Month: March 2022

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Time for an Office Equipment Check-Up?

Are there tell-tale signs that something is a little off with your copiers and laser printers? Maybe monthly expenditures are higher than you’d like them to be, or downtimes are bringing your workflows to a standstill. A check-up can provide the answers. Make Time for a Valuable Assessment Even if everything appears to be fine with your copiers, laser printers, and print infrastructure, a check-up never hurts. In fact, routine check-ups should be a part of your ongoing plan to keep your business processes robust, up-to-date, and free of wasteful habits that inhibit productivity. Fortunately, a check-up is as easy as calling your office equipment provider. BASE Technologies can assess your systems and workflows to find out how things stand, beginning with a Managed Print Assessment. 1. Print volumes — Are your volumes out of control? Has printing without thinking become the norm? Rules Based Printing can help you set restrictions to reduce unnecessary printing. 2. Print quality — Are you getting the most from your copiers? An office equipment check-up can show you whether routine adjustments can solve the problem or if an upgrade is in order. 3. Service agreements — Are you paying too much and receiving too little in return? A Managed Print Services partnership includes expert maintenance and repairs for your print fleet. 4. Supplies — Does your staff make ad hoc purchases of supplies like toner cartridges and drums? Managed Print takes the guesswork and uncontrolled spending habits and turns them into a streamlined system where you get what you need when you need it. 5. Print-related workflows — Bottlenecks and downtimes can impede productivity across your organization. Managed Print technicians can install new office equipment and repair damaged devices quickly and with minimal disruption to your daily processes. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

17/03/2022 0

Do You Need a Managed Print Solution?

An unmanaged print environment can be a drain on revenues, but most business leaders are unaware of the impact of print-related costs. Managed print assessments often reveal expenditures as high as 3% to 10% of total revenues. A managed print solution can bring these costs back in line and reduce them by as much as 30% for a print spend that’s manageable. Do You Need Managed Print? Many business leaders aren’t sure whether their organization would see a measurable return on their managed print investment. For businesses with three or more printing devices, the answer is usually yes. Here’s further clarification in the form of four basic questions: Do you regularly use printing equipment to produce documents in-house? Do you have a strategy in place to control print-related spending (devices, supplies,)? Do you know how much your organization spends on printing documents? Are all of your print-related costs consolidated under one vendor and one monthly invoice? The Print Audit Solution Print Audit is a managed print solution that allows organizations to track and control printing costs through analysis, rules, and recovery. 1. Accountability & Rules Are your employees held accountable for the documents they print or copy? Print Audit delivers a monitoring strategy to track document printing and hold users accountable for print volumes. Print Audit also deploys rules that put limits on print volumes, controls who can use color laser printers, and redirects print jobs to your most cost-effective device. 2. Recover Printing Costs Did you charge your last client for the reports you printed for their capital project? Print Audit uncovers these costs, allowing your organization to deploy chargeback strategies to recover lost revenues. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

16/03/2022 0

Save Time With a Document Management Solution

Whether we’re at work or home if there’s one thing we could change, it’s the number of hours we have to accomplish our goals. What if we told you there was a tool designed to help you gain more time? Of course, there will still be the same number of hours in a workday, but every business leader dreams of a solution to use those hours more efficiently. Save More Time With Document Management Your documents drive your business processes, and when they’re unmanaged, everything slows to a crawl. If you’re looking for document solutions that can improve productivity and reduce costs across your organization, electronic document management can provide the answer. Here’s how you’ll save time: 1. Simplified Workflows Your businesses processes are all about how you move documents through the various departments and touch points within your organization. If you’re relying on paper-based workflows, it’s time to replace them with digital document solutions. By automating your company’s repetitive processes, your employees can focus on projects that contribute to growth. 2. Find What You Need Faster The studies on paper-based processes are right—knowledge workers spend almost a quarter of their workday looking for documents, and at least half of the time they’re forced to give up the search. Electronic document solutions give businesses the tools they need to capture and file information so that it’s organized and easily accessible. When your staff can find documents in seconds instead of hours, improved productivity will naturally follow. 3. Backup and Secure Your Data Paper files are impossible to protect from disaster, and theft is a real possibility. Digital document solutions like document management provide state-of-the-art security protocols to keep your data away from unauthorized users. And if the worst happens and you’re hit by a disaster, your files are safe. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

15/03/2022 0

Simple Fixes for Paper Jams and Slow Printing

You depend on your office equipment to keep your daily projects moving at a steady pace. Perhaps that’s why little irritations can escalate into major problems so quickly—they’re very good at keeping you from doing your job. Easier Than You Think If you’re ready for a break from endless printing hassles, check out these simple fixes for common problems. Slooooow Printing Before you resort to throwing office equipment from your second story office window, try these preventative measures to fix slow printing problems first. Switch to draft mode. Printing everything in high resolution could be the root of your slow printing hassles. By setting your laser printers and copiers to default to draft or standard mode, you’ll get faster results and use fewer supplies. When the job demands higher resolution, simply turn off draft mode until you’ve finished the task. Eliminate unneeded graphics. Require your employees to remove unnecessary images before printing. And while we’re on the subject of graphics, a print policy that prohibits employees from printing web pages and emails is always a good idea. Eliminate white space. Some multifunction copiers include options to remove excessive white space and even offer two-up printing to reduce paper waste. Excessive Paper Jams If paper jams are a frequent occurrence, something’s not right. A simple fix is sometimes all that’s needed to keep jams at bay. Try these first: Fan the paper. Whether it’s too much moisture, a dry environment causing an overload of static electricity, or a packaging mis-pick, fanning the paper before loading it into the laser printer can do wonders to eliminate paper jams. Align the paper. When refilling paper trays, be sure to straighten the paper and line the sheets up with the paper guides. It’s a simple fix, but one that often does the trick. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/03/2022 0

Protect Confidential Information with Print Audit Secure

Did you know that employees admit to inadvertently viewing confidential documents at work on a regular basis? These aren’t documents in open files on desks or computer screens. The sensitive documents your employees are seeing are those that somebody sent to a printer and then didn’t arrive to pick up immediately, if at all. A security breach is no small matter, and documents left unattended in print trays fall into the same category as a breach into your company’s network. Whether the information is protected by HIPAA, Sarbanes-Oxley, or some other compliance mandate, it is always a violation of the law to allow unauthorized personnel to view confidential information. The Print Audit Solution Unclaimed documents in printer trays are a problem in two ways—they may violate security mandates, and they waste valuable company resources. Print Audit Secure is a user-friendly solution that solves the problem. Holds jobs until the user is at the copier. Allows users to choose the laser printers most convenient for their needs. Accommodates desktops, smartphones, tablets—any device with internet access. If a printer malfunctions or there’s a long queue, users can locate a different device on your company’s network and release the print job at that location. Eliminates the problem of wasted resources through unclaimed print jobs. Keeps confidential documents from unauthorized viewing to accommodate HIPAA, Sarbanes-Oxley, and other compliance mandates. Advantages to Your IT Team Your IT team won’t need to work overtime when onboarding Print Audit Secure. Here’s why: No print servers to download—Print Audit’s Intelligent Print Routing System requires no modifications to your existing print infrastructure. Easy deployment to USB card reader support systems. Works with existing platforms, including Windows XP and other recent upgrades. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/03/2022 0

Are Your Files Secure?

It’s a serious mistake to think your company is not large enough to be the target of a cyber attack. Cybercriminals have discovered that a series of smash and grab thefts from small businesses can be just as lucrative as a major hit to a big corporation. Is Your Company At Risk? Data security threats to small businesses continue to rise. Here’s what they’re after: Private client data that can be easily traded to their contacts in the black market. Proprietary information outlining new projects and trade secrets, also a valuable commodity on the street. Company financial information like bank account numbers and access to lines of credit. Access to your network and files, which they can hold hostage until you agree to pay a hefty ransom. Are Your Documents Vulnerable? Keeping your networks and documents safe is a full-time job. Recognizing and addressing data security threats both externally and internally requires diligence as well as the latest security protocols. Preventing attacks is always a better approach than trying to recover after a successful breach. Here are six tell-tale signs that something is amiss: An unusually high incidence of invalid password entries. Unusual changes in established permissions. Modifications to file and data access incidences. A large number of unusual error messages. Newly deleted and added users. User connectivity problems. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/03/2022 0

Should You Buy a Copier or a Multifunction Printer?

If you’re in the market for new office equipment, you may be wondering whether you should choose a copier or a multifunction printer. The boundaries aren’t aren’t clear between the two as they used to be, and they share similar functions. If you’re considering either one, or perhaps both, several factors come into play. Chief among them is the size of your office group, the performance you require to keep up with demand, and how much room you have available to accommodate your new devices. Multifunction Printer Benefits Most multifunction printers combine the capabilities of four different types of office equipment. The benefits here are pretty straightforward: Save office space by replacing four types of office equipment—copier, printer, scanner, and fax—with one streamlined device. Save the money you were spending on maintenance, consumables, and the energy required by four isolated technology islands. Streamline workflows by combining the functionality of four types of office equipment in one centralized location. Scan documents directly to existing workflows and folders, or send to colleagues via email or fax. Reduce your environmental footprint with built-in paper saving features like automatic duplexing. Copier Benefits Today’s copiers bear little resemblance to the single-function devices of the past. Many include the features found in multifunction printers, but on a much larger scale. For those businesses requiring greater speed and volume, along with professional-grade finishing capabilities, a full-sized, high-performance color or black and white laser copier may be the perfect fit. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/03/2022 0

Saving Money on Printing with Managed Print

Business printing can boast many hidden costs. Many businesses can’t pinpoint exactly how much they spend on printing, including equipment and supplies. Since these can be tricky costs to measure, implementing a managed print solution is an excellent way to get a handle on your print-related costs. Paying for Paper Out of all printing costs, paper can be the sneakiest. While the actual paper may be affordable, there are fees associated with maintenance, storage, shipping, and so on.  Organization experts assert that 50-70% of office space is solely dedicated to filing and storage of documentation. Additionally, many pages are printed unnecessarily and are disposed of quickly, wasting money and valuable resources (energy, ink, and paper). Plus, the associated costs of recycling wasted paper. The more money spent on printing and storage, the more savings are lost. Managed print services can help you get a handle on your print costs, including supplies, repairs, and maintenance. By assessing how much you are printing and exactly how much it costs your business, we can help you employ cost-cutting measures. Paperless, Pay for Less Many businesses are curious, yet skeptical about transitioning to a paperless system. Print and document management systems make it easy to transfer hard copy documents to searchable digital files. Keywords, search capabilities, and user-friendly storage options make this a smart business solution. Not only does a digital document system cut print costs, but it can also save money on physical storage requirements and fees. Use that empty file room for something else now! *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

08/03/2022 0

Stretch Your Budget with Refurbished Office Equipment

Taking advantage of new office equipment technologies is a good way to improve staff productivity. Aging equipment often doesn’t include the latest features, and too-frequent breakdowns can cause frustration and impede progress. The reality of budgetary constraints, however, can make it difficult to get the office equipment you need. Get the Best of Both Worlds Did you know there’s a practical way to get the latest in office equipment technologies without breaking the budget? From simple desktop printers to multifunction printers that can serve an entire team of knowledge workers, choosing refurbished equipment can help you meet your goals sooner than you thought. Take a Look at the Benefits If you’ve never considered the benefits of buying refurbished imaging equipment, you may be pleasantly surprised at what you learn. Stretch your budget. The most obvious, and perhaps most important, the benefit is cost savings. Your organization can save significantly by purchasing refurbished equipment rather than new ones. Get more features. Many organizations opt to cut out features to make their purchase fit within budget limitations. Buying refurbished equipment means you may be able to afford the luxury of a high-end device with the latest features. Plan for the future. Are you anticipating growth? Do you hope to add new staff members soon? Purchasing refurbished equipment may mean you can plan for those changes instead of settling for devices you’ll need to replace shortly. Improve sustainability. By purchasing certified refurbished office equipment, you’re helping to keep one more device out of recycling bins and landfills. A Trustworthy Option Refurbished office equipment is a far cry from simple “used” equipment purchased from another end user. Refurbished equipment undergoes rigorous testing and inspections to ensure that the device you receive will give you the reliable service you require. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/03/2022 0

The Basics of Maintaining Office Equipment

Maintaining your office equipment is a critical component of getting the most out of your investment. Keeping equipment running smoothly means that your workflows can continue uninterrupted, and your employees can complete projects on time and without any hiccups from machine malfunctions. Overall, office equipment maintenance is the difference between a productive, efficient office and a struggling office environment. Critical Information on Equipment and Maintenance The basics of office equipment maintenance are simple yet profound. Here are the key things you’ll want to consider and that will benefit your office when you have high-quality equipment and printing systems, simple on-site maintenance, and a reliable vendor partner. Your office will be consistently more productive due to efficient machines. You can extend the life of your office equipment and better leverage your machine investments. You can reduce expensive repairs and cut back on excessive supply overuse. Your office will function more efficiently and smoothly with reliable equipment that you know is maintained and managed. Learning how to keep your equipment up to date and working with a suitable vendor are the first two baseline strategies for getting the most for your money. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

04/03/2022 0

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