Crazy About Copiers

Copy Machines or Desktop Printers for the Office?

For every office, large or small, there is tension about where budgets are best spent. For printing and copying, many times the choice is whether or not the office should have one or a few multi-functioning machines or make due with several individual desktop printers.

 

Desktop printers require less initial investment, but create more short-term hassle and are more expensive in the long run. Since most printers need servicing every 7,000 to 15,000 pages, individual parts, and labor, it soon becomes costly. It is a better investment to purchase a multi-functioning copy machine that can handle all of your office’s needs in one central location.

 

The great faculties of a multi-functioning copier are apparent; they can print, copy, and fax multiple jobs at the same time, streamlining copy operations on one central device. Most importantly however, is the fact that any copier bought from Offix comes with a maintenance package that starts paying back on the copier after two to three years.

 

Offix is proud to offer several great models with all kinds of features that can match your specific printing needs, on your budget. Sharp®, for example, offers a nice line of products with different sizes and capabilities. For those looking for simplified copy functions, the MX-C311 and MX-C401 are compact and high performance, integrating multi-tasking productivity of larger machines in a sleek design.

 

Both run with the proven Sharp Open Systems Architecture (OSA) Platform, providing efficient operation at your fingertips. Offix also carries Canon machines, known for their quality color printing and design.

 

No matter which brand you decide upon, your investment will come with our award winning support and maintenance, which will save you time and money in repair and upkeep of the machine. The plan covers each copier’s specific parts and toner ink needs, and is serviced by a trained professional, giving your company a healthy return on investment.

 

Having a desktop printer around may still seem handy for flexibility, but that only creates problems of handling the toner ink and upkeep of several different machines. Copy machines allow for simplicity and convenience in your office, so that the money can be spent on more important things.

Benefits of the Fax Server over the Fax Machine

As office technology begins to grow and multiply like paper-pushing rabbits, companies are beginning to integrate different services and devices together in order to combine and streamline the copy room clutter. Usage of the fax server is rising with the growing networked connectivity of the office environment, allowing for the sending and receiving of faxes via a dedicated server without the unnecessary waste of paper, or even more importantly, time.

Fax machines are a dying breed. Along with eating up costly supplies like toner or paper, it requires a separate phone line and can only transmit one job at a time. The fax server gives a cost effective and efficient solution for the customer and client.

Fax servers are essentially modem-capable hardware, either on a copy machine or a separate server, which allows the digital transmission of facsimile, and can be sent by email, virtual print job, web interface, or special client software. Likewise, the fax can also be received through those methods or placed in a networked file directory. In both cases of course, traditional paper fax can be transmitted as well.

This allows users a variety of options to send a fax, without the hassle of using a dedicated device with that single function. The server uses voice-over internet protocol (VoIP), eliminating the need for a paid phone line.  There is no more line at the machine, no more maintenance, no more wait time, and of course, less paper and toner.

Offix provides several machines with fax server capabilities built in. Canon provides quite a few models, from solitary servers like the Captaris RightFax that manages both imageRUNNER and eCopy services, to device-integrated servers like the D1170 Copier. Similarly, the Sharp FO-2080 can copy, print, and email faxes. As with all other products, Offix offers comprehensive maintenance service programs that will always cover your machine.

Clients are urged to look into fax servers as an economical way to create a more productive and hassle-free faxing office environment.

Caring for Your Copier

Many people think of a copier as a piece of machinery that you plug in without a need for upkeep. But there are service guidelines you must follow to keep your equipment functioning smoothly.

The everyday use of a copier or printer puts a considerable amount of wear and tear on the machine, much like how a vehicle’s performance may change over time if it is used frequently. Preventative maintenance is essential to keeping devices running efficiently, while warding off repairs and other disruptions. A poorly operating machine may have the unfortunate ripple effect of stalling work projects.

A good maintenance services agreement is one of the key elements for the proper upkeep of copiers and other equipment. A comprehensive maintenance program should cover the following elements: toner; consumables, except for paper and staples; all parts needed to fix the machine; firmware upgrades; preventative maintenance; and guaranteed uptimes on machines, or service that is free for that month that a device is inoperative.

Offix offers customers a “platinum service package” that includes: 24/7 service for customers at no additional charge; the offer of loaner machines within 7 business hours; free local equipment relocations; unlimited training on copiers; and a quarterly equipment and maintenance review. The company supplies troubleshooting support for network problems and certified printer repair services. 

Offix also provides customers with an Imageware remote monitoring system that allows them to manage their printers, copiers, fax machines and other equipment, and to alert service technicians about any performance issues. Dell, Canon, Sharp and HP are among the product brands that Offix services. 

In addition to having a thorough service agreement, you may also help maintain your own equipment by familiarizing yourself with the operating manual and keeping the copier clean of excessive dust and toner. Remember to always shut off the copier or printer and unplug it before you clean its parts. Also, pay attention to service indicators, such as the depletion of toner, which affects the quality of copies. 

If you take the time to monitor the performance and upkeep of your device, you can help guarantee that your copying and printing needs will be fulfilled with as few glitches as possible.

Back to School with Copiers

Parents and students have begun to shop for the latest in backpacks, notebooks and other supplies in preparation for the new school year.

Likewise, schools, colleges, universities and other educational institutions may wish to do a little shopping of their own to update their copiers, printers and other essential equipment. In the paper-intensive world of education, school staffers must manage a large volume of materials, from classroom handouts to administrative data. Yet these institutions usually operate with smaller budgets, with which they are still expected to produce high-caliber work.

The need need for reliable yet economical resources puts a premium on the equipment schools select for their copying and printing needs. Copiers are one of the most popular tools used daily by teachers, administrators and other institution officials. Offix assists its institution customers in managing their projects and equipment costs. The office equipment provider has negotiated state contracts, establishing pricing for all state and local schools.

"We’re aware of the daily document production and management needs of schools and other institutions," said Stephen Valenta, Offix President and CEO. "We help our clients stay abreast of the latest technological developments in the office equipment industry."

With the development of digital technology, schools are offered a number of high quality services, from advanced document scanning to the transmission of data to e-mail. A wide array of technological resources is available for institutions with high-volume needs.

For instance, Canon imageRUNNER systems come equipped with innovative software tools that minimize waste, reduce paper-handling, and deliver powerful document management control. With database integration and advanced document sharing capabilities, schools may distribute and manage documents – whether classroom handouts or administrative data -- quickly and easily.

Offix may also assist schools, universities, and other institutions in securing a Sharp system for their copying and printing needs. The Sharp MX-M503N model allows for small- and large-volume printing, copying, and faxing projects. The product allows a school’s IT administrator to view and operate the copier’s front panel display from across the network. Another Sharp resource for schools is its MX-M700N model copier, which offers scanning, copying, printing, and faxing capabilities.

In addition, another resource, ECopy™, a provider of document imaging services, offers products that can help institutions manage their projects, reduce the waste of paper and convert documents into PDFs and other formats.

The new school year presents a number of challenges, but with the right tools, school employees will be able to expertly supervise their day-to-day demands and deliver high-quality results.

Printing Cost. . . A Hidden Expense

Did you know that printing cost is one of the biggest hidden expenses in a company’s budget?  All those different desk top printers that sit on individual’s desk cost the company money that is not tracked.  With today’s economy the system to help track the budget on each printer has become more important.

Copiers have been easy to track the volume and the company cost since your service company charges per click.  Now with print management systems your company can do the same with all your printers.  The print management system is seamless in the company’s everyday workflow.  The employees are not required to take anymore steps in their daily process.  Everything with these systems is done behind the scenes.

Next time you install another desktop printer think of the cost that it is adding to the company, and how tracking your cost can help your company.

Why should you deal with an authorized dealer?

     Change is a constant!  That seems very true in the current copier industry.  Independent dealers are being bought by the larger manufacturer.  This is starting to cause a problem for the customer.  Are they still dealing with an authorized dealer who can provide them with the correct support for their copiers?

      An authorized dealer has all the support needed from the manufacturer to give the customer good service.  They are able to buy the parts that are necessary to fix the machine if it is having a problem.  The company technicians are able to go through constant training on the latest technology with the current machines.  An authorized dealer is provided with full support from the manufacturer.  If a machine is having problems and the certified technicians from the independent dealer cannot fix the problem a technician from the manufacturer will fly into the client’s location and fix the machine. 

     As a customer what type of service would you like?  After you make an investment into a copier you are not going to want to turn around and spend more money because your dealer cannot fix your machine.  An authorized dealer can help protect the consumer when they make a purchase.  Make sure you ask your dealer if they are authorized for the machine that they are selling you.

Going Green With Your Copiers

I loved this blog post by David Murphy on June 4, 2008 on "Simple things your company or organization can do to save electricity:"  I have posted them below - pass them on to your co-workers!

1. Power down: Copiers consume the most energy of all types of office equipment and use power even when sitting idle. Turn copiers and printers off at night and on the weekends.

2. Print duplex: Electricity is not only used to create documents, but also for the production of the paper on which it is printed. Set your printer and copier to automatically default to making two-sided copies.

3. Re-use: Reduce paper usage by printing on the back side of used paper. Many schools set a paper box beside the copier for discarded copies so the the next person can use the back side of the paper.

4. Preview before you print: Cases of paper end up in the dumpster due to documents not printing as the user expected. Use your "print preview" to reduce the number of unwanted prints.

5. Sleep to save: Copiers and printers are on all day but only used for a small part of the day. Use the "stand-by" and "sleep" modes available on the device.

6. Don't print it: How many times do you print an email or memo to read it and then just throw it out. Save electricity and paper and just read it from the monitor, you can always print it later if you need to.

7. Get the right size: A mid-volume (20 to 44 copies per minute) copier in a low-volume office can use 70% more energy per page than an efficient low-volume (under 20 copies per minute) copier.

8. Strategic placement: Place printers and MFPs strategically around the office so several people or groups can use the same printer.

9. Get out of the heat: Buying more office equipment raises energy consumption and also makes work areas hotter and this requires more power for cooling. Put printing devices in areas with natural ventilation and good airflow to reduce the need for air-conditioning.

10. Energy Star: Look for the Energy Star logo when buying office equipment. The logo ensures that the device has automatic power-management features and therefor a better use of energy.

The Importance of Doing Business with an Independant Dealer!

Yesterday's post of a flyer, "Do you know who is servicing your copier", is a marketing piece that my company sent out last summer. The intention of this marketing awareness flyer was to educate local businesses that many of the larger independent dealerships are selling out to the Big Guys!

When your company decides to purchase a copier you need to investigate the size of the independent dealer and choose one that is not focused on selling out.  Last summers shakeup of TML copiers being bought by Global and then Global being absorbed by Xerox, changed overnight the product offerings of these companies and their ability to service their clients existing equipment.

Before you sign on the dotted line - ask your rep if the owner is involved in the business and could you meet him/her to gauge their sincere interest in the community and remaining in the industry. A company the size of 8-12 million is your best bet. Make sure that the owner has worked on both sides of the fence  - Service and Sales. An owner of a copier company who was once a service technician is your best bet, as they understand the importance of keeping machines running. An owner who is strictly sales oriented will be less concerned and more likely to oversell you on equipment.

Do You Know Who Is Servicing Your Copier?

Copier firmware upgrades - Does your dealer install these on a regular basis?

In todays digital market manufacturers release firmware upgrades for dealers to install on customers equipment to fix bugs and improve copier performance. These firmware upgrades by manufacturers keep copiers at optimum performance.

• What is firmware?
• Firmware is software that runs a copier - an operating system like Windows is to a PC.
• Why do you need the latest version?
• Software can provide patches to fix bugs and improve the overall performance of the copier.
• Software can also provide additional features that may be available, that were not previously.

It is important that the servicing dealer you choose supplies its technicians with laptops. While on a routine service call a technician can simply go on-line to the manufacturers site and download the software right into the copier. This ensures optimal equipment performance.

Print Management for your entire printer fleet!

If your office has multiple printers you may want to assess the benefits of putting them all on a cost-per-copy program similar to how copiers are often done. 

Can You Answer These Questions? 

• How many printers, copiers, MFPs do you have?
• Are they being properly used?  Too much?  Too little?
• How often are they in need of service?
• How often are the printers out of toner?
• How old are they?
• What is your current meter read submission process?
• How much time does it take?
• How much IT time is spent supporting printing devices?
• How much money is tied up in your supply inventory?

Don't know?
      You could have a Print problem that hurting your bottom line. Click here for more information.