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What are the benefits of cloud printing?

Here are 5 of the key benefits of moving from an on premise print server to a cloud environment. Reduction of cost Subscribing to cloud services eliminates the need for upfront capital expenditure on servers, resulting in a single, predictable monthly charge. It also lowers operating costs for server maintenance and energy costs for running your on-premises devices. Free up time for your IT Team Time spent installing print drivers on machines and managing the print server infrastructure diverts attention away from the value-added tasks that your IT team should be performing. Flexibility The ability to change quickly is critical to business flexibility. As the demands of your business change, so must your technology. In a cloud environment, scaling up and down or adding new functionality and services can be done much more quickly. Secure Printing Because Universal Print manages print in the same environment as Active Directory, user access is easily managed by the same rules and security that you apply to Azure AD. Ease of use It becomes a breeze for your users. Your workforce is no longer centralised, and ensuring that they have access to printers regardless of where they are is much easier when using a cloud service. Location-based rules can automatically connect the user to the nearest printer. So the advantages are obvious, and with Microsoft’s universal print, transitioning to a cloud printing environment has never been easier. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/01/2023 0

Compare Before Buying or Leasing Ricoh Printers or Copiers

The right printers and copiers make running your office more efficient. What should you do if you need a new Ricoh printer? Depending on your business needs, purchasing or leasing a Ricoh printer can be a wise decision. You’ll need to ask yourself a few questions to determine the best options for your needs. 1) How Much Money Can You Afford to Spend Right Now?One of the first and most important considerations is how much money you currently have in your budget. Purchasing Ricoh printers and copiers outright can be costly. Even the most affordable commercial quality printers for a small office can cost upwards of $1,000. In addition, a larger device with more memory or sheet capacity can cost up to $12,000. Spending this much money upfront is intimidating for a startup with limited resources. If you decide to lease a Ricoh copier, you will only have to pay a low monthly fee. This can save you money when first setting up your office. Instead of spending a lot of money on equipment, you can put it towards more business investments. This allows you to accumulate cash reserves that you can use later if you decide to buy. 2) Do You Need Technical Support for Your Ricoh Printer?Check the product specifications carefully when looking into a Ricoh printer lease contract. When you lease a Ricoh printer from many companies, you will notice that you also receive technical support as part of your contract. These services include maintenance, repairs, setup, and moving, and they are flexible. If something breaks down or you are having trouble setting up something, simply call your leasing company and let them handle everything. Meanwhile, if you buy a copier or printer outright, you are responsible for all tech support and maintenance. This is useful if you want a specific service team to work on your equipment. However, it adds a significant amount of stress and extra work to your job. One of the primary benefits of leasing a printer is having a professional team handle all of your tech support. It reduces administrative work, allowing you to focus on your core business. 3) Do You Have Multiple Departments That Need a Ricoh Printer?Consistent printing standards are not a consideration for all businesses. If you have multiple departments or branches, it is critical to get printers that produce the same document style. When purchasing printers, this can be difficult. If you buy from a local vendor, you might not be able to get enough of the same printer. Your office may end up with devices that cannot produce the same types of documents. Companies that lease Ricoh copiers have a wide selection of printers to choose from. This centralised supply of printers and copiers makes it easier to obtain the same equipment style for all of your departments. When you can get similar products for your different departments or branches, you can ensure that everyone in the company follows the same printing standards. 4) Is Your Business Going to Grow?Your future plans will have a significant impact on whether you should buy or lease. You must consider whether your current printer requirements will be significantly different from your printer requirements in a year. In some cases, leasing is preferable because it avoids the hassle of purchasing a small printer only to have to sell it and buy a larger one later. However, keep in mind that some leasing agreements can be rigid. Whether your expansion plans influence your decision to buy or lease a Ricoh copier, the end result is determined by the contract you choose. You should carefully compare various contracts and office supply companies to see if the contract binds you to a specific model. Some companies offer flexible contracts, allowing you to easily swap out printers and add more devices as your business grows. Others may lock you into a leasing contract that forces you to use a subpar printer for a period of time. 5) Are You Trying to Save Money in the Long Run?Another cost to consider when deciding between leasing and purchasing office equipment is the long-term cost. This adds up to the total costs of leasing or purchasing a printer. Long-term costs are usually not as significant in business as immediate costs. Comparing the two, on the other hand, can be a useful way to make your decision. Purchasing a printer will always be less expensive in the long run. When you buy a printer, you have a single, significant up-front cost and the opportunity to build equity for your company. Then, when the printer is no longer needed, you can sell it to recoup some of your investment. Meanwhile, when you lease a printer, you pay a low, ongoing fee. This adds up over time, and you do not build equity in a piece of equipment that you can resell. The only time you would pay more to lease a printer is if you only need to print for a short period of time and plan to transition your office to a paperless setup in the near future. 6) Is Cutting-Edge Equipment Important to You?When you keep the same printer for years, a purchased printer is only slightly less expensive than a leased one. This, however, can be a problem for some businesses. Printers may appear to remain unchanged for years, but technology is constantly evolving. A printer from a few years ago might not have Wi-Fi printing, scanning, or other modern conveniences. You will need to lease a printer to keep your office up to date. Leasing gives you access to a wide range of new and useful devices. Because you update your lease on a regular basis, you can always swap out your printer for another device. This makes it simple to ensure that your office workers have access to the latest technology. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/01/2023 0

How to Start a Printing Business

According to the U.S. Bureau of Labor Statistics, the majority of printing businesses employ fewer than ten people. As more printing companies use digital printing equipment, fewer skilled technicians will be required to operate it. Modern digital printing equipment is smaller and more affordable than ever before, and almost anyone with capital can buy and operate it, even from a home office. Part 1- Finding a printing 1. Find a niche within the printing industry. The most successful printing entrepreneurs start a printing business by finding a niche in a specialized area, such as digital printing. Instead of trying to be all things to all people, success is more attainable by targeting a need and fulfilling it. One of the best examples of this strategy can be seen by the success of franchise sign printing businesses, which target budget-minded business owners who only need occasional signs and banners, which can be spotty (inconsistent demand) or loaded with competition. They do not attempt to offer anything but quick-turnaround signs and leave brochures and envelope printing to traditional offset printing businesses. 2.Familiarize yourself with the business standards. Realize that the niche for color printing and the better quality grade of printing may be in a certain number of dots per inch (DPI), which can be very demanding and tricky to match. 3. Be careful with your words. Remember, as a business owner, you will be responsible for the timely completion of jobs to your customer’s satisfaction. Caution: Any verbal or written agreement like You [the printer] know what looks right, so you can okay the proofs for color and quality is loaded with the danger of customer rejecting the finished product. For example, they may require: Product match, excellent quality – very precise color, hue, and tone for high end products. Color match, excellent quality – usually precise Process Matching System (PMS Colors) by screen values (tones created by dot sizes) of the 4 process colors (cyan, magenta, process yellow, and black). Or just pleasing color, of medium quality – which is not so precisely matched. Caution: that means pleasing to the customer, not to you. Commercial quality printing is probably a cut above desktop publishing, done in your-office (above typical office printer, copier, or duplicator quality). It requires sharp line art and text – fineness of line work does not vary from page to page, screen color or halftone detail is consistent. Any choice of printing process (or brand of paper) shown on a quote to your customer is for them to choose. No, you can not substitute a more profitable method or material. Unless they agree in writing to a change, they can demand that it be redone at your expense — if you did not follow written specifications precisely. Part 2 :Determining What Equipment You’ll Need 1.Research the competition and their equipment. Once you find out who your target market is, research the printing businesses who are currently attempting to fulfill the needs of this audience. Visit these printing businesses’ websites and learn all you can about them to find out what services they are lacking. Draft plans to start your printing business by researching ways you can offer those badly-needed services and improve upon the printing business as a whole within your specific niche. 2.Investigate the printing equipment available from manufacturers. Start looking for your own printing equipment once you’ve determined what your competitors are using in their printing businesses. You’ll need to find high-quality, yet reasonably priced, equipment for your niche. The wrong equipment can either make or break your company. You’ll need a desktop computer, design software, and a high-quality digital printer capable of handling jobs up to 11in x 17in. 3. Research and obtain any necessary approval or documentation. This includes any licenses, certifications, permits such as a state sales tax permit (in the USA, under the United States Constitution guarantee of “freedom of the press” — printers, printing companies, writers, editors and publishers can not be required to be licensed to be able to perform such work or services). You will need fire department certificates, fire extinguishers and other safety equipment, safety procedures, safety rated chemicals, zoning, building use and occupancy permits and other items required for your specific operating location. Even if you start a home-based printing business, you will likely need some kind of permit or license from your particular national, state and local governments. Call or meet with your local economic development agency to find out where to go next. You should familiarize yourself with Occupational Safety and Health Act (OSHA) requirements, including their and other agencies such as Equal Employment Opportunity Commission (EEOC) “postings” (required posters about safety and employment opportunity, etc.). Record keeping, tax withholding, reporting, and paying taxes and social security quarterly for employees (including part-time) are necessary. If you only use independent, outside printing contractors to do occasional printing that you cannot do personally, then you could be a “printing broker” (non-affiliated, wholesaler) and not have employees. Quarterly estimates of income, record keeping, reporting of actual proceeds, and paying your personal proprietorship or corporate (limited liability corporation [LLC]) taxes and social security for yourself is your responsibility to learn and complete each year. 4. Secure funding. Starting a new printing business will take several thousand dollars in capital. If you cannot finance this equipment on your own, contact your chamber of commerce to learn who can help you apply for a small business loan. After you become established and have enough credit and show volume and potential, you might be able to lease equipment, which can bring flexibility, but leases may have penalties and balloon notes, etc. to return or to keep the item, respectively. Part 3 : Offering Profitable Services 1. Choose a business location. To start a profitable printing business, you’ll need to choose a location that works for you. Look for a place that is within your budget and that is easily accessible so customers will be able to find you with ease.…
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10/01/2023 0

Advantages of Multifunction Printers for Your Business

ConvenienceA multifunctional printer combines multiple features into a single device to provide greater convenience. You can use the same machine to scan and print an image. You will save time by not having to walk to two different devices. This also makes the print environment easier to manage because all printing activities take place on the same network. Controlling the printing environment reduces printing costs while also increasing security. It prevents unauthorised printing and safeguards sensitive information. Employees will be discouraged from printing personal materials as a result of this. Wireless capability allows multifunction printers to connect to other devices without the use of cables. It also allows you to print on the go with mobile devices by connecting to a multifunction wireless printer. Better Document ManagementA multifunction printer aids in the digital and physical organisation of the company’s printing infrastructure. Multifunction printers have powerful software that allows them to be operated by any wireless device, such as smartphones. Wireless printing is becoming more popular in offices as the use of mobile devices in office management grows. The office staff will benefit from the ease of designing and printing documents from a single interface. The advantages of a digital copier contribute to the transformation of an office into a productivity powerhouse. It also allows a company to tighten its document management processes. When all documents flow through a single hub, security, visibility, and compliance improve. This also allows for the development of standardisation procedures that aid in office organisation. Multifunction printers can handle high-volume jobs, saving time and improving document handling convenience. Saves SpaceMultifunction printers take up less space than individual devices. This reduces office clutter because you won’t have a printer, scanner, copier, and fax machine all in one place. This benefits your organisation, especially if you are working with limited space. Reduces Office CostsMultifunction printers consume fewer office resources. Because fewer machines are running, they help to reduce office utilities by lowering the electricity bill. The best multifunction printer for the office has Energy Star certification, indicating that it is more energy-efficient. This also aids in reducing your company’s carbon footprint. Multifunction printers also reduce the overall cost of office consumables over the course of their useful life. Ink, paper, and cartridges are examples of these. Multifunction printers improve print environment control, allowing an organisation to track and no longer underestimate its printing costs. This multifunction device also facilitates digital document storage. An organisation will also save money on maintenance. It is easier to keep a single generalised machine running than multiple specialised devices. It also means that finding spare parts is easier and less expensive. Ease of UseOffice personnel only need to learn one interface, making multifunction printers simple to use and efficient. Users can master a simple interface to perform all printing, copying, and scanning needs with a single action on multifunction printers, which have simple navigation devices and intuitive colour touchscreens. This improves office functions and keeps documents flowing because employees spend less time mastering only one interface and more time on other business operations. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/01/2023 0

What are the benefits of an ADF?

The advantages of an ADF are far more extensive than you might think. ADF benefits include faster scanning and printing, as well as software testing, know-your-customer (KYC) background checks, financial compliance, and the digitization of a company’s records. An ADF is an endlessly useful tool for a developer building new software that uses optical character recognition (OCR) technologies to input data quickly and stress test the application. With the minor errors discovered in the scans, developers can then make the necessary adjustments to update their software to capture the correct information with minimal errors. A financial institution can quickly collect the customer information it needs to conduct KYC processes and confirm compliance to every customer it serves when it has a high-quality scanner equipped with a high-capacity ADF. A bank could perform the same checks manually, but that method is more of a relic from before the 1990s, when confirmations took hours to arrive. More importantly, long wait times frequently result in a poor customer experience or waste of a company’s valuable time and resources. Digitizing old documents is a common way for a business to create an accurate record of past company activities when upgrading its overall infrastructure. However, due to time constraints, it is nearly impossible to do if you only have access to a single-sheet document feeder. A high-volume, high-speed scanner is required in these cases to quickly create digital copies of physical documents. Some of the more expensive machines have an ADF capacity of up to 500 sheets, allowing you to reload your scanner later. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/01/2023 0

Tips for Using Your ADF (Auto Document Feeder)

When used correctly, an ADF is a fantastic feature to have. It allows you to feed multiple pages into a multifunction printer, scanner, or copier, allowing you to print, copy, or scan multiple pages without having to manually insert each piece of paper. So, let’s take a look at some ADF usage tips.   While ADFs are not prone to error, there are some things you can do to avoid common errors and mistakes that are known to occur with them, such as misalignment and jamming. Take a look below at some useful tips to help you with your ADF Make sure the sheets of paper are free of any staples, clips or anything like this Be sure not to put too much paper in the feeder. Each manufacturer printer may vary slightly but we’d advise not putting any more than 15 – 20 sheets maximum Don’t use torn, frayed or spiralled paper that may have come from a binder. Try and make sure the edges are straight Avoid using photos as there’s the potential for these to be damaged. When scanning or copying photos, use the standard scanner or copier to do this Make sure your paper fits snugly against the paper width guides and the paper is not bending *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/01/2023 0

5 Simple Ways to Secure Your Small Business Documents

1. Password protect important filesIt astounds me how many small business owners keep critical documents on their laptops, potentially exposing sensitive business data if they are lost or stolen. As an added layer of security, you can password protect your documents. To prevent an unauthorised user from opening or making changes, use the password protection feature in Microsoft Word and Excel. You can protect PDF files in Adobe Acrobat to prevent them from being opened, printed, edited, or copied. When sending out contracts, protecting a PDF document from edits should become standard practise. 2. Make digital copiesTo keep important documents safe, you need more than a locked filing cabinet. While paper documents and hard copies are convenient, having a digital backup is essential. Purchase a good scanner and convert your important documents to digital files. Scan all important documents and save them to a cloud storage service, such as Dropbox, JustCloud, or SugarSync. Cloud storage allows files to be saved on remote servers that are accessible via the internet. You won’t have to worry about your files if a natural disaster, fire, or break-in occurs, or if your computer’s hard drive fails. Most cloud-based business storage services also enable you to track who has accessed files and whether or not the information has been shared. 3. Use eSignaturesRemember when you needed a client’s signature and you had to scan, print, and email a document, then they had to print, sign, and email it back? This procedure enabled sensitive data to be sent via email, posing a security risk. Those days are over, thanks to electronic signatures, also known as eSignatures, which allow documents to be legally signed digitally. DocuSign and AdobeSign allow your small business to have documents signed instantly without the need for printing. 4. Put your smartphone to workGet rid of the clutter that comes with keeping paper receipts. Take pictures of your business-related purchases with your smartphone. Services such as Shoeboxed and Expensify can make it easier to track expenses. Get your receipts emailed to your business account when you shop at places like Staples or Office Depot. You should receive a notification on your smartphone confirming receipt. 5. Create better internal policiesPut policies in place that will become best practises for your small business. Share your internal policies with your team to ensure that everyone is on the same page. Don’t leave sensitive information on the printer for anyone to find. If you print to a shared printer, retrieve your document as soon as possible. If you scan and email sensitive documents, consult with your IT professional to ensure that the data is encrypted and that the printer regularly removes archived files. Use your best judgement to determine which files must be kept and establish policies for how long the documents should be kept. Shred unnecessary documents, such as ten-year-old employee records that may contain their social security numbers. If you need to keep a copy for any reason, save it in a password-protected file in your cloud storage. Purchase a good shredder. Make certain that important paper documents are shredded rather than recycled. To avoid the possibility of documents being reassembled, use cross-cut shredding rather than strip-cut shredding. If an employee leaves, revoke their network access immediately to prevent sensitive business documents from being downloaded. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/01/2023 0

5 Ways to Secure Your Printers and Copiers

Copiers and printers are vulnerable to data loss. Modern machines contain hard drives, which can result in data breaches or other types of theft. Private documents can be downloaded, and in some cases, print activity can be rerouted, allowing hackers to gain network access via printing software. All of the most dangerous types of malware, such as Trojans, DDoS attacks, spear-phishing, and ransomware, can affect the data generated by print jobs or run through your printer queue. Here are five ways to secure your printers and copiers: 1. Disconnect Printers and CopiersWhen you disconnect these machines from the Internet, the possibility of hacking activity decreases dramatically. Hackers can only physically gain access to disconnected printers and copy machines. However, this also reduces operational efficiency. Consider whether an offline strategy is beneficial to your company. 2. User Access ControlsSpecific user access controls are another way to protect printers and copiers. Creating user accounts with varying levels of access limits access and prevents unauthorised parties from using printers and copy machines for malicious attacks. Examine the Identity and Access Management (IAM) field to see what vendors can offer assistance. 3. Firmware and SettingsPrinters can often protect themselves from various types of hacking by utilising the firmware built into their operating systems. There is also the possibility of using a network firewall to prevent malicious activity related to accessing the data that printers share with other network elements. Consider this a “perimeter approach,” in which you create a stronger barrier against incoming hacking activity. To keep your printer and copier data safe, cybersecurity firms can also assist with firewall calibration and cloud security. 4. Network SegmentationWhen it comes to protecting sensitive data, this overall security principle is extremely valuable. Network segmentation entails isolating various parts of the network and separating them from one another. This boosts security capacity. For example, if printing equipment is on a different network segment than another that handles much of the public traffic, hackers will find it more difficult to infiltrate that printer network. Network segmentation has become a best practise in enterprise because it effectively thwarts hacking efforts. Examine your overall SOA to see if segmentation or isolation can help. 5. Overarching Cloud Service ModelsThird-party vendor products are increasingly being used by businesses to direct their networks. Smart enterprise network configurations will automate printer and copy machine security in the same way that they will automate other types of network security. Investigate what vendors can provide to keep a network safe and secure. A cloud solution configuration can provide encryption at the point of egress as well as a secure tunnel on either side of the client/vendor pathway. Consider whether any of these methods can keep your printing data safe. Investing in printer and copier security allows your company to mitigate risk, protect systems, and guard against data breaches and other disasters while still allowing you to complete print projects. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/01/2023 0

How to pause a print job in Windows

In Windows, pause any print job by following the steps below after you’ve started printing something.   Pause a print job from the Notification Area   1. When starting to print something in Windows a printer icon is shown in the Windows Notification Area, right-click this icon. If you do not see a printer icon, click the up arrow in the Notification Area to show all icons.   2. Click Open All Active Printers.   3. Right-click the print job you want to pause, and then click Pause.   Note : To resume the print job when you are ready, right-click the document name again and select Resume or Resume Printing   Pause from print jobs through Control Panel Pause print jobs through the Control Panel by following the steps below.   1. Open the Control Panel   2. Open Devices and Printers, Printers, or Printers and Faxes depending on your version of Windows.   3. Double-click the name of the printer that is being used.   4. If any print jobs are in the queue, click either the 1 document(s) in queue or double-click See what’s printing. Once done, a window similar to the above example appears. Following the steps above lets you pause the print job. *Other Model AvailableRICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/01/2023 0

What is Cloud Printing?

Cloud printing refers to printing that occurs over a network and through the cloud. A printer, for example, cannot connect to a smartphone or tablet, but a user may wish to print from these devices. Cloud printing enables any device to print to a printer via a cloud printing solution such as Hewlett-Packard ePrint or Microsoft Universal Print. Unfortunately, there is no universal solution for cloud printing, so it is up to the printer manufacturer or operating system, and not all printer manufacturers support cloud printing. Note: Cloud printing may also be used commercially to allow users to print to more expensive printers like plotters and 3D printers. Cloud printing security When you connect a printer to a network, it, like any other device, introduces additional security risks if not properly secured. Among these dangers are the following. A man-in-the-middle attack could see everything printed. Someone could hack into the printer and print anything to the printer. Any print job queued and stored on a server could be copied if the server storing that information was compromised. *Other Model Available RICOH MPC3503/ MPC5503 | RICOH MPC3504/ MPC5504 CONTACT US: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/01/2023 0

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