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Office Services: Why Choose Mobile Printing?

Printing has been pretty much the same for a pretty long time. Sure, there have been some big changes in the software and the machines themselves, but the basics are the same: sit at your computer, hit “print,” walk to the printer, and take your papers. However, mobile printing is coming along to change all that–and the benefits might surprise you. Better Printing Let’s take a step back here: there’s probably nothing wrong with your existing print processes. If they’re getting the job done, protecting your budget, and staying secure, then they’re just fine–but the truth is that they can always be better. In this case, “better” specifically means “more flexible.” Printing shouldn’t be something that shackles you to your office or your computer; instead, it should be something that helps you work wherever your business takes you, helping meet the needs of both customers and employees. That’s where mobile printing comes in. With the right office services and security measures in place, mobile printing can utilize the phones or tablets you already have, providing a powerful, efficient, flexible printing experience that goes wherever you go. Real Benefits With mobile printing, you can count on: improved customer service, since you’ll always be able to meet customers in times and places that work best for them; better efficiency, because your files will be accessible from anywhere; stronger security, since employees probably already use their personal mobile devices for work–you’ll just be introducing processes to manage and improve those habits; convenience, which allows you to print less and save more money; and a competitive edge, making your company a “fan favorite” because you’re able to provide a consistently excellent experience no matter where you are. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/05/2022 0

How Selecting the Right Office Equipment Helps Your Business

As a small business owner, you know that selecting the perfect office equipment for your company can be challenging. And, with so many options available, wading through all the bells and whistles can be daunting and time-consuming. Whether you need a top-of-the-line multifunction printer or a basic black-and-white copier, here are some guidelines to help you find the best match for your business. Features When it comes to device features, think wants versus needs. Yes, there are a ton of great options, but it’s imperative to recognize which ones you truly need. A multifunction printer that can handle copying, printing, and scanning might be all you need. However, there are tons of finishing options like folding, stapling, collating and are available if required. Consider what types of jobs you need your office equipment to perform and start there. Your business needs may not demand the need for a full-color printer, meaning you can save money with a black-and-white one. Print Volume How much you print is just as important as what you print. Before selecting a printer, consider how many pages you print on a daily, weekly, and monthly basis. You need a copier that can keep up with your demands regardless if it means 20 pages a day or 200. A print assessment is a great starting place to determine your volume demands. Budget Although it might be the least fun consideration, the budget is one of the most important. First, explore the option or leasing versus purchasing your printer. Then factor in your current costs, such as your average cost per page, current expenses, supplies, and service agreements. If this seems too daunting a task, don’t worry a print audit and managed print services can do the heavy lifting for you. Beyond these three considerations, you also want to take into though the types of documents you print and who your target print audience is. For example, if most of your documents are for an internal audience, such as meeting agendas and handouts, the device you select will be very different than if you are creating graphic-based jobs for clients. No matter your needs or budget, there are various office equipment options available for your small-to-mid-sized business.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/05/2022 0

Smart Ways to Save on Printing Costs

Printing costs are often one of the major costs in an office. The office printers use a lot of paper as well as ink or toner, and they cost money to maintain and repair. To keep your printing costs as low s possible, there are several systems that you can implement. Going Digital There are printing jobs that simply have to be done, but there may also be printing going on the office that isn’t necessary. When possible, find out whether the project really needs to have hard copies or whether the documents can stay in digital form. Bring up unnecessary printing at the next meeting sand ask employees to think about whether they really need to do that next printing job. Managed Print Services Getting managed print services saves on printing costs in a number of ways. By outsourcing the maintenance and stocking of your printers, you can have problems taken care of before they get larger and more expensive. This saves on repair costs, but it also saves on the downtime that would come w from printers not working. Printers that don’t work often mean spending more work time going to print shops to outsource the printing projects. Less employee downtime means more time spent productively in the office. Printer IDs When each employee has an ID number that they must input before any printing job, you will discourage printing that has no real need. This also allows you to see who is printing items and how often they are doing so. By discouraging unnecessary printing, you save money on paper, ink or toner and on electricity. As employees stop to think more about whether they really do need a hard copy, it will eventually become a habit to reconsider whether they need to print that document. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/05/2022 0

Document Solutions in the Age of the Cloud

Documents are one of the most integral parts of a small business. Those documents stored in your office are vital to employees, to management and customers. However, there is a far easier way to deal with all of those hundreds, likely thousands, of documents. Today, it’s all about the cloud. Organization Solutions With so many documents that must be kept, maintained and organized, it’s easy to see why so much time in an office can be used in dealing with papers. However, having all of these documents on paper is just one solution, and it’s not the best one. Today, using the cloud for digital storage is a far better way to deal with documents and to keep them both safe and accessible to those who need them. With this document management solution, the paper documents are scanned and converted into digital files. Document Management Once your files are in digital form, they are more readily available in the office. And because they are kept in the cloud, they will stay ready and accessible even if your computer system has major issues. In the cloud, you will also have a high level of security for those files. It’s an excellent way to add a level of protection to the data that your documents contain. Retrieval Made Easy Instead of spending valuable working hours engaged in filing papers and finding them later, documents can be retrieved immediately. This makes several other tasks take less time, and that leads to faster service for customers who need the data in those documents. It also makes it quick just to pull up a document to double check the information in them. All of this means better customer service and a higher level of productivity. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/05/2022 0

A Printer and Copier is Just the Beginning

Having a printer and copier in place is an important step in outfitting an office. These are essential business machines that virtually everyone in the office will need to use. However, simply supplying the machines isn’t enough to keep workflows moving. Maintaining the Machines Both of these machines need to be maintained, and both need to be regularly stocked with supplies in order to keep them going. However, there is rarely someone on staff who can spend their time taking care of them. Many companies resort to getting their IT department to take care of printers and copiers, but this only takes them away from their more important functions in taking care of the computer network. This makes it far more logical and cost effective to hire a third party to take on this maintenance. With regular print management in place, any problems with these machines won’t get too far gone. Machine Repairs If your business doesn’t have managed print services, any repairs for a printer or copier would have to be paid for in full in order to get just one machine fixed one time. This is a far higher cost then if you already had print management services in place. With that plan, repairs can be caught earlier and not end up being the large, expensive repairs they would otherwise develop. And, the repair visit will cost less, as it’s a part of the print contract. Trained Pros While your IT department could spend some of their time learning about various printer and copier models, figuring out how to fix them and keeping them maintained, it’s also possible that this could backfire because of the many makes and models of these machines. When you contract with pros who are trained in each of the copiers and printers available, your technician will know just how to fix it and will carry the right tools for the job. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/05/2022 0

Have You Addressed These Common Business Security Risks?

The digital age may have made business life easier on several fronts, but technology has also increased opportunities for criminals to take what doesn’t belong to them. Diligence is critical, and if you’d rather not be a hacker’s next victim, it’s imperative to begin addressing your security vulnerabilities now. Here’s how switching to electronic document management, performing system updates, and including your office equipment in your security strategy can help your company fend off cybercriminals. Switch to Electronic Document Management Businesses who rely on paper-based document solutions aren’t immune to cybercrime. Documents unprotected on office equipment hard drives or stored in filing cabinets are easy targets for criminals. Electronic document management not only provides your company with multi-layered security protocols, but it’s the best way to ensure that your information is backed up and available, no matter what happens to your on-site systems. Stay on Top of Updates Ignoring updates is a dangerous game, and you’re betting against the odds with each missed update. Requiring employees to perform updates on office equipment, networked mobile phones, and software is the best way to ensure that no system vulnerabilities exist; many updates are explicitly initiated to address security issues. Include Your Office Equipment It’s time to start including your office equipment in your security strategy, and not just your computers. Your multifunction systems, laser printers, and scanners may all be connected to your network and your stored documents. Security solutions include strategies like pull printing, data encryption, data overwrite technology, password protection, and automatic data deletion. A Managed Print Services assessment can help you find out how well your office equipment could fend off a cyber attack. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

29/04/2022 0

Jump-Start Managed Print with a Print Audit

Regardless of the size and specifics of your print fleet, managed print services can maximize the efficacy of the equipment you are currently using. But, before you implement managed print, it is critical to get a baseline read of your current practices with a print audit, which will evaluate your print environment and help us put a framework in place to save you time and money. If you want to learn how managed print services can transform the way your business prints, follow these tips for success. Assessing Print Practices A print assessment will capture a picture of your current print habits, including end-user activity and requirements, business needs, and use of all devices (even spread across multiple locations). In order to get the full-picture view, print assessments must be thorough and wide-reaching. Uncovering Hidden Costs One of the reasons that printing is so expensive is because it is a business area fraught with hidden costs. With multiple departments and locations ordering supplies and acquiring new devices, it is easy to see how costs add up. Managed print services can wrangle in these costs by centralizing and streamlining your entire print program, including all devices and print supplies. The best way to kick this off is with a print audit that will determine how much your print jobs are costing you, uncover areas of wasteful spending, and help put parameters in place to reduce unnecessary costs. Eliminate Wasted Time One of the many benefits of managed print is regular monitoring and routine maintenance of your print devices. This means that we will keep your printers, scanners, and MFPs in tip-top shape to ensure you don’t lose any time due to faulty equipment or lack of supplies. The print audit will help us pinpoint which devices get the most use, need the most oversight, and cost the most in unexpected downtime. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

28/04/2022 0

Keeping Data Secure with Document Solutions

Whether you are printing pages or saving digital documents, we know document security is never far from your minds. Ensuring that private information is kept safe is just one element of a holistic approach to document solutions. Our complete document management solutions include data security, workflow optimization, managed print services, cloud services, and more. We believe the best way to keep data safe is through a comprehensive system that covers all of the bases. It is important to acknowledge that print documents often have a “shelf life,” meaning that once they have served their purpose, they must be appropriately destroyed or archived. Indeed, there are legal reasons to keep specific data stored for several years, but chances are there is a ton of paper taking up space in your office that should be shredded and recycled. With data security solutions, you can safely backup and store documents, allowing you to dispose of their printed counterparts properly. Not only is this a smart practice to implement but, in many cases, there are legal ramifications for not correctly handling confidential information. So, what kind of confidential documents should you digitally backup and destroy? * Employee information and human resource files * Anything with a social security number on it * Medical records * Receipts, invoices, and anything else with credit card data on it * Cancelled checks and pay stubs * Anything with your bank details information on it *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

27/04/2022 0

The Hidden Dangers of Upgrading Office Equipment

Data security is at the forefront of daily business concerns. However, when it’s time to upgrade your printer, it is possible to overlook what happens to the files stored on your old equipment. It is not enough just to recycle the old printer and look for a newer, better option. It is imperative to ensure all of your intellectual property is protected with office services. Hidden Dangers When we worry about safeguarding our data, we often stress over viruses, malware, and security breaches. And while those are indeed some well-founded concerns, there are also less-obvious dangers threatening your business. Today’s printer is not just a printer. It can scan, fax, and print across a wireless network. This device is accessed by multiple employees from various locations. The digital technology that enables your MFP to perform these tasks is also what makes it a security threat as it stores information on its hard drive. With office services such as cloud-storage and data security management, you can ensure that your info is secure. Taking Secure Steps When it is time to get rid of your printer, confirming you have all of your private data locked down can be a little tricky. First and foremost, be sure any and all information and documents you might need are backed up to an external hard drive or to a cloud-based storage platform. Secondly, if possible, retain possession of the physical hard drive from your device. That way you can destroy it yourself or enlist a pro to help you. If that is not possible to get the hard drive, be sure that you work with an office services expert who can certify that the hard drive or memory storage has been completely erased or destroyed before it leaves your office. Once it is offsite, you are vulnerable if your information has not been entirely eradicated, as machines are often refurbished and reused. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

26/04/2022 0

Elevate Your Business with Mobile Printing

There was a time when mobile printing seemed downright futuristic. But, now that smartphones are a critical piece of office equipment, printing a document from your phone is a real possibility. And, in reality, it should be standard practice in today’s modern business climate. If your company has not yet embraced mobile print technology, here’s your opportunity to learn how it can boost your business. What is Mobile Print? Mobile print is just what it sounds like — the ability to send a print job from your mobile device, which could be a smartphone, tablet, or laptop. There are two options for retrieval on the print end. Some documents will automatically print right away, while others must be released by the printer or MFP. What are the Benefits of Mobile Print? Increase Productivity Pretty much every business is looking to enhance productivity and having the best office equipment is one way to make that happen. Mobile print lets your employees print from any location, such as an off-site meeting, while commuting, or on a business trip. Today’s workforce is agile, so don’t let outdated technology hold your biz back. Save Money Depending on your current office equipment, you can implement mobile print for little to no cost. Plus, enabling employees to print from anywhere reduces the need to multiple printers across various locations. Save money by upgrading your print infrastructure and replacing unnecessary office equipment with cutting-edge network solutions. Flexibility Knowing you can print at a moment’s notice offers peace of mind, especially for traveling staff, such as salespeople. No more worrying about printing documents just in case you might need them. You can leave the office knowing that you can always print whatever documents you might need, right when you require them. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/04/2022 0

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