The TDSIT Blog

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

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

removal6.jpg

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.

mfp-buyers-guide-download.jpg

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

Digital Copier Service Agreements Demystified

Posted by Tim Stanley on Thu, Aug 09, 2012 @ 02:09 PM

DigitalCopierServiceAgreementsDemystified2

The exercise of buying or leasing a new Multi-Function Printer (MFP) and service contract for your office can be eerily similar to that of buying or leasing a new car. You buy from the salesman but the real relationship will be with the mechanic. In the case of office equipment, you deal with a sales person up front, and then the service department for the next few years. In the office equipment business service contracts can be a tricky matter, with ever-evolving yearly renewals; renewals which often involve contract changes unbeknownst to the customer. Since an evolving, product life-long service contract can be a scary proposition, it is critical that you have a thorough understanding of exactly what you are getting into.

When reviewing a service contract--prior to purchase--there are a few key points that you should have clarified. To demystify the process we have broken down the key points to review and questions to ask before purchasing or leasing a new system:

Toll Free Technical Support
With the sophistication of today's MFPs many of the minor issues that result can be fixed over the phone without having to wait for a technician to be dispatched, so 24-hour toll-free tech support can be very beneficial to maintaining machine up-time.

Retrofits and Software Upgrades
Since coverage varies contract to contract ask whether your service agreement requires an additional surcharge be paid for machine retrofits and software upgrades or whether they are included. In some cases retrofits may be referred to as a system overhaul and may be accompanied by an unanticipated invoice.  

Remote Diagnostic Capability
Ask whether the MFP can be accessed, monitored and managed remotely when it comes to status and software upgrades.

Service Credits
Onsite service technicians may have to run numerous test copies or prints in order to check the functionality and performance of the machine after a repair has been completed. So be sure to ask whether the cost of these “test” copies or prints will be credited to your account in order to offset the cost of running them. Test copies or prints, especially on color systems, can be expensive over the life of the equipment if a credit is not applied.

Parts & Supplies
Ask whether only genuine manufacturer parts and supplies will be used throughout the life of the contract when repairing your MFP. This is critical because warranties and guarantees can be voided by the manufacturer if aftermarket or third-party parts and supplies are used. 

Warranty
Inquire how long the machine and system will be under warranty, and most importantly, who decides(and how is it decided) when a faulty or problematic system needs to be replaced.


Conclusion
When discussing your digital copier service contract, before you lease or purchase, be sure to involve all parties who will be responsible for it and cover all the points above. Ensure when discussing the service to inquire specifically about what is included and what isn't, ask to speak with a technician when reviewing the terms and conditions since these are the 'mechanics' that your established relationship will be with. 


Make sure you ask the right questions to get exactly what you are looking for because post-purchase changes may be difficult, or could require additional, and often expensive, upgrade costs. For more information you may want to review our Free Buyer Checklist.

cut print costs

Tags: MPS, Remote printing, printer warranty, OEM, service agreement, cloud printing, MFP, digital copier, Remote diagnostics