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The Top Four Things to Consider When Buying a Copier For Your Business

4ThingsToConsiderEach business is different and as such, your printing needs will and always should vary greatly from one industry to the next. That being said, there are some basic things that everyone should consider before making that big copier purchase or signing your name to a lease agreement. Let’s jump right in!

How Fast & how much?

The first thing you need to consider is how much paper you think you’ll be printing and how fast you need the machine to print it. Your average copier spits out around 40-80 pages per minute, which should give you a solid idea of some sort of median range. We also recommend that you proceed with some caution here. Manufacturing literature always tends to overstate the amount of workload a machine can handle, so make sure that when you buy, you buy a little bit OVER what your need would be.

In fact, a great, totally unbiased site to compare these speed and volume can be found here at buyerslab.com. There, you’ll find lots of unbiased information on copiers. While sure, it’ll cost a you a little more money in the short-term, it’ll end up saving you lots down the road once wear and tear begins to accumulate.

Color: yes or no?

Color is really great, but unless you really need it, it can be a massive drain on your budget. We advise planning out your color projects specifically for a coming year. Sometimes people use them for big projects or presentations and in their heads, think the need is glaring and overbuy. Just do the simple math in your head” “How many color prints and copies do you do per year times what you pay per copy/print at a local print shop versus what you would pay them to do in house on you own copier?

So again – we love color and if you have the need – definitely make the investment. But make sure you have the need first.

Accessories: What to buy and what not to buy

Try and stay focused on the core functions of what you need your copier to do day-to-day when making decisions about accessories. Do you need to fax? How much paper do you need your tray to hold? Do you need extra drawers? Double sided? What kind of finishing options are there and what ones can you add? List out the ‘must have’s’ and the ‘wants’ and go from there.

Lease or purchase?

We’ve written pretty extensively about both options in the past, but this is a hugely important question that can’t be asked enough. While it can make a lot of sense to buy a copier for some companies, you should know that most companies opt to lease. The sweet spot is around 2 years and with good reason. Technology is always moving forward, always changing and most importantly to you – finding new ways for you to get more work done for less. The same applies to copy machines.

The two-year lease also makes sense from the standpoint of wear and tear. After two years is – generally speaking – when you begin to see copiers wear down. The two-year lease almost always protects against that.

If you’re thinking about buying a copier, then it’s wise to do a little future planning. Will this copier be able to handle the workload and volume you’ll need in the future? Is it going to be relevant technology in five years? Do you have the means to purchase a machine that you’ll need to grow into? Again – there’s much more to be said, but those are the kinds of things you need to think about when making an actual purchase.

Six Super Tips To Help Your Copier Last Longer!

copier company new yorkCopy machines are the workhorses of the workplace. While high volume, stand-alone, “traditional” copy machines last longer then your desktop variety, their lifespans depend heavily on their make, model and workload. Regardless, when you buy a copier – you want to make sure you’re getting your money’s worth! Today, we’ll provide you with six simple things you can do to help increase the lifespan of your copy machine no matter what. Let’s dive right in!

Choose a smart location for the printer.

Try and keep your copier away from places where there are drastic temperature changes such as heaters, air conditioners, doors and windows where the machine may be exposed to sunlight. Also try and be mindful to keep them away from high traffic areas of the office. Frequent foot traffic tends to keep up dust and other particles that can get into the machine and adversely affect its performance.

Replace toner & ink immediately.

Even if the copies look good you should still change your toner and ink as soon as the light comes on. If you don’t, the developer can start wearing out quickly and can wreck the drum. As soon as you see the lights, make the change!

Mind your paper.

Especially if you’re in a humid/dusty office space, it can prevent your copier from working at optimum levels. As such, be sure to keep your paper stored until you need to use it. That way, you’re preventing moisture from getting into the inside of the machine.

Fix jams immediately.

Paper jams are a pain, but be sure to fix them as quickly as possible. Leaving it there overnight or for other extended periods of time can cause moisture and dust to accumulate in your machine and effect it’s performance. Once you DO remove the paper, be sure you have a can of compressed air handy. That way, you can blow out tiny bits and particles from the copier and prevent them from getting stuck inside.

Monday morning stretches.

After a weekend of not being used at all, it’s always a good idea to go through a quick, easy Monday maintenance program. First, remove the old paper from the trey and replace it with dry, fresh paper instead. Don’t worry about wasting the old paper. You can use that in a laser printer where the moisture won’t adversely affect the unit. Once you’ve done that, give a quick look through to make sure there aren’t any paper jams and let the printer go through its Monday morning warm up. This exercise can take literally 2-3 minutes to do start to finish and can result in huge cost savings over the long haul.

Leave the lid down – always!

Opening the lid of the copier is bad news because it significantly reduces the lifespan of the drum – which can be expensive to replace. That’s not even getting into the poor copy quality; damage the light can do to the eyes, etc. Keeping the lid down also reduces the possibility of foreign objects scratching the glass or getting into the machine.

Some other common sense rules should apply, too. Don’t eat or drink next to the copier, be sure to keep up with your preventative maintenance schedule and of course – use the right supplies. If you stick with these tips, you’ll greatly extend the life of your copier and most importantly – will save a lot of money by avoiding bigger problems.

 

Xerox Software Patch

Xerox

Xerox releases software patches to solve scanning glitch

Last week Xerox began releasing patches that should resolve a potentially hazardous glitch for users of several Xerox machines. The glitch caused by the scanning features compression software was altering documents by changing some characters in text. According to Xerox the glitch only affected what they call “stress documents”, those that the have small type or other problems that make them hard to read. It was first believed that the problem could be solved by restoring factory settings for the quality and resolution. This was recommended to eliminate the character substitution that occurs when scanning documents with text. However, testing results showed that due to a software bug this would not completely eliminate the character substitution. Last week they released the first wave of patches for the following machines, Xerox ConnectKey family, WorkCentre 75xx, WorkCentre 57xx and ColorQube 93xx.
The patches can be downloaded from the Xerox website by visiting http://www.office.xerox.com/scanning-software-patch/enus.html. They expect the next wave of patches to be released this week. Below is a full list of the machines impacted by the glitch. Be sure to check if you own one of the impacted models and check the Xerox website for the availability of the correcting software patch.

ColorQube: 87XX, 89XX, 92XX, 93XX
WorkCentre: 5030, 5050, 51XX, 56XX, 57XX, 58XX, 6400, 7220, 7225, 75XX, 76XX, 77XX, 78XX
WorkCentrePro: 2XX
BookMark: 40, 55

How to Get Rid of an Old Copy Machine

how to get rid of an old copier

Eventually your office equipment including printers and copiers will either breakdown or need to be upgraded. There are many options for finding a replacement and many dealers will help you along with the process of choosing the best products for your needs. However, the decision of what to do with the old equipment is usually not given much attention. With current environmental concerns, you should consider options that can keep them from ending up in landfills. Here are a couple of options and their benefits.

Donation
Schools, nonprofits, and low-income communities will accept used equipment that is in working conditions. Donations can really help out these organizations with limited budgets. It’s also possible to boost your public image and you will likely quality for a tax deduction. Make sure to get a donation receipt and you should be able to deduct the un-depreciated value of the donated equipment. The following places are a great source for finding places to donate your old machine: Recycles.org, TechSoup, Cristina Foundation.

Manufacturer take-back programs
It’s possible that your copy machine’s manufacturer has a take-back program in place. With a little research on the web, including Plug-In to eCycling Partners and myGreenElectronics, you can find out if your manufacturer has a collection or recycling program. Then contact them to find out if they’ll accept your machine for reuse or recycling.

E-waste Recycling programs
There are several organizations that can find a recycler to accept your old copy machine. Be sure to do your homework and make sure they’re a reputable company. Look for companies that have a signed the Electronic Recycler’s Pledge of True Stewardship, which includes strict criteria for sustainable and socially just electronics recycling. You can use the following sites to find recycling companies in your area: Basel Action Network, E-cycling Central, Earth 911’s, EPR2 Project.

Find a Licensed Disposal Facility
There are government licensed electronics disposal facilities for copy machines, printers, and fax machines. They dispose of them in environmentally safe ways that meet legal obligations for your company and achieve the maximum environmental benefit of disposal. They break down machines so the composite materials can be recycled and entered back into the manufacturing process. This easily ensures preservation of natural resources and reduces waste in landfills.

10 Tips for Reducing Printing Costs

staten island copier company

10 Tips for Reducing Printing Costs

1. Utilize duplex printing more often. You can quickly cut down on the amount of paper used by printing on both sides.
2. Use larger copy machines with a lower cost per page rate for high volume print jobs instead of desktop printers.
3. Send documents through email, online dropboxes, or internet fax services instead of printing and faxing. Print documents to a pdf to ensure readability and preserve formatting changes from variations in software.
4. Print presentations with multiple slides on one page. If possible, avoid printing altogether by emailing presentation attendees before or after meeting.
5. Reduce the amount of desktop printers used. You can more easily see your output volume and find wasted resources by using networked copy machines or multifunction machines.
6. Use draft or quick printing settings when printing documents for internal use or where the quality is of little importance to save toner and ink supplies.
7. Only print in color when absolutely necessary, for example brochures, reports with graphs and charts, and advertisements.
8. Outsource large or high quality print jobs to a printing company. In most cases the cost per page goes down the more copies per job.
9. Use an add-on that eliminates banners, pictures, or other unnecessary items from webpages for more optimized printing.
10. Consider using Managed Print Services to evaluate your output volume and identify more cost saving measures.

Samsung’s New NFC-Enabled Printers

copier nycThis week Samsung will release it’s two newest laser printers in the U.S. market, the NFC-enabled Xpress C4x0 series. NFC or Near Field Communication is a technology that uses radio waves to establish communication between two devices by touching each other or bringing them into close together, usually a couple of inches. This can be used to transfer information, complete transactions or set up WiFi connections. These printers will give users the capability to print from their mobile devices with just a tap to the printer.

Printer settings and preferences can be controlled through the Samsung Mobile Print App. This App allows printing of mostly everything from PDF files to Microsoft Office documents from your smartphone. The app is available for Android, IOS and Windows devices. However, If you don’t have a NFC-enabled device or have not installed the Samsung Mobile Print App these printers can still be used through Google Cloud Print support. This can allow you to print over the web when connected anywhere with any smart device, including tablets and laptops. The multifunction model can also make scanning and faxing documents easy by syncing contacts from your smartphone.

The C410W, starting at $229, is a basic color printer while the multifunction printer C460FW with scanning and faxing capabilities is priced at $399. Both are designed for home or small office use, while Samsung plans to release a MFP model aimed at businesses early next year.

How Safe Is the Data On Your Copier?

is_your_data_safeSome small business owners might be surprised to learn that they pose a serious threat to their data security when disposing of old copiers. Almost all copiers made since 2002 include a hard drive which saves a copy of documents that are scanned, copied or emailed on the machine. So when you returned a leased machine, resell your machine or dispose of it you could potentially be giving out copies of your confidential company records and exposing your customers private information. However, there are ways to prevent anybody from retrieving sensitive data from your old copiers hard drive.

Security software.

If you use your machine to store files or want to have access to old print jobs you can find software that will erase or overwrite all the data on the hard drive when you are done with the machine. There are also security kits available for purchase that can be installed into a new copier that will delete or overwrite the data several times after each function performed on your machine. Be sure to discuss your options with your dealer before making a purchase or signing a lease. Make sure to get certified software and that it provides detailed reporting of the erasure process.

Destroy the hard drive.

If you own your copier or your lease agreement stipulates that you can retain the hard drive at the end of your contract you may want to destroy the hard drive. There are a number of ways to destroy the hard drive. A do-it-yourself method is to drill a hole through the hard drive. There are also a number of other ways, including disintegration, incinerating, pulverization, shredding, melting, sanding, or chemical treatment. Be sure to find an approved facility where it can be done by trained and authorized personnel. While this does not actually erase or destroy the data it makes the drive completely inoperable preventing data recovery.

Incorporating Green Printing Software on a Budget

green_printing_software

Incorporating Green Printing software on a budget.

Green printing software can be extremely helpful in optimizing your output levels. By reformatting content to eliminate extra pages and unnecessary images or advertising it can reduce paper and toner usage. While these can benefit companies trying to reduce their carbon footprint, it can also help keep cost down as well. There are a variety of programs available for varying cost depending on their features. Some more advanced software allows you to measure print volumes, identify cost saving opportunities and create improved print management. For smaller businesses on an already tight budget looking into some free options first may be a good idea.

Downloadable add-ons.

There are free add-ons available when looking into software downloads to help reduce wasted output. The Lexmark Toolbar 3 gives you print text only option to eliminate all images. It also offers an option to edit and resize images directly from the website using Picnik. The HP Smart Web Printing available for Internet Explorer allows users to take content from the web and put it on a clipboard for organization and well-formatted printing. It’s great for gathering content from multiple pages and condensing it into a single document. It can also create a PDF from the copied material. If you’re a Fire-Fox user, Nuke Anything is available for download. With this users can simply highlight a section of a webpage, right click and select remove this object. Then your selected objects are gone and you’re ready to print.

Free Trials.

Greenprint, highly recommended by the TreeHugger website, digitally reads and omits wasted pages that have useless text and images, such as urls, banner ads, disclaimers, and extra signature lines on emails. It is available for free use by non-profits and individuals. The premium version can be purchased for $29. Fine Print offers multiple ways to quickly and easily format printing, such as deleting unwanted pages or printing several pages on one sheet. All the features are available on the free trial and it has no time limit. It can also be purchased for $49.95. When using the free versions of these program a banner will be printed on all the jobs using them. To eliminate this you can purchase the full versions.

Tips on Converting to a Paperless Office

PaperlessOfficeGrowing concern for our environment has pushed many businesses to convert over to paperless offices. It’s also helpful with keeping overhead costs down and saving on the space needed to store paper files. If your business is looking to switch over, here are a couple of tips to help you get started.

Switch to online bill payment and paperless statements.

Not only will you save on the money needed for stamps, it can also save time and help your business run more smoothly. It easier to track payments, you can set up payments in advance, and even schedule regular monthly expenses such as rent and utilities. Some banks give incentives for customers that go paperless. Statements can easily be viewed online or downloaded to your computer.

Create a standard system for naming files.

When looking for files you want to make the process as easy as possible. You can end up wasting a lot of time looking for files because of inconsistent naming or mislabeling. You should come up with standard practices for naming files and stick to it. Keep it short and descriptive, also including dates for documents that may be re-occurring such as meeting notes is a good idea.

Use a scanner that has a optical character recognition (OCR).

Without OCR, your scanner is making what experts call “dead graphics.” If you want to use a program that uses keywords within documents to perform searches they will not work. The documents will be treated as images only and will not register the words. The more documents you have the harder it will be to find documents by the file name only. It could be a real time saver to be able to search by keywords, also in case something is mislabeled it can still be found.

Look into mobile document management technologies.

Chaining files to your office computers and network could hinder productivity. Cloud based technologies make it faster and more convenient for to access files from any location. They also make it easier to be shared and worked on by multiple people. It’s especially helpful for those that often do business on the go, have multiple locations or employ remote workers.

Perform regular cleanup and get rid of old or unnecessary files.

It can be very tempting to save everything because you are no longer worried about space restrictions. However, you do still need to consider the amount of digital storage space you are taking up. In addition, just like with paper files the more you have to go through the longer it will take to find what you are looking for. Even when performing searches it could take longer for your computer to scan for and find your keywords if it has to go through a couple thousand files.

Sink the Toner Pirates!

Toner_Pirates

How to Avoid Getting Scammed by Toner Pirates

Ever get a phone call from somebody asking information about your copier machine? If so, you may be the target of a scam artist, known as a Toner Pirate. These scam artists call businesses pretending to be from a local copier company and trick them into buying toner supplies at extremely high prices. They claim to be offering discount toner or that the price will soon increase pushing you to stock up now. Scams like these are very common but you can avoid them easily.

Recognizing a Scam:
• They employ high pressure sales tactics
• Use phrases such as: “Beat the price increase”, “Last remaining in stock” or “Offer expiring today.”
• They won’t leave contact information.
• Being asked for information on your copier, such as the model number.
• They mention processing and handling fees.
• No company information to go through mail, only UPS or hand delivery.

• They can’t provide references.

Handling Scammers:
• Train your staff not to give out equipment information. Inform them of this scam.
• Allow only one person authority to make purchasing decision for office supplies. Make sure all calls regarding equipment and toner are forwarded to him.
• Ask for the caller’s contact information, they’ll usually hand up.
• Call your regular supplier to verify the story.
• In writing, dispute the bill and keep a copy for documentation.
• Do not accept the package when the shipment arrives.
• Contact the Better Business Bureau to relate your experience, it might help prevent others from being victims as well.