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Print Audit Managed Print Solutions can help you become paperless.

As a small business owner, you may not think of your company as an ideal candidate for a paperless office. While it’s true that adopting a new process can be challenging, the rewards, in this case, outweigh any temporary inconveniences. Paperless Benefits for SMBs Paperless processes are a perfect fit for small businesses. Let’s take a look at three benefits. Lower your costs. Does your idea of reducing costs include unpleasant visions of an office that’s too hot in the summer and too cold in the winter? Instead of making everyone miserable with austerity measures, why not try something your employees will enjoy? Paperless document management processes reduce the hassles connected with paper documents. Your employees will love a clutter-free, streamlined office and automated processes that make their tasks much easier to perform. And you won’t need to pay to print, copy, and store thousands of paper documents. Improve customer service. A paper-based office is hard-pressed to compete in today’s economy. Paperless office processes can help your company provide the superior customer service currently offered by online retail giants. Streamline the ordering process, automate billing, and provide the outstanding service today’s consumer has come to expect. Go green. Your customers are going green. Tap into paperless processes to show that you care about the planet as much as they do. What Are You Paying to Print? Before beginning a paperless journey, you’ll need a few document management tools to help you get there. Print Audit managed print solutions that track, measure, and reduce printing help small businesses find out where they stand and then begin correcting costly inefficiencies. Print Audit managed print software can bring some needed visibility into your current printing costs, help your employees choose digital solutions instead of printing, and reduce wasteful printing choices. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/10/2022 0

3 justifications for restricting access to desktop inkjet printers

Desktop personal printers are easy to acquire because of their low purchase price and off-the-shelf availability. But if you haven’t included them in your print-related expense reports, you should be. Because desktop printers have relatively insignificant sticker prices, businesses often overlook them and instead focus on large acquisitions like large multifunction copiers and laser printers. Here’s what those desktop units may really be costing your organization, and what steps you can take to correct print-related cost overruns. A Managed Print Approach A managed print assessment will begin with an inventory of your print devices and how you’re using them. Print Audit managed print software can provide details showing who is printing, and on which devices. The analysis will reveal if high-cost desktop printers are a source of printing inefficiencies and high volumes. Here’s how these single-function devices may be driving up your company’s print-related expenditures. 1. Expensive inkjet cartridges. Printer ink is so expensive that its per-gallon price can reach as high price. Even though you’re unlikely to use gallons, the cost is still very high. And since inkjet printers go through 300% more ink than laser printers, their TCO is comparably very high. 2. Convenience printing. Easy access to desktop printers often leads to convenience printing; users may not hesitate to print unnecessary documents when a printer is within arm’s reach. A jaunt across the office to a centralized multifunction printer isn’t quite as convenient, so users may think twice before selecting PRINT. 3. Security issues. Consumer-grade desktop printers may not have the multi-layer security protocols you need to keep hackers from accessing your network. A Print Audit managed print assessment will alert your team to these and other print-related security weaknesses. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/10/2022 0

Gains from Managed Print

Managed print services are a great way to take care of many of the problems associated with office printing. These services allow for management to have more control over the printing process as well as its security and the costs associated with it. Bringing Down Printing Costs When an office has managed print services, the costs often begin to decline. The monitoring system alerts management to the amount of printing that it is happening as well as who is actually doing that printing. Often, it’s found that things are being printed unnecessarily, and the amount of printing done in the office declines as a result. This drives down the cost of printing, with less need to buy more ink and paper. Better Data Security These days, every business is tasked with keeping their customer and employee data as safe as possible. While the data in computers is often secured, many people will forget about the data streams that go to and from the printers. With managed print services, those streams are made safer and more secure. They can also safeguard the printed materials after they’ve received the stream. The printed pages can be kept inside the printer as required, giving that data more security from anyone who walks by the machine. Printer Assessments In any given printer fleet, there are often a few machines that don’t work as well as the others. They are often older models that are kept around because they still work. However, those machines will not be as secure as today’s printer models. And, because they often have errors, they may need to be kept on longer than other machines to get them to print. It’s not uncommon for an older printer to print out a few duds before it prints the file correctly. All of this increases the cost of operating these machines. With managed print services, the machines are all assessed so that machines like that can be taken out of the fleet. The ones that remain are more energy-efficient, work faster and won’t create the many errors that the older ones do. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/10/2022 0

The Advantages of Managed Print in the School System

There are so many costs associated with running a school that it can be challenging to keep track of them all. When it’s time for a school to cut its costs, the cost of printing should be considered among the viable budget options. Printing costs may seem to be fixed, but they can be lowered through the use of managed print services. Monitoring Print Usage When there is no monitoring of the printing going on within a school, more printing will happen than is needed. When it’s left unchecked, completely unnecessary printing is extremely common. Teachers will often print out many copies of things when not as many are needed, and they may do print large runs of many items that end up not being used at all. With managed print services, print monitoring discourages the overuse of the printer. Stocking the Printers Often, much of the expense of printing is for the supplies that printers require. Ink, toner, and the appropriate paper all have to be replaced much faster when there’s more printing going on. But by lowering the amount of printing that happens, the school also lower its cost for printer supplies. And, this helps to reduce waste materials as well. The Printer Assessment Using older equipment for as long as it will work is often seen as a cost-saving measure. However, older printers use more power and often deliver lower-quality pages. They also generate far more heat than current printers, requiring more use of air-conditioning. During the initial printer fleet assessment, the efficacy of each printer is assessed, and recommendations are made for getting rid of older printers that will add to your printing costs. This lowers the amount of power needed to run the printers, and it often means that printing all done be done faster by the newer machines in the fleet, increasing productivity at the school. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/10/2022 0

Your printer can be protected by managed print services.

Ever since computers first came into existence, they have been vulnerable to being hacked. Many people do not realize that printers are actually one of the most vulnerable parts of an office. Modern printers have touch screens, use the internet, and can be programmed to do amazing things. Sadly, these smart features also make the printer vulnerable to being hacked. This means that private information is at risk even when it is sent back and forth across printers. To make sure that a business’s cybersecurity is protected, it is important to rely on managed print services to protect printers from harm. How Can Managed Print Services Protect a Printer? There are a few ways that managed print services can protect printers from being hacked. Hackers will frequently use malware to take over a printer, controlling what it puts out and what it can communicate with. A reliable printer services company will employ a few tactics to protect printers from harm, including: Secure Passwords: Many printers come with default passwords; however, these are not very secure. A reliable print services company will update these default passwords with new, strong passwords. This will reduce the frequency of hacking attempts and improve the cybersecurity of a business. Update Features: Technology is advancing quickly and it is important for companies to make sure their features are up to date. Many businesses experience data breaches periodically and this exposes the company to serious harm. To prevent this from happening, managed print services will make sure that all features are up to date, preventing the company’s printers from being hacked. Train Employees: Finally, the experts with managed print services will also make sure that the company’s employees have been trained to identify issues with printers and patch them accordingly. By training employees to take care of the printers, the chances of a serious data breach taking place will be reduced. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

04/10/2022 0

Managed Print = Better Cyber Security

Printers are unfortunately very susceptible to cyber-attacks and malicious malware. Luckily, managed print can introduce a multi-layered print security strategy to your office and help protect your data, clients, and employees. Print infrastructure can be a major target for attacks, hacks, and breaches because it is often overlooked as a sensitive and vulnerable data source. However, managed print can protect your print environment and your entire business from a big security breach. How Managed Print Helps Managed print has a significant impact on print security. First of all, managed print is proactive and comprehensive fleet management. That means that the service’s primary function is to seek out potential problems or issues and address them before they impact your entire business. This also applies to security – your managed print services can stay ahead of print security issues by applying intensive oversight to your print data and environment. Here’s a breakdown of the most important ways that managed print addresses cybersecurity: Secure print infrastructure Print fleet security policy Ongoing monitoring and oversight Print policy and education Comprehensive security analysis Change Your Security Landscape Shifting your print security landscape to be proactive, carefully monitored, and ahead of changing technology and risks is critical to keeping your business and employees on track. As organizations worldwide move quickly toward becoming more digital, a secure print infrastructure is key in providing the right technology, education, and information to your teams. All organizations must focus more than ever on information security, and investing in managed print services is your first step. Stay Ahead of Hackers Managed print is critical for print security and protecting your business data. Managed print starts with the right vendor *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

04/10/2022 0

Photocopier Maintenance Checklist

There is a myriad of ways to keep your photocopier in excellent condition. Excellent condition entails your copy machine performing necessary tasks at an optimum level. Doing this involves proper attention to detail. Here’s a simple checklist on how to keep your photocopier in excellent condition: Turn off your copier before cleaning it to prevent any electrical accidents. Failure to do this could negatively affect you and the copier. Use the most suitable paper and toner for your machine. High-quality paper will always equal less dust, and I’m sure we already know that dust disrupts the proper functioning of a copier. Keep your copier in a well-ventilated area. Whether it is by natural or mechanical means, If not, the levels of ozone could build up to dangerous levels. Even better, the photocopier should be in a dedicated room of its own. Clean your copy machine correctly. Clear any paper jams. Clean your toner and rollers with a damp cloth. There are bound to be dust particles here, and failure to do so can cause paper jams. For further clarification on what to use in cleaning them, consult your manual. Regularly replace the drum units. You shouldn’t wait until the drums wear before replacing them. Replace your toner. Invest in a copier maintenance contract. Think about how important having health insurance is. That’s how necessary a maintenance contract is for your copier. A maintenance contract covers the cost of hiring a technician to make repairs. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

03/10/2022 0

How Do You Clean A Photocopier Machine?

We’ve talked about how important it is to clean your copying machine. It generally ensures optimum performance by clearing paper jams, for instance. Now it’s time to talk about how to clean a photocopier machine the right way.   You must first turn off and unplug your copier to prevent electrical accidents from happening to you and the machine. Then, use a cleaner containing alcohol, or you could use a wipe. The cleaner must be free of ammonia or bleach.   Next, slightly dampen a clean cloth with the cleaning solution. To avoid machine complications, you do not want to pour too many liquids on the wiping cloth.   Carefully wipe the exterior parts with the wiping cloth while ensuring that liquid doesn’t enter any openings around the buttons. Leave the surface of the copier to dry, then plug the device. Afterwards, wash your hands. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

03/10/2022 0

The Birth of Photocopier.

Chester Carlson, who worked in a patent office some decades ago, found it exhausting and time consuming to produce multiple copies of a single document. He no longer wanted to utilise carbon paper or other manual duplicating machines. He tried to think of ways to shorten the document copying process because it was an important aspect of his job. This is where the concept of photocopying originated. Then, in 1938, he was able to create the first duplicate with the assistance of his assistant Otto Kornei. This cleared the door for Xerography, one of the greatest inventions of the twentieth century. However, Carlson’s invention didn’t take off right then and there. It took 10 years before a company, the Haloid Company (now known as Xerox), agreed to develop it. During this period, photocopying was called electrophotography. The initial process was crude using a zinc plate, sulphur and a bright light source. Over the years, the process was improved and the rise of the photocopying industry began. According to records, what catapulted xerography to the world stage is the 914. Released in 1958, the 914 was the very first push button copy machine. This commercial photocopier raked in millions in sales and turned Xerox into a very profitable company. The phenomenal success of Xerox and the growing demand for photocopying machines and services paved the way for competitors and new products. In 1985, Canon became the world’s top photocopier company and eventually released the first-ever colour copier. Nowadays, photocopiers are essential in many offices. In fact, they’re considered one of the heavily used office machines. Also, other copier brands have emerged aside from Xerox and Canon. Most importantly, the selection of photocopying machines available in the market these days is vast – black and white to coloured, dedicated types to multifunction copiers, etc. According to experts, innovations in this field won’t stop any time soon, especially since the demand for copy machines is still high. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

30/09/2022 0

Why are my printer’s ink smudges on the paper?

It can be really frustrating to have ink smudges and streaks all over your printed report or project. Many customers observed that inkjet printers and even laser printers occasionally left blemishes on their print output. Let’s go over all of the possible reasons why your printer is leaving smudges on the paper below. We’ll also go through the best solutions for each, so you know exactly what to do to keep the ink from smearing. What Causes Smudges When Printing? Black lines and smudges on your document may indicate that your printer is dirty. Dirt, dust, or toner accumulated on the rollers or transfer belt can cause smears and smudges on the paper as it goes through the paper. Cleaning your printer, especially its rollers, is one of the possible solutions to fix black marks on paper. A leaky or faulty ink cartridge may be behind the black marks on your document as well. Ink Cartridge Problems One of the most common reasons why ink smudges or even faded prints occur is defective ink or toner cartridges. Try and check your ink cartridges if they are all still in good condition. Make sure that the ink has not yet dried up and is free from dirt and residue build-up. It’s also important to note that not all compatible and remanufactured ink cartridges are top-quality. Some are inferior in quality as well, so make sure to shop from a trusted source. Faulty Fuser For LaserJet printers, the fuser generates the heat required to print the toner in the paper. If it fails to create the necessary printing temperature, the printout will look like when you use the wrong toner on your printer. A faulty fuser is mainly due to mechanical issues like damaged components. Inappropriate Paper If you’re using an HP Color LaserJet Pro or any other LaserJet printer, a paper that’s too smooth or thick or something with a heavy surface texture, it can affect the print output. If the paper is too thick, it may not be able to move smoothly enough for the toner to print properly. The same goes if it’s too smooth or heavily textured. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

30/09/2022 0

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