The TDSIT Blog

How to Keep Your Copier Operating at Peak Efficiency

Posted by Tim Stanley on Tue, Aug 29, 2017 @ 10:03 AM

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The copier is a staple in the workplace and helps employees to carry out critical everyday tasks such as copying, printing, scanning and faxing. With frequent use, these complex pieces of machinery will wear down over time. However, here are several best practices to keep your copier operating at its peak efficiency:

1. Offer training. Train your employees on how to properly use the copier. Educating your employees about the copier's various functionalities will go a long way.

2. Choose the right copier for your needs. The best way to choose the right copier for your company's needs is to have a proven Managed Print Services provider conduct a print assessment. This fact-based report will reveal your actual printing volumes and behaviors and will serve as a useful guide for selecting the optimal copier for your needs. 

3. Clean your copier. Dust is your copier's worst enemy as it can scratch the glass, cause the rollers to slip and affect output quality. Clean glass weekly and vacuum out paper drawers monthly. Don't allow employees to eat or drink near the copier.

4. Keep sharp objects away from the copier. If the glass on the copier is scratched, it will have negative repercussions on output quality. 

5. Turn off the copier when it's not being used. Make a habit of turning off the copier outside of business hours to conserve power and prolong the useful life of your copier.

6. Wipe the copier's hard drive clean at the end of its useful life. Your copier has a hard drive that contains confidential information that is transmitted to and from your network. When it comes time to replace your copier, be sure to either wipe its hard drive clean or destroy it. Otherwise you risk having sensitive information fall into the hands of the wrong person. 

7. Choose the right Managed Print Services provider. Partnering with the right Managed Print Services provider can help to ensure that you have the best copier for your company's needs and that your machine is routinely serviced. Your Managed Print Services provider will help to keep your copier operating at its peak efficiency so that there are no interruptions in workflows. 

The copier plays a critical role in the workplace and embracing these best practices will help to keep your office productivity rolling. 

Print Assessment

Tags: copier

5 Key Indications That You're Ready for a Copier Upgrade

Posted by Tim Stanley on Thu, May 26, 2016 @ 03:45 PM

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The office copier is an essential piece of equipment; often serving as the hub where all printing, copying, scanning, and faxing takes place. But, when was the last time you upgraded your machine? Many businesses hold onto their old equipment because they feel that the solutions they have in place are "good enough." However, there comes a time when this older printing equipment can actually have a negative impact on your business.

Not sure if you need to upgrade your copier? Here are several signs that it's time to make leap:

  1. You notice decreased efficiency - Are employees constantly gathered around your copier while waiting for jobs to be completed? Today's copiers are much more efficient and require less maintenance. 
  2. You're spending too much on printing - Today's copiers use fewer consumables, helping to reduce your overall printing costs. The newest models are also energy efficient, which can save you money on your utility bill. 
  3. You're constantly having to get your machine repaired - As a rule of thumb, it's recommended that you upgrade your copier every five years. Once your machine hits the 10 year mark, the amount that you're spending on repairs to keep your machine functioning can outweigh the cost of upgrading to a new copier. 
  4. You have unmet security needs - There is likely a large amount of confidential information that is transferred between your network and copier. Considering this, hackers frequently target a company's network via the copier. To help keep your confidential information safe, today's copiers can offer encrypted hard drives, password protection, and secure scanning, printing and faxing options. 
  5. Your Mobile Employees Can't Use It - Many older systems can't support mobile printing, reducing employee productivity.

When you upgrade to a newer device you can take advantage of the developments technology has to offer. With the new Xerox iSeries line of products customers have access to an online app studio providing free apps that can help improve workflow by leveraging the cloud for easy access and storage of scanned documents.

Unsure if it's time to upgrade your copier? Contact us today and we'd be happy to answer any questions you may have.

Tags: copier

Your Copier's Lease is Over: What Happens Next?

Posted by Tim Stanley on Fri, Apr 29, 2016 @ 01:21 PM

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If you lease a copier or multifunction printer, do you know what happens to it when the lease ends? The device must be removed from your office, but the cost may or may not be included in your lease. Many companies aren’t aware that they may incur costs for the removal of their device and are surprised when the invoice arrives.

Term's End

A typical MFP lease lasts either three or five years. At the end of this time, the device must be returned. While you’re choosing your next copier, the removal of the old device may not be foremost on your mind. However, at term’s end, you are typically faced with one of two choices:

Option #1

The company who leased the copier returns it to the location specified by the leasing company, taking care of all packing and insurance. Shipping costs and insurance can be significant, so it’s important to take time to research your shipping options and be sure to remove all liquids and erase hard drive data before packing your device securely for the journey.

Option #2

Pay the vendor to remove it along with all associated fees charged by the vendor. This will include moving the MFP (which can weigh upwards of 300 lbs.) out of the office, liquid removal, hard drive decommissioning, insurance and transit fees. This is often the most convenient option for business owners; however, the price tag can be hefty. Shipping costs alone can range from $300-$600.

Know Your Contract

Review removal options and fees before signing a leasing agreement so you aren’t faced with a surprise at the end of the term. Be sure to budget the removal costs into your budget to avoid any financial complications later.

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Tags: copier, lease office equipment, TDSIT, MFP, digital copier

Purchase or Lease MFPs: The 7-Point Comparison

Posted by Tim Stanley on Fri, Sep 21, 2012 @ 01:22 PM

Office Equipment These days our business world is full of options. Full-time or contract? Sales or marketing? Two- or three-ply in the corporate washrooms? 

While the benefits of single-, double- or triple-ply are easy to fathom, knowing whether it is smarter to purchase or lease your new Multi-Function Printer (MFP) can be a toilsome decision. Which will get you the technology you need now to empower your users? Which one will be cheaper in the long run all things considered? Will it affect your service contracts?

There are plenty of elements to consider when deciding whether leasing or purchasing your new equipment is right for you. For example, will being able to write-off purchased equipment benefit your business? Will purchasing negatively impact your current cash flow?

Each side of the lease/purchase coin has its benefits, so consider the following points when deciding whether to lease or purchase your new MFP.

Leasing
When considering leasing equipment you should consider things like how long you will require the equipment for (and therefore how long the lease will be), is there a buy-out option at the end of the lease, what type of equipment guarantees are there etc. Be sure to consider how the following points affect your company's objectives: 

  1.  Cash Flow: leasing has significantly smaller upfront costs as the sticker price is deferred over the long term. This can free up company cash to invest in other projects. Not only is the upfront cost mitigated, you also can control your cash flow by knowing exactly how much you will need to reserve for lease payments. 

  2. Flexibility: Leasing agreements often come with flexible payment plans that allow you to customize your equipment payment schedule. In addition, leasing office equipment can empower you with upgrades and trade-in opportunities that upfront purchases often can't offer. 

  3. Value: When your lease ends the value of the equipment may by higher than that of outright-purchased machines—offering you residual value over time. 

Downsides: Often it is hard to know exactly how long that piece of equipment will suit your needs and early termination of lease agreements generally incurs expensive penalties. Also, you may get caught with automatic renewals with terms that are less than favorable to you. 

    It is best to think long-term before you commit to a lease, and discuss renewal options before you sign. 

    Purchasing
    When contemplating purchasing your equipment outright you need to consider issues of scalability, cost and value.

    1. Lower Upfront Costs: Purchasing your MFP(s) outright is generally cheaper in the long run as it locks in your costs for life and avoids you paying additional costs for things like penalties and interest. 

    2. Value: Owning assets may be a plus for your company in terms of liquidity. Purchasing your MFP(s) also gives you a write-off that could help your company with this year's taxes. 

    Downsides: Purchasing office equipment upfront can affect the scalability of your solution, along with negatively affecting your cash flow in the short term. Once you no longer have use for the equipment you may find it doesn't hold the same value it once did. Also, your trade-in and/or upgrade options may be limited—which can adversely affect you keeping up with technological advances. 

      Deciding whether to lease or purchase your MFP and other office equipment is an important—and personal—decision that must be carefully weighed. Whether your current circumstances dictate that leasing or purchasing is right for you in the long term, be sure to also carefully weigh what type of service contract(s) you'll be needing alongside the MFP. 

      If you've made the decision to purchase or lease equipment in the past, we'd love to hear how it turned out for you—we encourage you to share your experiences with us. 

      Click here to find out how much your business spends on print with our free print assessment

      Print Assessment

      Tags: control print costs, lease multifunction printer, scanner, copier, office equipment, fax machine, Purchase multifunction Printer

      MFPs to MPS: The Acronyms of Managed Print

      Posted by Tim Stanley on Fri, Sep 07, 2012 @ 09:29 AM

      MFPs to MPS The Acronyms of Managed Print

      Understanding your printing environment shouldn't be a mind-boggling task, even though the over use of acronyms like MFPs and MPS seems relatively puzzling. We'll introduce you to the current trend of breaking away from a decentralized print environment to an efficient and cost effective Managed Print Services (MPS) approach to printing in today’s office. 

      While MFPs are the current technology, with their myriad of features and functions, the way these MFPs are administered is changing. Whats on the horizon for the office printing industry?

      Enter MPS. MPS isn't a new technology per se, it's existing and upcoming state-of-the-art approach to office printing, through a services led strategy that leverages your existing equipment infrastructure allowing for the following; monitoring of all print related activities and costs, proactive service and toner replenishment and consolidated billing resulting in less invoices to process. MPS is the new trend leading the print industry, and for good reason:

      • Uptime: when your print environment is managed for you, your company has more uptime thanks to proactively scheduled service and maintenance, along with automatic supplies replenishment and technical support. 
      • Controlled Costs: you have control over all document output costs as a result of an MPS service program which utilizes a rules based approach to printing in your office. 
      • Intelligent Print: MPS allows for intelligent print capabilities with end-user controls which can restrict or enable specific user-access levels and print capabilities. 
      • Workflow Integration: MPS can be integrated with other workflow solutions to improve on overall employee productivity and document workflow. 

      In today’s cost conscience economy MPS is the most logical approach. A well run managed print program increases your printing intelligence by providing cost visibility and cost controls in one of the last areas of unaudited business expense – office printing. When you combine these factors with the bottom line cost savings that can be enjoyed through a managed approach to printing it is easy to see why more and more busy offices are now flocking to MPS. 

      Click here for your free, no obligation Print assessment

      Print Assessment

      Tags: managed print services, save money on print, printer, scanner, copier, office equipment, fax machine