Month: November 2023

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Nine Tips for Preventative Maintenance on Copiers

Keeping your copier in working condition is a necessity for maintaining a stable workflow. Because of that, preventative maintenance can help keep your copier working as intended for a long time to come. Below are nine helpful tips that can aid you in maintaining your copier’s condition. Start the Copier Early As a rule of thumb, booting up the copier at the beginning of the day before it is needed can help avoid extra wear and tear. Starting early allows the device to properly warm up before being used. Think of it like an athlete who needs to warm up before heading onto the field. Perhaps not warming up might not cause damage early on, but as the copier ages, wear and tear will accumulate. Giving it a chance to warm up before heavy use can help alleviate that to some extent. Modern copiers usually have an option to start up when you walk by them for this reason. Use Quality Toner and Paper Like most machinery, using quality parts and supplies goes a long way in maintaining the longevity of the device. For copiers in particular, using quality toner and paper is key. Although purchasing cheaper products may save a few dollars in the short-term, using good toner and paper can help a copier work as intended for much longer than when using alternative supplies. Many copier providers will provide optimal toner as part of a service and supply agreement. Taking advantage of that can alleviate cost concerns without sacrificing toner quality. Clean the Slit Glass Regularly One of the most common issues with copier usage is streaks on copies. How can you fix streaks on copies? Most of the time, cleaning the slit glass should do the trick. If you need more information on how to clean the slit glass on Kyocera devices. Request Scheduled Cleaning Along similar lines as streaks on copies, you may have issues with blotchy or faded prints. One of the best ways to fix these issues is by cleaning the device. In cases where you expect to print a large number of documents, requesting a device cleaning with your copier repair provider before or after can increase the lifespan of your copier. In some cases of faded prints, the toner cartridge may be old, but it is best practice to contact a copier repair provider for assistance when such printing issues occur. Only Contact Qualified Technicians When your copier requires service, always call a qualified technician. Many copier providers can provide service as part of a service and supply agreement without requiring extra charges. If you have an agreement with a copier provider, always call them for service instead of reaching out to third party technicians. If you are in need of service on a copier but do not have an agreement with another copier provider, American Office Solutions would be happy to discuss options. The service technicians working alongside AOS have years of experience and numerous official qualifications under their belts. Check the Waste Toner Another important aspect of preventative maintenance is checking the waste toner cartridge levels on a regular basis. Although a full waste toner will not cause extra damage, it can affect workflow. Ensuring you have an extra waste toner cartridge on hand at all times can help avoid workflow interruptions. If you need more information on waste toner, click here. Load Paper Carefully Although it may seem simple, loading paper into the paper trays carefully is important for avoiding excessive paper jams. Haphazardly tossing stacks of paper into the trays may leave gaps that can lead to excessive paper jams that may interrupt workflow. Always make sure paper is placed into the trays neatly and snugly and fan the paper as necessary. Let the Copier Rest Allowing your copier to rest from time to time is another great way to increase the longevity of your copier. Much like a car, leaving the device running 24/7 can lead to extra wear and tear, though to a lesser extent. A good practice would be to occasionally shut the copier off during a weekend or holiday. Handle the Copier Gently While it may seem simple, handling your copier with care is one of the most important aspects of ensuring the working condition of the device. For example, setting a coffee mug on top of a printer or copier or hitting the device are both bad practice that can potentially cause irreversible damage. No matter what it is, treating any object with care is important for longevity’s sake, and printers and copiers are no different. Also, purposely damaging company property is a bad idea no matter when or where. The Final Say: Take Care of Your Copier, and It Will Take Care of You The nine tips mentioned above should allow you to maintain the working order of your copier for a long time to come. However, no matter how well you take care of your device, all printers and copiers have a shelf life. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/11/2023 0

How Many Pages Per Minute (PPM) Is the Right Speed for Your Office Copier?

Every business has different printing needs. Some businesses might require thousands of copies in a single day while others might not print as much in an entire year. Because of the vast differences in printing or copying needs, choosing a multifunction printer (MFP) with the most fitting printing speed is imperative for maximizing workflow. Available Copier Speed Options Printing speed works on the standard basis of Pages Per Minute, or PPM. Determining what level of PPM works best for your office can help you make the best choice in copier. Most multifunction printers have a set of standard printing speeds with separate model numbers to identify them. Oftentimes, model numbers actually contain the printing speed of the device within. One such case is the TASKalfa 4004i having a 40 PPM printing speed as identified by the first two numbers of the device. These measures of printing speed remain similar even across companies with only occasional slight differences. What Copier Speed Is Best For Your Office? Since there are a wide array of printing speed options, how can you find the best copier to fit your printing needs? Usually, when you contact a copier provider to ask for quotes on a multifunction printer, the sales representative will ask how many prints and copies your business uses on an average monthly basis. This is often referred to as an Average Monthly Volume. Having this information on hand when you start shopping for a new copier or upgrade of an already-owned copier is vital for the provider to most accurately support your printing needs. On the lower side of average monthly volume would be businesses printing less than 3,000 pages per month. In such cases, a 25 PPM can handle the load despite being the lowest available printing speed. Once the printing load goes beyond that, an upgrade to a 35 PPM copier would be recommended. A 35 PPM copier can respectably handle up to 10,000 average monthly prints, but at that point, faster options may fit your office needs better. On the middle of the spectrum for printing speed needs, businesses that print more than 10,000 pages each month will need a multifunction printer capable of 40 Pages Per Minute at the very least. This printing speed will need to increase as the average monthly volume approaches the 30,000 mark. At that point, a 50 PPM copier will most likely be needed in order to keep up with the high usage. From there, we start reaching the higher end of 40,000 average monthly prints and beyond. The best copier speed to keep pace with 40,000 monthly prints or copies is a 60 PPM copier. This speed of copier should suffice for most larger businesses. For businesses requiring upwards of 50,000-100,000 documents to be printed every month, an even faster multifunction printer may be necessary. A copier sales professional can ascertain the specific needs of your print environment and recomend the devices that will meet your workflow. The Final Say: Seek Out the Best Copier For Your Needs Although the above standards fit as a general rule, there are always exceptions. For example, some businesses may require a massive number of printed documents in a single week, yet print almost nothing for the rest of month. In such cases where there is fluctuation, we would take an average of multiple months copy volume to determine print speed. On the other hand, a company printing a steady number in the low thousands every week may only need a relatively slower 35 PPM copier to keep pace with their printing needs. In the end, seeking advice from your local copier provider can lead you to the best options for any unusual needs you may have. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/11/2023 0

Is It Time To Change From Analog Fax to Cloud Fax?

As years pass, technology continuously evolves. Changes to the devices that businesses use every day in the office can prompt a need for switching over to a new device or system. The consequent transitional period of such situations can often be clunky but bring great benefits in the long run. A current major transitional period that will greatly affect numerous businesses and organizations in the near future concerns the POTS (Plain Old Telephone Service) Copper Lines that are used for Analog Faxing. According to an announcement made by the FCC, traditional analog copper POTS (Plain Old Telephone Service) lines will begin being phased out by August 2022. These old copper-based lines that support the current ecosystem of faxing will see a huge increase in costs, causing increased costs in maintaining the current fax lines. Now is the best time to change over to an E-Faxing solution, and here’s why. What Is Analog Fax? The current definition of a fax is: an image of a document made by electronic scanning and transmitted as data by telecommunication links. Analog Faxes specifically use a phone line to send or receive one fax at a time to one location. In other words, Analog Faxing requires the use of both a fax machine and a dedicated phone line to send faxes. Do Businesses Still Use Analog Fax? Some businesses that have already switched over might wonder if others still use Analog Faxing. Short answer? Yes. There are numerous businesses and organizations that still utilize Analog Faxing. In fact, Healthcare, Legal, Government, and some similar fields still utilize it on a large scale. Why Would a Business Still Use Analog Fax? There are a few reasons why these businesses or organizations might have chosen not to make the transition to E-Faxing. “Network Effect” – The so-called “Network Effect” is one of the biggest reasons why many have chosen to keep the old Analog Fax method. Network Effect  refers to the phenomenon of continuing with a certain product or technology because others are still using it. Isolation from the Internet – Some organizations choose to keep using Analog Fax due to their concern for security issues of having anything connected to the internet. Even then, these faxes separated from the internet still have a possibility of interception. Familiarity – Many choose to keep Analog Fax simply because it is what they are accustomed to. What Is Cloud Faxing (E-Faxing)? As opposed to using an analog phone line like Analog Faxing does, Cloud Faxing, otherwise called E-Faxing or Digital Faxing, sends faxes by use of a secure email program or web portal. Cloud Faxing allows faxes to be sent electronically without extra hassle. The Pros Of Analog Faxing Security – Ability to send a fax detached from the internet, leading to a secure form of document transfer by removing the possibility of internet-based interference. Return Confirmations – Stability of return receipts when the recipient receives the fax The Cons Of Analog Faxing Extra Costs and Fees – A device with dedicated fax capability can have a large associated cost on top of the cost of the phone line. A fax attachment to your copier would be required, increasing the cost of your device. In addition the cost of the designated phone line can add a hefty sum, long distance charges also add potential unforeseen costs. The Pros Of Cloud Faxing Security – Cloud Faxing services utilize strong inbuilt security protection in their email or web portal programs. As an example, eGoldFax, a reputable cloud faxing service, utilizes TLS 1.2 encryption to maximize security. This encryption allows for secure transfer of information across the network. Thanks to a PCI-DSS certification that requires a high standard of security, eGoldFax and similar cloud faxing services can help businesses such as healthcare meet the stringent requirements of HIPAA, PCI, GDPR, or FERPA compliance. Cost Savings – No extra fax attachment or phone line is required on your copier. Efficient Workflow – Thanks to the streamlined approach unique to Cloud Faxing, many of the extra steps required for Analog Faxing can be skipped. Instead, employees using a Cloud Fax solution can send faxes directly from their computer, laptop or other device using an email client. The Cons Of Cloud Faxing Overall, it is hard to nitpick any issues with Cloud Faxing due to how inexpensive it is and how it helps speed up the workflow in your office. Should You Switch to Cloud Faxing? If your business or organization has yet to make the transition to E-Faxing, now is the best time to make the change. The recent developments concerning the traditional copper lines have almost necessitated the need to make a change. When making the transition to E-Faxing, GoldFax is a solid choice. Their service utilizes strong encryption and advanced technology to provide a secure and dependable E-Faxing application. The service is easy to use and can seamlessly transition into any workplace. The Final Say: eFaxing Is the Future of Faxing *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/11/2023 0

How To Choose the Right All-In-One Printer for Your Business Needs

The right printer for your business depends on two things: your budget, and your printing needs. The first question to ask yourself is to find a local authorized copier dealer to discuss your specific needs. They will be a helpful resource whether you intend to lease your all-in-one printer or purchase one outright. Buying vs. Leasing Commercial grade MFPs offer dozens of features and for small and medium businesses, it’s often more cost-effective to lease their printers. This is because leasing programs are flexible deals that offer additional benefits. This means lower upfront costs and flexible payment terms. And your business will always have access to the latest technology. Features To Look For When you’re choosing your next all-in-one office printer, consider the following points: Current print volume Print quality Connectivity/wi-fi Types of jobs you need to print In addition, consider the printer’s connectivity options. Many printers use a USB-B connection as standard. However, in a modern office, you often need multiple users to have access. Consider a solution that includes wireless printing capability. Another capability to include would be mobile printing scanning using your smart phone or tablet. If you scan multiple documents dual sided scanning capabilities the way to go. This allows users to print double-sided documents all in one scan without manually flipping each page. Duplex scanning allows for double-sided scanning in a single pass. Another reason to consider a new device is because they come with robust security features and settings to safeguard your print environment. Cover Your Office Needs Whether it’s for contracts, resumes, flyers – or invitations to the monthly pizza party – your business still uses the printer every day. Make sure you’re using the right one. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/11/2023 0

What Is A Printer, Scanner, Copier, Fax Machine All In One

4.4 million pages are printed every minute – and an estimated 2.3 pages will be printed by businesses in 2025, that’s not even counting home office or home printers. Even though we’re working with more documents than ever before, printing isn’t going anywhere. And the less time employees spend waiting around for their documents, the better. Keep reading to learn all about the all-in-one multifunction printers. The All-In-One Printer: A Modern Office Necessity The modern business world might look digital, but good ol’ print documents aren’t going anywhere. Scanning, faxing, copying, and printing are necessary for modern offices. As businesses incorporate smart and cloud-based technologies, it’s still important to retain and work with physical copies of documents. Also referred to as a multi-function printer (MFP), all-in-one copier, or all-in-one scanner, all-in-one printers handle lots of tasks related to physical documents. Advanced models fold, organize, and staple to cut down time and modern laser printers can spew out dozens of documents each minute. Understanding the Functions Compared with your typical, retail store printer, MFPs offer a lot of benefits for businesses looking to improve efficiency. Print, copy, scan and fax is essential for any office. It allows businesses to create physical copies of important documents. Signed contracts, invoices, and notarized files are vital elements of business. Whether you’re a small business or do high volume and need high speed capacity there is an option for you and your business. A scanner captures images and text and converts them into digital files. It acts as the go-between for physical and digital documents. Modern MFPs offer direct-to-email scanning that lets users send scanned files to a predetermined inbox easily. The copier function lets users make duplicates of physical documents. This is handy for businesses that need to distribute multiple copies of documents. Training materials, sales reports, hiring packets and meeting agendas are all common. And – while not as popular as in the late ’90s, fax machines can still be handy for businesses that need to send and receive signed documents without relying on email or physical mail. Another option for modern offices is an e-faxing cloud solution. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/11/2023 0

Should I Get My Copy Machine Repaired

If you’ve ever faced the frustration of a broken copier, you might have wondered about the possibility of getting it fixed. Fortunately, repair services are available to address these issues. Here, you can learn why one-time copy machine repair can be cost-prohibitive. We will also explore the benefits of copier support agreements. For most, these are a more economical and comprehensive solution. The Cost of One-Time Copy Machine Repair A one-time copier repair can result in significant expenses. Typically, a diagnostic fee of RM250 or more is charged upfront. You must also pay for the parts and labor required for the repair. These cumulative costs can quickly become burdensome. This is especially true if you have a limited budget. The Advantages of Copier Support Agreements You will see several benefits when choosing a reputable service provider for a copier support agreement. Some of the benefits include the following: Cost-Effective Solution Copier support agreements provide a cost-effective alternative to one-time-break-fix repairs. A support agreement could have monthly fees as low as RM 90. These agreements cover toner, maintenance, and repair costs. Comprehensive Support Unlike individual repairs, copier support agreements encompass a range of services. These include things like: Regular maintenance Supply replenishment (toner, maintenance kits, etc.) Access to necessary parts Access to skilled labor Unlimited training For most businesses, these benefits more than makeup for the cost. Budget Predictability By opting for a copier support agreement, you can avoid the unpredictable expenses of one-time repairs. The fixed monthly fee allows for better budget planning. It can also minimize unexpected financial burdens. The Importance of Copy Machine Maintenance Regular maintenance is crucial in keeping your copy machine in optimal working condition. Like any other machine, copy machines require proper care and attention. This helps to ensure longevity and reliable performance. Here are some essential maintenance tasks to consider: Have your Device Maintained by a Manufacturer Certified Technician This includes things such as: Using OEM ink or toner cartridges Complete Necessary Maintenance as indicated Cleaning the slit glass as necessary By following these guidelines, your copy machine will work properly. Professional Maintenance A support agreement includes periodic maintenance. This allows you to identify potential issues or areas of concern. Skilled technicians can provide valuable insights and address minor problems before they escalate into major repairs. Included in the support agreement the provider stocks your maintenance kits and parts. Signing up for an MFP Support Agreement If you own a copy machine for your workplace, school, or home, an MFP (Multifunction Printer) Support Agreement is worth considering. This agreement ensures that your copy machine receives regular maintenance, immediate repairs whenever necessary, and auto shipment of toner. Getting Your Copy Machine Repaired Once you have identified a copy machine repair service, the process typically involves the following steps: Contact the service provider On-site assessment Repair timeframe The technician will let you know the extent of the repair or service and how long it will take. How to Get the Most Out of Copy Machine Repair While getting a one-time copy machine repair can be costly, there is an alternative solution that offers comprehensive support at a lower price—copier support agreements. By signing up for these agreements, you can access regular maintenance, necessary parts, toner shipments to your door, skilled labor, and other valuable benefits. Furthermore, prioritizing copy machine maintenance through simple tasks can minimize the likelihood of breakdowns and extend the machine’s lifespan. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

03/11/2023 0

Should I Get a Refurbished Copier

It’s more important than ever for organizations to have efficient copiers that go the extra mile. An inefficient print environment can cost you lots of time and money in the long run. What’s the best solution to keep your print costs low? Should you look into buying a refurbished copier or opt for a managed print agreement instead? Here’s what you need to know. What Is a Refurbished Copier? A refurbished copier is a copier that has been rebuilt or restored after use. Similar to purchasing a used car, there’s a number of copies on the “odometer” as well as it being unknown as to the maintenance and repair history. Despite being a number of years old, refurbished devices have been inspected to ensure they are in working order. Lots of people are attracted to refurbished copiers due to the impression of a low price point. Compared to new copiers, refurbished models are considerably cheaper. While it may be true that a used device may seem more inexpensive the cost of operation on an older device is usually more than on a new device. After a certain age, the manufacturer no longer supports the device so after market parts and supplies are the only options thus raising the cost. What is a Managed Print Service Agreement A managed print services (MPS) agreement is a support agreement for a new or refurbished device that provides toner, maintenance kits, parts, labor and all support for a low monthly cost. This takes the hassle from the organization and with a quick call or email the copier provider takes care of everything on your behalf. The service contract not only takes the frustration and high cost from trying to maintain your own devices, but also provides workflow efficiencies with little to no downtime. Which is Better, New or Used?  While refurbished copiers may have their place depending on your needs, it’s generally beneficial to lease a new device and take full advantage of the lowest cost of operation that the new technology provides. Being on a regular lease refresh cycle allows you to take advantage of all the benefits of newer technology including the lowest cost per copy. A refurbished device from a reputable source with an MPS contract may be a good option if you have low print volume without a demanding print environment. Be aware that the cost per copy is usually higher with the older equipment as the cost to support increases with the age of the device. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

02/11/2023 0

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