce operator dependency, bring more creative work in-house or build a more flexible production model, the Revoria Press PC2120 deserves a closer look.

And with Managed Technology as the only UK Fujifilm partner with its own trained in-house Revoria engineers, UK printers now have a route to Fujifilm production print backed by local expertise, direct accountability and a support model built around the realities of commercial print.

This is not just a new press. This changes everything.

Speak with us today, call 0800 338 4000.

In a major development for the UK print industry, Managed Technology has been selected as Fujifilm’s first official UK partner to deliver in-house service and support for the Revoria production print range.

While many partners across Europe still rely on third-party service providers due to a lack of internal engineering capacity, Managed Technology stands apart. With a fully operational national service department we are uniquely positioned to provide a complete end-to-end experience, from consultancy and installation to expert servicing delivered by our own engineers.

To cement this capability, three of our senior production print engineers have recently completed intensive training at Fujifilm’s European Headquarters in Düsseldorf, Germany. This exclusive programme ensures that we are now fully certified to install, support, and optimise the full Revoria range, positioning Managed Technology as the UK’s leading Fujifilm Pro Print Partner.

For commercial printers, this partnership changes the game. It means:

If you have been waiting for a reason to explore Fujifilm’s production print offering, this is it.

Introducing the Revoria Range: A New Era for Commercial Print

Many in the industry know Fujifilm as a global pioneer in imaging, but fewer are aware of just how seriously the company is investing in production print. The Revoria series is reshaping what’s possible for UK printers.

Fujifilm’s Print Heritage

Founded in 1934, Fujifilm built its reputation on photographic film, but it has long been a quiet powerhouse in digital print. For decades, Fujifilm’s toner and engine technology powered other manufacturers’ production devices; now Fujifilm is launching its production range under its own name, including here in the UK. The result is that the technology that powered some of the world’s most reliable engines is now available directly from the source, with enhancements, new capabilities, and better commercial flexibility.

The Revoria Range: What Makes It Stand Out

The Revoria Press series is Fujifilm’s flagship toner-based production line, tailored specifically for commercial print environments that demand high speed, high quality, and creative flexibility.

Key Features at a Glance:

Why This Matters

For years, Fujifilm technology has been the engine behind some of the most reliable production presses on the market, but it rarely got the credit. Now, with Revoria, Fujifilm is taking centre stage. That means more innovation, more control, and direct access to the kind of hardware that used to sit quietly behind someone else’s badge.

What’s different now is not just the badge on the front. It’s who’s behind it.

And with Managed Technology as the first UK partner fully trained and certified to support these devices in-house, UK print businesses finally have a serious alternative. No delays. No hand-offs. No compromises.

The Bottom Line

There are plenty of production devices out there that can do a decent job. But if you’re after speed, speciality colour, serious media handling and a support partner that actually answers the phone, the Revoria range and this partnership should be on your radar.

This is more than a new product launch. It’s a shift in how production print is delivered in the UK.

Contact Jason Cronin, Head of Production Print, on 07841 920 032 or jcronin@managedtech.co.uk

You might have heard about the upcoming PSTN switch-off, which is set to happen by January 2027. While your phones are still working today, they might stop working altogether if you don’t act before this deadline. Here’s a quick guide to help you understand what’s happening and what you need to do.

What Is the PSTN Switch Off?

The Public Switched Telephone Network (PSTN) and Integrated Services Digital Network (ISDN) will be permanently shut down by 2027, making way for IP (Internet Protocol) technology. This transition is happening because the old copper wire infrastructure that supports traditional phone lines can no longer meet modern communication needs​.

Once the PSTN is switched off, every phone line in the UK will operate through fibre networks, making IP-based telephony the new standard. This shift also affects systems like alarms, door entry systems, CCTV, and EPOS machines that depend on old networks​

Why Is This Happening?

The PSTN and ISDN networks are relics of the past, designed in a pre-digital era when mobile phones, high-speed internet, and cloud-based systems were unimaginable. Maintaining these systems is costly and inefficient, especially as businesses increasingly rely on modern digital technologies​. Switching to IP telephony will enable faster, more reliable, and feature-rich communications that fit today’s business needs.

How Does This Affect You?

If your business still relies on traditional phone lines, it’s important to start planning now. After 31st January 2027, if you haven’t transitioned to IP-based systems, your phones, alarms, and other critical systems might stop working​. Even before that deadline, the sale of traditional lines has already stopped, and services are being gradually phased out, so now is the time to act.

What You Should Do Next

Here’s how to ensure your business is ready for the switch:

1. Assess Your Current Setup

Take a close look at what systems in your business rely on PSTN or ISDN. This could include phones, security alarms, payment systems, fax machines, and even door entry systems. Anything running on traditional lines will need upgrading.

2. Switch to Digital Telephony

Move your communication systems to VoIP (Voice over IP) or another IP-based solution. These systems provide greater flexibility, allowing you to take calls on any device, from anywhere, on the same number. They also offer better call quality and cost savings​.

Switching to digital also gives you the chance to modernise your business communications. Whether you need to integrate your phone systems with customer service platforms, enhance collaboration with video conferencing tools, or create a more flexible remote working environment, IP technology can make it happen.

3. Speak to Managed Technology

This is where Managed Technology can make a real difference. We specialise in helping businesses like yours smoothly transition to digital telephony. Our experts will work with you to assess your current setup, recommend the best solutions, and ensure a seamless switch with minimal disruption. Don’t wait until it’s too late—speak to us today to see how we can future-proof your communications.

By partnering with Managed Technology, you’ll benefit from:

The Benefits of Moving to Digital

Switching to IP-based telephony doesn’t just keep you compliant with the 2027 deadline—it offers a host of benefits that can enhance your business:

Don’t Leave It Until the Last Minute!

The PSTN switch-off might seem like it’s far away, but 31st January 2027 will come quicker than you think. And waiting until the last minute could leave your business at risk of downtime or service disruption. By acting now, you can ensure a smooth transition and unlock the benefits of modern, digital telephony.

So, don’t delay—get in touch with Managed Technology today. Our experts are ready to guide you through the switch and ensure your business is ready for the future.

Effective contract management is crucial for any business. Contract management software has become an essential tool, helping organisations handle digital contracts with ease and precision. Let’s take a closer look at how this software works, why it’s important, and how combining it with a Document Management System (DMS) can further enhance your contract management processes.

What is Contract Management Software?

First, let’s clear up the difference between contract management and contract management software. Contract management involves overseeing contracts from their creation right through to their expiration or renewal. This process covers drafting, negotiating, executing, monitoring, and analysing contracts to ensure all terms are met and performance is tracked.

Alarmingly, 89% of organisations admit their contracting process could be more effective, making the case for a more streamlined approach. This is where contract management software steps in, automating and centralising these tasks to make the whole process smoother and more reliable.

Why is Contract Management Software Important?

While you could manage contracts manually, the reality is it’s a time-consuming process that’s prone to errors. With up to 80% of business transactions governed by contracts, manually reviewing each one is a massive undertaking, and mistakes can have serious consequences.

Contract management software automates these processes, freeing up valuable time and significantly reducing the risk of errors. For example, organisations like Martinsclub have seen substantial improvements in transparency, efficiency, and error reduction by digitising their contracts.

Contracts form the backbone of business operations, governing everything from daily transactions to complex agreements. For a contract to be legally binding, it must include essential elements like offer and acceptance, the intention to create legal relations, and consideration. Contracts come in many forms, from general business agreements to specific ones like employment contracts and licensing deals.

What Can Contract Management Software Do?

Contract management software offers a range of functionalities that can transform how businesses handle contracts:

Leveraging a DMS for Streamlined Contract Management

Pairing a Document Management System (DMS) with contract management software creates a powerful combination. A DMS not only organises, tracks, and protects contracts but also makes it easy to access, share, and store them securely. This combination ensures documents are kept in line with data protection regulations and supports a seamless, adaptive contract management process.

Ready to take your contract management to the next level? Contact Managed Technology today to find out how we can help you streamline your processes, ensure compliance, and support your business’s growth in an increasingly digital world.

Managing invoices can be a daunting task, particularly when relying on outdated methods. The challenges of improving cash flow, keeping up with ever-changing tax regulations, and managing remote teams are only the tip of the iceberg for today’s finance departments. However, by adopting digital invoice processing through a robust Document Management System (DMS), businesses can not only overcome these hurdles but also set themselves up for long-term success.

Here’s how Managed Technology, specifically through digital invoice processing, can help you streamline your operations and avoid common pitfalls:

1. Say Goodbye to Manual Data Entry and Lost Productivity

For many businesses, manual data entry remains a significant drain on productivity. If your team is still handling paper-based invoices or using basic digital systems like Google Drive or SharePoint without full integration, you’re likely missing out on the full benefits of digitalisation.
Managed Technology, including a DMS integrated with your accounting software, eliminates the need for repetitive data entry. It automates document capture, stores all your invoices in a centralised repository, and allows seamless data sharing across different systems. This not only saves time but also reduces the risk of human error, ensuring more accurate and efficient operations.

2. Establish Clear, Documented Business Processes

In many organisations, critical processes exist only in the heads of a few key employees, making them vulnerable if these individuals leave. This reliance on institutional knowledge can lead to inconsistencies and errors.

A DMS with automated workflows ensures that every step of your invoice processing is well-documented and adhered to. By embedding your business rules into the system, you can standardise processes, increase productivity, and reduce the chances of errors or omissions. Additionally, audit trails provided by the DMS help track approvals and other critical actions, ensuring compliance with your business practices.

3. Avoid the Pitfalls of Late Payments

Slow invoice processing can have severe consequences, from missed early payment discounts to penalties and credit holds. Traditional manual methods make it difficult to keep track of deadlines, often leading to bottlenecks and delays.

A well-implemented Document Management Solution helps you stay on top of payment schedules. It automatically tracks due dates, sends reminders, and routes invoices to the appropriate approvers. In the event that an approver is unavailable, the system can automatically assign the task to a backup, ensuring that nothing falls through the cracks.

4. Gain Real-Time Insight into Cash Flow


Without a clear view of your payment timelines, managing cash flow can feel like a guessing game. A DMS gives you a centralised, real-time overview of your financial status, including monthly spending, outstanding payables, and vendor communication.

With all your documents stored and organised in one place, you can easily track spending patterns, manage vendor relationships more effectively, and negotiate better terms. The insights gained from this system enable you to plan ahead, anticipate changes, and make informed decisions that benefit your bottom line.

5. Lighten the Load During Audits

Preparing for an audit is often a stressful and time-consuming process, especially when dealing with paper-based systems. The effort required to pull, organise, and photocopy documents can overwhelm your staff and disrupt day-to-day operations.

A digital Document Management System can make audits a breeze. Your documents are stored securely and can be quickly retrieved and shared with auditors, either electronically or through secure online access. This not only saves time but also reduces the strain on your team, allowing them to focus on their core responsibilities.

6. Stay Compliant with Ease

Compliance is a critical concern for any business, especially with increasing scrutiny from financial regulators. Without proper internal controls and accountability, proving data integrity and meeting regulatory requirements can be challenging.

A DMS provides version control, audit trails, and robust security features to help you stay compliant. It ensures that only authorised personnel can access certain documents, and every action is logged, creating a transparent record of who did what and when. These features help prevent fraud, protect sensitive data, and provide peace of mind that your company is operating within the bounds of the law.

7. Start Your Digital Transformation Today

It’s easy to dismiss digital transformation as a costly or unnecessary investment, but the reality is quite the opposite. Research shows that processing an invoice manually can cost anywhere from £4 to £25, with error-prone processes potentially costing even more. By adopting a DMS and automating your workflow, you can dramatically cut these costs and achieve a substantial return on investment.

Modern invoice processing offers significant advantages, from improved efficiency and accuracy to enhanced compliance and cash flow management. Don’t wait until inefficiencies start to hurt your business—take the first step towards a streamlined, digital future today.

Get in touch with Managed Technology and transform your invoice processing from a cumbersome task into a smooth, efficient operation that supports your business’s growth and success. Ready to take the next step? Reach out to us today and discover how our solutions can streamline your processes, reduce costs, and set your business on the path to a more productive future.

In today’s fast-paced digital world, cloud technology powers much of what we do daily, from storing data to collaborating on projects. Cloud Printing might sound complex, but from the user’s perspective, it’s remarkably straightforward. The concept is simple: send print jobs from any device, anywhere, to a printer via the internet. This streamlined process enhances flexibility and accessibility, making it easier for your team to print on the go. As businesses increasingly rely on cloud-based services, incorporating your print infrastructure into the cloud makes perfect sense.

The Business Benefits of Cloud Printing

Understanding the value that Cloud Printing brings to your business is key. Here are the main advantages:

1. Cost Savings

Cloud Printing eliminates the need for costly on-premises print servers and associated overheads like hardware maintenance, software upgrades, and IT training. By moving your print infrastructure to the cloud, you can reduce operational expenses significantly. A reliable Cloud Printing service offers a comprehensive solution managed by professionals, all for a predictable and manageable monthly fee.

2. Simplified Operations

Setting up and managing printing systems can be time-consuming. With Cloud Printing, all configurations are handled through an easy-to-use online portal, eliminating the hassle of dealing with local servers or complicated printer setups. The system can even automatically assign print jobs to the most suitable printer based on your needs, ensuring efficiency.

3. Enhanced Security

Security is a top concern for any business, and Cloud Printing doesn’t compromise. Centralised authentication and encryption measures ensure that your print data remains secure, safeguarding against unauthorised access. Plus, with regular updates from your Cloud Print provider, your business stays ahead of the latest security threats.

4. Increased Mobility

In the era of remote working, Cloud Printing empowers your team to print securely from any location. Whether in the office, at home, or on the road, employees can send print jobs from their smartphones, tablets, or laptops. This flexibility is invaluable for teams that need to stay productive regardless of their physical location.

5. Seamless Integration

Cloud Printing integrates effortlessly with your existing cloud-based workflows and applications, creating a cohesive digital workspace. Whether you’re using Cloud Storage or collaboration tools, you can easily print documents directly from these platforms, streamlining your processes.

6. Scalability

As your business grows, so do your printing needs. Cloud Printing is highly scalable, allowing you to adjust your resources to match your demands without the need for significant capital investment. This flexibility ensures you only pay for what you use, making it a cost-effective solution for businesses of all sizes.

7. Greater Control and Management

Managing a fleet of printers across multiple locations can be challenging. Cloud Printing provides robust print management tools, giving you control over printing activities. With detailed analytics, you can monitor usage, track costs, and optimise workflows, ensuring efficiency and reducing waste.

Selecting the Right Cloud Printing Provider

Choosing the right Cloud Printing partner is crucial for ensuring your business’s printing infrastructure is efficient, secure, and scalable. When evaluating providers, it’s important to consider factors such as robust security measures, scalability to match your growing needs, and seamless integration with your existing IT systems. Additionally, the implementation process should be smooth, and the service must be reliable, offering good value for your investment.

At Managed Technology, we pride ourselves on delivering all these essentials and more. Our Cloud Printing solutions are designed with your business in mind, offering strong security protocols, flexible scalability, and seamless integration with your current workflows. We ensure that the transition to cloud-based printing is hassle-free, with ongoing support that evolves with your business. Our commitment to providing reliable and cost-effective services makes us the right choice for companies looking to enhance their print management and overall operational efficiency.

When you choose Managed Technology, you’re not just selecting a service provider—you’re partnering with a team dedicated to helping your business thrive. We’re here to support your current needs and to grow alongside you, ensuring your print infrastructure is always ahead of the curve.

Have you ever felt overwhelmed by the sheer volume of digital documents cluttering your workspace, unsure of what to keep and when it’s safe to let go? You’re not the only one. In today’s fast-paced world, managing document retention is more challenging than ever. Knowing how long to retain documents and when to dispose of them is crucial for staying organised, maintaining compliance, and reducing unnecessary digital clutter.

In this article, we’ll explore the ins and outs of retention periods: why they matter, how to define them clearly, the factors that influence these decisions, and best practices for setting and managing them effectively.

What is a Retention Period?

A retention period is the length of time you need to keep physical or electronic documents before they can be destroyed. These time frames vary depending on the type of document and are often dictated by legal, regulatory, or business considerations. Understanding and adhering to these periods is crucial to avoid compliance issues, legal trouble, or a cluttered digital workspace.

For instance, financial records might need to be kept longer than routine administrative documents. Industries like healthcare and legal services often have specific requirements for retaining patient records or case files. In document management, following retention periods isn’t just a good practice—it’s a legal necessity.

The Importance of Clear Retention Policies

For UK-based organisations, staying informed about the laws and regulations governing retention periods is crucial to avoid non-compliance. Failing to adhere to these rules can result in hefty penalties, legal challenges, and damage to your reputation.

Clear retention policies offer much-needed structure for managing organisational information. They provide specific guidelines on how long different documents and data should be kept, and detail the proper methods for disposal once they’re no longer needed. These policies help ensure that everyone in the organisation understands their responsibilities, promoting consistency and reducing the risk of mistakes.

Having well-defined retention policies is vital for mitigating risks related to data breaches, audits, and legal challenges. For example, non-compliance with the GDPR could result in severe fines, as well as warnings, reprimands, and orders to fix compliance issues.

By establishing clear guidelines for data retention and disposal, organisations can reduce the amount of unnecessary or outdated information stored in their systems. This helps to limit the exposure of sensitive data, reducing the impact of potential data breaches and safeguarding individual privacy rights.

Factors That Influence Retention Period Decisions

Several factors come into play when determining the appropriate retention periods for different types of documents. Industry-specific regulations, for example, significantly impact these decisions, with varying requirements based on the nature of the industry and the type of information being handled.

Industries such as healthcare, financial services, and legal sectors, which deal with sensitive or personal information, often have longer retention periods to ensure compliance with data protection laws. Furthermore, industries facing increased regulatory scrutiny or operational risks may also opt for longer retention periods to protect themselves from legal, financial, or reputational harm.

Staying on top of evolving regulations is essential. As legislation, court rulings, and industry standards change, organisations must adjust their retention policies to remain compliant and avoid potential penalties or legal liabilities.

Best Practices for Setting and Managing Retention Periods

Effectively managing retention periods requires a proactive approach that takes into account changing business needs, regulatory requirements, and input from key stakeholders.

Regularly reviewing and updating retention periods is critical to ensuring they remain relevant and compliant. As business environments evolve—due to technological advancements, shifts in market dynamics, or updates in regulatory frameworks—retention periods must be reassessed to stay in line with these changes.

Involving key stakeholders from various departments ensures that retention policies reflect the diverse needs and expertise within the organisation. Legal, compliance, IT, records management, and business units should all have a say in the process.

Providing training and raising awareness among stakeholders about retention requirements, regulatory obligations, and best practices is essential. Empowered with the right knowledge, they can contribute more effectively to policy development and implementation.

Technology Solutions for Retention Period Management

Modern document management systems (DMS) can be invaluable in tracking and enforcing retention periods. These systems offer automation features that allow organisations to categorise documents by type, content, or metadata, and apply retention policies consistently across the board.

Key features include automated retention policy indexing, automated workflows to manage document lifecycles, and detailed audit trails and reporting functionalities. These tools help organisations maintain compliance and streamline their document management practices.

Additionally, integrating DMS with other business systems, such as ERP, collaboration tools, and compliance platforms, can further enhance the efficiency of retention period management. This integration ensures consistency across data repositories and optimises document management processes.

Getting on Top of Retention Periods

Effective retention period management is critical for organisations that want to ensure compliance, minimise risks, and optimise their document management practices. By implementing robust retention policies and leveraging modern DMS, businesses can streamline the tracking, enforcement, and automation of retention periods, safeguarding sensitive information, enhancing regulatory compliance, and fostering a culture of accountability and transparency.

In today’s hybrid work environment, gaining control over “content chaos” is crucial. With the vast amounts of data we generate daily, managing it effectively is perhaps the biggest challenge modern businesses face.

According to IDC, the data created between 2020 and 2024 will exceed what was generated in the past 30 years. So, if you don’t start managing this growth now, when will you?

How Much Time Do You Spend Searching for Information?

Often, we save work locally, relying on outdated methods like USB drives for sharing data—methods that are both insecure and cumbersome. In many organisations, employees still upload files to a hosting service, sharing them via email links for team collaboration. While everyone can see the task at hand, clarity is often lacking. Do you really know where to find your files when you need them? Are they stuck in your inbox or lost in a colleague’s emails?

Searching for information buried in your inbox is not just frustrating but also a time-waster. Email programs like Microsoft Outlook were designed for communication, not for organised storage. Struggling to find important information in your email? You can streamline this with email management features provided by modern Document Management software, which allow you to save email content and attachments as separate, indexed documents within your system. This makes collaboration easier by giving authorised team members access to archived messages and attachments.

Say Goodbye to Document Anarchy

Without a centralised, secure repository and a software solution that enforces consistency, many businesses lose control over critical documents. Some people are highly organised, using their own naming conventions, but without an intelligent Document Management system that evolves with these practices, businesses risk losing control over their intellectual capital—the lifeblood of any organisation.

With a Document Management solution, you can link related documents via common data fields, ensuring version control and maintaining document integrity. This eliminates the need to manage multiple paper copies or juggle different versions edited offline.

Poorly managed, undigitised documents create what we call “content chaos,” which directly hampers your ability to collaborate, increases security risks, and ultimately affects your customer experience.

Integration: A Strategic Advantage

Your Document Management system needs to integrate seamlessly with your existing tech stack to manage the capture, identification, classification, distribution, and archiving of documents across all your business systems. Effective integration means your system not only fits into your current environment but also simplifies how your company organises files and databases, giving more control to teams handling large volumes of data.

Modern Document Management solutions are designed to work within your IT ecosystem, offering a wide range of integrations across email, CRM, ERP, HR systems, and more. These systems also integrate with key business hardware like scanners and multifunction devices, making the conversion from paper to digital effortless.

Real-World Impact

We recently helped a client in the education sector implement a Document Management system, transforming outdated, paper-based processes into efficient, digital workflows. This not only improved compliance and increased storage capacity but also encouraged greener practices. “At our fingertips, is how I’d describe employee data now,” said the client’s HR Project Coordinator. The ability to easily drag and drop documents from Outlook into document trays has been a game-changer.

This is just one example of how Document Management software helps businesses automate and improve processes, enhance collaboration, and eliminate the need for cumbersome, expensive paper processes.

As digitisation continues to revolutionise the modern workplace, it might seem reasonable to assume that print devices are becoming obsolete. However, nothing could be further from the truth. Print infrastructures are not only surviving but evolving, playing a crucial role in the journey towards digitisation and the automation of document workflows, which is why IT and Facilities Managers are wise to include intelligent print devices in their digitisation strategies.

The Need for Print Devices in a Digital World

Recent research highlights the importance of Managed Print Services (MPS) in accelerating digitisation efforts. According to a Quocirca report, over two-thirds (69%) of organisations using MPS are fast-tracking their digitisation plans, compared to just 40% of those not utilising MPS. Additionally, almost two-thirds (65%) of IT decision-makers consider it extremely or very important that their print suppliers also provide business process automation.

Despite the push towards digital, many organisations will continue to rely on printing. While 46% of those accelerating digitisation expect a reduction in print volumes by 2025, 38% foresee an increase. This underscores the ongoing transition to a ‘less-paper’ rather than a fully paperless office.

Why Printers Are Vital for Digitisation

Every organisation has unique needs, but physical documents remain essential in many scenarios. Striking the right balance and designing a print infrastructure that supports the digital journey is key to a successful digitisation strategy.

Modern multifunctional printers are no longer just paper-based devices. They have transformed into versatile, programmable digital tools. When used strategically, these devices add significant value by optimising business operations and enabling more flexible ways of working.

Cloud-enabled devices, such as RICOH’s IM-C range, function as powerful digital hubs. They seamlessly integrate with document workflows, allowing users to digitise and print documents as needed. Whether it’s digitising physical documents directly into automated workflows via Office 365, SharePoint, or other cloud-based applications, or converting digital documents into physical formats from any location, these devices support the entire document lifecycle.

From Cabinets to the Cloud

Are you overwhelmed by paperwork? Managing administrative tasks like accounting, onboarding, or contract processing can be time-consuming and inefficient. It’s time to streamline your paper-heavy operations with advanced document management solutions. These systems not only store documents but also categorise them intelligently for easy retrieval. They simplify, secure, and organise, turning your administrative backlog into a model of digital efficiency.

Keeping Up with Ever-Evolving Regulations

Navigating compliance amidst constantly changing data protection laws and emerging regulations can be challenging, especially without in-house specialists. Cloud-based workflow automation can play a pivotal role in ensuring compliance by streamlining processes and enforcing standardised procedures across the business.

These systems offer features like predefined rules, automated approval notifications, and audit trails, reducing human error and simplifying regulatory reporting. By embedding automation into your processes, compliance becomes a seamless part of daily operations, ensuring confidence and transparency.

Collaborating in a Hybrid Environment

The shift to hybrid work has introduced new challenges, such as ensuring secure access to documents and running efficient meetings. To overcome these challenges, equip your business with secure collaboration tools and technology that bring remote teams closer. Project management tools, document management solutions, and smart meeting room equipment can enhance collaboration, improving both the employee experience and your digital transformation journey.

Procuring Your IT and Office Equipment

With numerous suppliers and constant renewal needs, procuring IT and office equipment can be complex. Some vendors or local partners can simplify procurement by managing your supplies and automatically renewing stocks when needed. This approach saves time, reduces costs, and allows you to focus on strategic growth and innovation.

Fixing IT Issues

Technology can sometimes fail, leading to lost productivity. This is where the value of managed services and external providers becomes clear. By relying on specialists to maintain your devices, you can maximise uptime and ensure that your team remains focused on core activities. Trusting the technical details to experts keeps your operations running smoothly.

At Managed Technology, we believe that the right blend of print devices and digitisation tools can transform your business, driving efficiency, compliance, and collaboration. Our hybrid Managed Print Service offers the best of both worlds: the personalised service of a local dealer with the robust support of a national provider, ensuring that your journey from cabinets to the cloud is seamless and successful.