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3 Ways To Maintain The Functionality Of Your Office Copier

OFFICE COPIERS REQUIRE (A LITTLE) MAINTENANCE: If the copier hasn’t been used in several days, such as over the weekend, it’s a good idea to run a few test prints before utilising it heavily. Before the day begins, replace old paper with a new stack and check for any jams. When kept idle for an extended period of time, most copiers will enter sleep mode and initiate a calibration mode when restarted. Please be patient. The machine is doing this for a reason, and repeatedly pushing the copy button will not speed up this critical operation. CRAPPY PAPER WILL HARM YOUR COPIER Many people leave copiers stuffed to the gills. Always check the paper capacity, which is usually indicated by a fill level line on the inside of the paper tray. Never go above or below this line. Have you heard that fanning the stack from one corner can help put some air between the pages? It’s an urban legend, to be sure. Different paper weights may also affect the number of sheets you can load (thicker paper = fewer sheets). Keep the paper itself in a dry, clean, and organised place until it’s time to use it. Crinkled paper can cause the copier to jam, and humidity can cause the paper to ripple and curl, resulting in poor print quality. YOU CAN ALSO DESTRUCT YOUR COPIER You, indeed. Use caution when operating the machine. There are two methods for repairing a copier. While your first instinct may be to tear open the drawers and dive in to find the source of a paper jam, always follow the screen prompts on the display panel for clearing a jam. Open “the guts” with caution, as a paper jam is simply a backup of paper that could result in a single or multiple pages being partially engaged between two sections of the machine. If you open the components too quickly, parts of your paper may tear, making retrieval impossible without the tools and expertise of a service technician. Also, remember to unplug the machine first. It’s not easy to get an electric shock while trying to clear a paper jam in a copier machine, but it’s happened before. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

26/07/2022 0

4 Proven Ways to Make Excellent Photocopies

Make the Originals Once you’ve decided to copy something, you should do everything you can to keep the original copy in good condition. Originals that are well cared for always make the best copies, so keep your original in good condition. To maintain a fresh, high-quality appearance, print the originals on heavyweight paper using an inkjet or laser printer whenever possible. If the original is folded or creased, try to remove these as soon as possible. If you try to copy a folded or creased original, the copies will be less clear. Remove any staples or tape as smooth paper feeds through the copy machine much better. Clean the Machine Before you begin copying, wipe down the glass to remove any foreign objects or dirt that may have an effect on your copies. The glass should be cleaned with glass cleaner before being dried with a lint-free cloth. Avoid touching the glass with your finger tips to help keep the machine clean in the future. You should also exercise caution when using sticky notes because the sticky residue can attract dirt, which can damage the machine or harm the original you are attempting to replicate. Use High-Quality Copy Paper You should first decide what weight of paper you want to use. Standard weight is cost-effective and compatible with high-speed copiers. Mid weight paper, which is slightly heavier and suitable for double-sided copies, can be used in copiers and inkjet or laser printers. Heavy weight paper has a smooth finish, but it can slow down copy machines. You can greatly improve the copy clarity by printing the original on heavy weight paper. Set up the Copier The following are the steps you should take to prepare the machine: Turn on the machine by pressing the start button. Arrange your copy sheets on top of one another. Align them with two hands, making sure there are no folded edges or sheets out of place. Place the blank sheets in the paper tray and prepare to copy. Select the machine’s copy feature. If you want text and images to stand out from the background, adjust the contrast. This will improve the clarity and readability of the copies. Select the lightness or darkness. Color photos must be converted to black and white, or they must be lightened. To make light text, colours, or pencil drawings stand out, they must be darkened. First, make a test copy. When prompted to enter a quantity, enter ‘1’ first. This way, you can inspect the outcome to see if you are satisfied with the quality. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/07/2022 0

How to Maximize the Use of Your Copy Machine

You Should Know About Copiers Printers and copiers are high-priced office supplies. When you buy them, you want the best features that will last a long time. A copy machine must run smoothly so that you do not waste time at work waiting for your copies to be ready. In an office, many people use the same copy machine, so it must be fast and efficient. When it comes to copy machine features, the most basic models should be able to print a high volume of copies and documents. They will also give you the option of printing in black and white or full colour.You should be able to adjust the percentage increment or select the paper size to increase the size of the document you want to print. Many copy machines can also scan documents and convert them to PDF files. If you have a multi-page document, a copy machine can print it on both sides, saving you paper. If you don’t want to print every single page of a document, you can select specific page numbers to print. Some copiers can also fax documents, eliminating the need for a separate fax machine.Some basic copy machines can also be used to create a brochure or punch holes in documents. Technology has advanced at a breakneck pace. There are numerous smart copy machines on the market today, each with a unique set of copier features. Instead of printing the entire page, you can now copy a portion of it. It will scan the page and allow you to select which sections to copy. In addition to saving documents as PDF files, you can also save them as Microsoft files. You can also use a copier to send emails by directly entering the email address into the machine. For added security, modern copiers are encrypted. They can encrypt sensitive documents while they are saved on your network. Some copiers can print directly from your smartphone or tablet. You’ll be able to print directly with a few taps if you have the software or app installed on your other devices. The modern copier also performs its own maintenance. If you run out of toner, your copier can contact your suppliers directly to order more. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

22/07/2022 0

The Case for Managed Print

Managed print is a comprehensive office management tool that will boost your business into a productivity realm you haven’t seen before. Okay, that may sound like quite the claim, but it’s true. Read on to learn why. Building Business and Productivity Establishing strong business practices that promote efficiency, productivity, and streamlined workflows are easy when you set up the right systems for your office. Managed print does precisely that, while saving money and time for everyone on your team. How does it work? It starts with service and taking the time-consuming troubleshooting off the hands of office administrative staff. Then, it goes on with savings on supplies, excessive print, and overall waste. Next, you can find data and print audits supporting helpful print policies. Finally, tie it all together with a regular, monthly print budget that you can plan for and manage with your vendor as necessary. It’s that simple, so maybe it is the major efficiency solution you need. Where to Start Starting with managed print means working with a vendor that you can trust. Then, you’ll look at key printing processes in your office, like volume and departments. Bring that information together with vendor solutions for print, and you’ll find savings and increased productivity like never before. Addressing print issues really is the first step to an efficient office. That’s quite the case for managed print, right? *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

15/07/2022 0

Get Started with Document Management

Your office and employees are probably more than ready to get back in the groove as they head back to work. There are many ways to create a better office environment for everyone to come back to, but the most notable is setting your digital office up for success. What’s the best way to do that? With document management systems from a trusted vendor. Document management will help you streamline your digital workflows, organize your files in the cloud, and set up collaboration and communication workflows that optimize your in-office or work from anywhere office operations. Kick Start Business Jump back into business with digital organization and new ways to enhance security and collaboration across your company. Digital document management will help you streamline workflows and hard copy to digital files, organize your file storage, save money on supplies, and increase security and remote access. It’s a win for everyone in the office and for any adjusted work from home solutions you might be implementing as well. Integrate Office Solutions Office solutions are critical to success in today’s ever-changing work world, and digital answers are your first step to create workflows that really work with your employees, instead of against their productivity. Document management will boost security, efficiency, collaboration across teams, and client communication—time to build your digital office space and get back to it. Start Today Document management is the digital solution to organization, collaboration, and security. If you’re wondering what the next step is for managing your workplace in the digital sphere, document management is what you need. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/07/2022 0

Manage Print Costs with Comprehensive Oversight

Here’s an important business manager question: Are you sure that your company is responsibly managing print? It’s okay if you’re not sure – most businesses are not aware that up to 3% of their operating costs could be going to their print environment. That’s a huge chunk! If you’re not totally sure that your print has the proper oversight, or if you’re curious about what else you could do to cut costs, managed print services are a great consideration. Managed Print Services Get Costs Under Control How does managed print get your costs under control? Starting with data, managed print will evaluate your current print environment to find efficiencies The vendor will make recommendations for print policy changes and oversight Managed print services will also coordinate supply ordering, maintenance, and other print issues Then, your print environment will have a reliable supply chain, budget, and functioning policy Start with a Print Audit A little more on that initial step – the print audit. This is where your vendor can help you save the most money. The print audit will analyze who is printing what and how much is being printed. Then, you can see if it makes sense with your print strategy or make changes to policy or print fleet to better managed the overall print operations in your company. Starting with data means decisions are made for the right reasons with managed print services. Revamp Your Print Environment If you’re decided that it’s time to get your print costs under control, have a budget that you can predict, and ensure that your office is being smart and sustainable about printing, it’s time to discuss managed print services *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/07/2022 0

3 Key Questions for Selecting Document Solutions

What are your business goals for 2021? Have you made progress toward those goals? It’s hard to stay focused as the year progresses, and especially with so much uncertainty. However, if you have goals like organizing your files, going digital, or streamlining workflow systems, it can be much easier than you think to make major changes. The first stop is document solutions, like document management. How can the service help you? If you’re interested in converting data to digital documents, establishing organized systems, and elevating collaboration and communication, considering document solutions will be a great idea for your business strategy. Get What You Need First, you want to ensure you get what you need. Do you want to have your data available from anywhere? Increase security? Reduce hard copy storage? Talk to a vendor to get some easy answers that will direct your system going forward. What to Ask the Vendor Then, as you decide on document solutions, here are the critical questions to ask your vendor partner. How can we integrate this into our systems and current technology? Make sure that any solution will integrate with your network and your current systems. You can learn a new workflow, but document solutions should improve workflows, so make sure it’s compatible with your operations and network. Will this help us meet our goals? If your goals are organization, business growth, advanced systems, updated technology, and mobility, document management is a good answer. To get more specific reasons why it can help you reach your goals, be sure to ask your vendor. How can we address change management? As you implement any new system in your office, you’ll have to address change management. A good vendor will have a process that works for everyone – and integrates change – and will provide essential support. Get the details before you start. Next Steps for Document Solutions So, how to implement the document solutions now that you’re ready to get a document service and know what to ask to ensure your business is well served? Just talk to the professionals vendor for your next steps. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/07/2022 0

Should Your Small Business Use Cloud Services?

Any small business can benefit from cloud services, but we get it – it’s an upfront cost that you must consider as you’re starting out. One major thing to remember is how much you can save by investing in cloud services, making the initial cost easy to understand. Cloud services can save you tons of money in storage – cloud storage vs. paying for physical space and storage – and plenty of other office functions like critical security, backup IT solutions, data solutions, digital answers, and more. Cloud services provide the support you need without the hassle of managing it yourself. Office Services Boost Any Business Okay, we know – some people are still wondering, “What is the cloud?” The cloud is a digital storage solution where data, files, and information can be securely stored and just as securely accessed at any time by the right people. When you’re building up your small business, finding digital solutions that save time and money makes your business functional, efficient, and ready for growth. Knowing if the Cloud is Right for You Finally, how do you know if the cloud is right for you? Talk to a reliable vendor  to understand office services available, pricing, contracts, growth and upgrade plans, software, and more. The team will answer all your questions and help you make the right decision about if cloud services or other office services will set your business up for success. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

08/07/2022 0

The Critical Connection Between Office Equipment and Security

Your office equipment has a huge impact on security. While this might be news to you, it’s important to know how essential having the right office equipment and security features is to protect your business. Today’s Security Features Modern office equipment has more available for security features than ever before. From wiping hard drives to network security integrations, from password protection to secured access, your printer, copier, or multifunction machine can help keep data safe in your office. That’s why it’s a good time to reevaluate your office equipment. If you’re unsure if you have the right features available, you aren’t using them, or your equipment is too outdated, you might be seriously behind on integrating security. A simple upgrade can help – but it’s time to take action before your information is threatened. Why High-Level Protection Matters High-level security protection is essential from all inputs and outputs of business. Your network and software security is a high priority, just as your business security needs to be protected from all angles – including the office equipment side. Some people underrate this, but your machines process the same amount of confidential data as your desktop devices do. Especially if your equipment is network-connected – it’s probably time for a security overhaul to ensure you are protected. How to Secure Your Business Office equipment is a critical part of business security. From protected access to passwords, hard drive encryption to security oversight, having the right equipment is essential to protect your business and clients. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/07/2022 0

Why Your Company Needs a Print Audit

Checking in on anything is good, and just like your personal health, you want to check up on your business health regularly. You probably have several audit systems in place to identify how things are going, track progress, and establish accountability. The same thing applies in print. In order to make sure you’re getting the print deal you need – low prices and high quality on print management – you need to do a print audit. We can help you with the audit to know if your managed print is saving you money. Understand Effectiveness Print audits are a way for you to understand your print strategy and identify savings and higher quality opportunities. Print audits analyze existing print processes, supply chains, and print output and use them to understand where you are spending for print. Then, the vendor will make recommendations for savings in several areas – many businesses see over 25% savings in their print environment. To fully understand the effectiveness of your print environment and the money you are putting into it, you will need a print audit to see the data and comprehend the process and the system. Build Accountability and Workflows With your print audit in hand, you can update your managed print processes with Base Technologies. Managed print services will streamline workflows, oversee supply ordering, and support your equipment and print policies, all using the data from your print audit. Successful managed print will improve your print accountability and use in order to make important budget decisions in your business. Lower Costs and Improve Quality Managed print will streamline your business with savings, automation, and improved workflows and accountability. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/07/2022 0

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