Can Free Translation Tools Put Business Documents at Risk? Yes, free translation tools can create risk when employees use them to translate sensitive, confidential, regulated, or business-critical documents. The concern is not only translation accuracy. Businesses also need to think about where the document content goes, whether private information is exposed, whether formatting is preserved, and whether the organization has a clear, approved translation workflow. Free translation tools can be useful for casual, low-risk text. But if your team is translating contracts, HR forms, financial documents, healthcare instructions, municipal notices, school communications, legal correspondence, client records, proposals, technical manuals, or internal policies, the tool you use matters. Translation is not just a language issue. It is a document security issue. For businesses in New Hampshire and Northern Massachusetts, secure document translation can be [...]

Most businesses think about cybersecurity in terms of laptops, servers, email, cloud platforms, and user passwords. Printers and multifunction devices are often left out of that conversation. That is a mistake. Today’s office printers are not simple output devices. They are network-connected systems that may print, copy, scan, fax, email, store documents, connect to cloud destinations, authenticate users, and communicate with other systems across your business. In other words, they are endpoints. If your organization handles sensitive information, your print environment should be part of your broader cybersecurity and compliance strategy. That includes healthcare offices, financial firms, law practices, schools, municipal departments, engineering firms, manufacturers, nonprofits, and any business that prints or scans confidential documents. The Short Answer: Yes, Printers Can Create Security Risk A printer can become a security concern when it is connected [...]

Date: 01/26/2026 Microsoft will permanently disable Basic Authentication for Exchange Online email services in March 2026. If your Xerox device uses Exchange Online for features like Scan to Email or fax notifications, it may need to be updated to support OAuth 2.0. We recommend contacting your IT provider to confirm whether this change affects you. Benchmark Office Systems is also available to assist if needed. What is Microsoft changing in Exchange Online? Microsoft is phasing out Basic Authentication for SMTP AUTH in Exchange Online. Beginning March 2026, Exchange Online will no longer allow devices or applications to send email using basic username-and-password authentication. This change applies only to Exchange Online (Microsoft 365) and does not affect on-premise Exchange servers. Why is Microsoft disabling Basic Authentication? Basic Authentication is less secure and more vulnerable to: [...]

If your team still spends hours entering data from invoices, scanning forms, or chasing down missing paperwork, you’re not alone. Many small and mid-sized organizations like manufacturing, engineering, construction, and nonprofit administration are buried under document-heavy workflows that drain productivity and create unnecessary risk. That’s where AI-driven Intelligent Document Processing (IDP) comes in. It’s not just another buzzword—it’s a practical way to automate the capture, understanding, and routing of documents so your team can focus on work that actually moves your business forward. The Everyday Problem In most organizations, document workflows still depend on people manually handling, entering, or moving information. Whether your team is processing invoices, onboarding employees, or managing project files, every document takes time and carries a risk of error. Manual data entry that eats up hours. Employees retype information from [...]

Technology can feel like it’s moving faster than ever, and with new terms like AI, IDP, and workflow automation being tossed around, it’s easy to wonder — how do these all fit together? At Benchmark, we spend every day helping businesses bridge that gap between people and technology, so we wanted to break down what these terms actually mean — in plain English. Automation vs. Intelligence: What’s the Difference? Think of automation as the “doing” part of technology. It’s what allows a system to complete repetitive, rule-based tasks that used to require manual effort — like routing an invoice for approval, sending a reminder email, or generating a report every Friday morning. Artificial intelligence (AI), on the other hand, is the “thinking” part. It allows systems to recognize patterns, make sense of messy information, [...]

In today’s fast-paced workplace, efficiency isn’t just about doing more—it’s about doing better. Businesses across every industry are discovering how Xerox® workflow automation can transform time-consuming, manual processes into smooth, intelligent workflows that free employees to focus on what really matters.At Benchmark Office Systems, we help organizations implement automation solutions that simplify document management, improve accuracy, and maximize productivity. Here are five top ways workflow automation can make your business more efficient — with real-world examples from manufacturing, engineering, construction, and nonprofit sectors.1. Eliminate Manual Data Entry with Intelligent Document Processing (IDP)Manual data entry slows everything down—and it’s prone to error. Xerox® IDP automatically captures, classifies, and routes information from documents like invoices, contracts, and forms. By eliminating retyping and manual filing, your team can spend more time analyzing information and less time processing it.Industry [...]