Category: Information

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Are Your Files Secure?

It’s a serious mistake to think your company is not large enough to be the target of a cyber attack. Cybercriminals have discovered that a series of smash and grab thefts from small businesses can be just as lucrative as a major hit to a big corporation. Is Your Company At Risk? Data security threats to small businesses continue to rise. Here’s what they’re after: Private client data that can be easily traded to their contacts in the black market. Proprietary information outlining new projects and trade secrets, also a valuable commodity on the street. Company financial information like bank account numbers and access to lines of credit. Access to your network and files, which they can hold hostage until you agree to pay a hefty ransom. Are Your Documents Vulnerable? Keeping your networks and documents safe is a full-time job. Recognizing and addressing data security threats both externally and internally requires diligence as well as the latest security protocols. Preventing attacks is always a better approach than trying to recover after a successful breach. Here are six tell-tale signs that something is amiss: An unusually high incidence of invalid password entries. Unusual changes in established permissions. Modifications to file and data access incidences. A large number of unusual error messages. Newly deleted and added users. User connectivity problems. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/03/2022 0

Should You Buy a Copier or a Multifunction Printer?

If you’re in the market for new office equipment, you may be wondering whether you should choose a copier or a multifunction printer. The boundaries aren’t aren’t clear between the two as they used to be, and they share similar functions. If you’re considering either one, or perhaps both, several factors come into play. Chief among them is the size of your office group, the performance you require to keep up with demand, and how much room you have available to accommodate your new devices. Multifunction Printer Benefits Most multifunction printers combine the capabilities of four different types of office equipment. The benefits here are pretty straightforward: Save office space by replacing four types of office equipment—copier, printer, scanner, and fax—with one streamlined device. Save the money you were spending on maintenance, consumables, and the energy required by four isolated technology islands. Streamline workflows by combining the functionality of four types of office equipment in one centralized location. Scan documents directly to existing workflows and folders, or send to colleagues via email or fax. Reduce your environmental footprint with built-in paper saving features like automatic duplexing. Copier Benefits Today’s copiers bear little resemblance to the single-function devices of the past. Many include the features found in multifunction printers, but on a much larger scale. For those businesses requiring greater speed and volume, along with professional-grade finishing capabilities, a full-sized, high-performance color or black and white laser copier may be the perfect fit. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/03/2022 0

Saving Money on Printing with Managed Print

Business printing can boast many hidden costs. Many businesses can’t pinpoint exactly how much they spend on printing, including equipment and supplies. Since these can be tricky costs to measure, implementing a managed print solution is an excellent way to get a handle on your print-related costs. Paying for Paper Out of all printing costs, paper can be the sneakiest. While the actual paper may be affordable, there are fees associated with maintenance, storage, shipping, and so on.  Organization experts assert that 50-70% of office space is solely dedicated to filing and storage of documentation. Additionally, many pages are printed unnecessarily and are disposed of quickly, wasting money and valuable resources (energy, ink, and paper). Plus, the associated costs of recycling wasted paper. The more money spent on printing and storage, the more savings are lost. Managed print services can help you get a handle on your print costs, including supplies, repairs, and maintenance. By assessing how much you are printing and exactly how much it costs your business, we can help you employ cost-cutting measures. Paperless, Pay for Less Many businesses are curious, yet skeptical about transitioning to a paperless system. Print and document management systems make it easy to transfer hard copy documents to searchable digital files. Keywords, search capabilities, and user-friendly storage options make this a smart business solution. Not only does a digital document system cut print costs, but it can also save money on physical storage requirements and fees. Use that empty file room for something else now! *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

08/03/2022 0

Stretch Your Budget with Refurbished Office Equipment

Taking advantage of new office equipment technologies is a good way to improve staff productivity. Aging equipment often doesn’t include the latest features, and too-frequent breakdowns can cause frustration and impede progress. The reality of budgetary constraints, however, can make it difficult to get the office equipment you need. Get the Best of Both Worlds Did you know there’s a practical way to get the latest in office equipment technologies without breaking the budget? From simple desktop printers to multifunction printers that can serve an entire team of knowledge workers, choosing refurbished equipment can help you meet your goals sooner than you thought. Take a Look at the Benefits If you’ve never considered the benefits of buying refurbished imaging equipment, you may be pleasantly surprised at what you learn. Stretch your budget. The most obvious, and perhaps most important, the benefit is cost savings. Your organization can save significantly by purchasing refurbished equipment rather than new ones. Get more features. Many organizations opt to cut out features to make their purchase fit within budget limitations. Buying refurbished equipment means you may be able to afford the luxury of a high-end device with the latest features. Plan for the future. Are you anticipating growth? Do you hope to add new staff members soon? Purchasing refurbished equipment may mean you can plan for those changes instead of settling for devices you’ll need to replace shortly. Improve sustainability. By purchasing certified refurbished office equipment, you’re helping to keep one more device out of recycling bins and landfills. A Trustworthy Option Refurbished office equipment is a far cry from simple “used” equipment purchased from another end user. Refurbished equipment undergoes rigorous testing and inspections to ensure that the device you receive will give you the reliable service you require. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/03/2022 0

The Basics of Maintaining Office Equipment

Maintaining your office equipment is a critical component of getting the most out of your investment. Keeping equipment running smoothly means that your workflows can continue uninterrupted, and your employees can complete projects on time and without any hiccups from machine malfunctions. Overall, office equipment maintenance is the difference between a productive, efficient office and a struggling office environment. Critical Information on Equipment and Maintenance The basics of office equipment maintenance are simple yet profound. Here are the key things you’ll want to consider and that will benefit your office when you have high-quality equipment and printing systems, simple on-site maintenance, and a reliable vendor partner. Your office will be consistently more productive due to efficient machines. You can extend the life of your office equipment and better leverage your machine investments. You can reduce expensive repairs and cut back on excessive supply overuse. Your office will function more efficiently and smoothly with reliable equipment that you know is maintained and managed. Learning how to keep your equipment up to date and working with a suitable vendor are the first two baseline strategies for getting the most for your money. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

04/03/2022 0

The Difference between A3 & A4 Printers

Paper Sizes A3 VS A4 Many offices use only letter and legal sized paper. However some offices use the larger ledger size for engineering documents, making booklets, menus, and design layouts. Ledger size paper is the same size as two letter sized pages put together. This makes booklet making easy by simply folding the paper in half. Also because of the large size it is useful for enlarging engineering diagrams to a readable size. Ledger is also great for printing large spreadsheets on. It’s much easier to read a spreadsheet printed on ledger sized paper. The Size Difference between A3 and A4 Machines Since an A4 machine is designed to work with A4, letter, legal and smaller paper sizes it has smaller internal components. This allows for a more compact design which results in a machine that takes up less space than the larger A3 machine. And that’s a great feature for small offices. On the other hand, an A3 machine is designed to work with the larger A3; ledger sized paper and has larger more durable internal components. These results in a larger frame and it will require more space than an A4 machine. Available Options On A3 and A4 Machines             The smaller and lighter A4 machines generally have only light duty options available. For example, if the machine has a stapler option it may be limited to stapling only 20 pages at a time. There might not even be a large capacity tray, folder, 3-hole punch, or finisher available for the machine. If you require equipment options such as large capacity trays, 3-hole punching, folding, finishing, or stapling 50 or more sheets at a time than you will likely need a full size A3 machine to handle these tasks. Cost difference between A3 and A4 Machines The larger more robustly designed A3 machine will cost more in terms of equipment costs. And the A4 machines with their smaller lighter frames and lower yielding internal components will cost less in terms of equipment costs. But equipment costs are not the only thing you should be keeping an eye on. You should also be paying close attention to how much it will cost to use the machine. Service and supplies are not cheap. Service and supply costs are generally higher on A4 machines. This is because the A4 machine has consumable items that are light duty and do not have high page yields. In addition, many of the internal units are disposable and are not designed to be repaired or maintained. So while the A4 machine costs less, they typically cost more to use on a per page basis than the larger A3 machine. You’re monthly printing/copying volume will be the key to determining which machine is most cost effective for your office. If you’re only running 1000-4000 pages a month than even with higher per page costs the A4 will usually be the most cost effective. If you’re monthly printing/copying volume is above 4500 pages a month an A3 machine might be a better fit. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

03/03/2022 0

Can you upgrade or downgrade your copier lease before lease ends?

May we upgrade or downgrade our copier lease before lease ends? Yes, most copier/multifunction printer leases can be upgraded or downgraded to accommodate changes in business environment. Be aware that a lease is a non-cancelable contract. Your partner dealers will work with you to meet your production and financial requirements. Partnering with an ethical, reputable equipment supplier will insure a hassle-free experience. Leasing is a great way to keep your business copier technology current which to enables your staff to efficiently print, scan, copy and fax documents.  Just like other technology, copier technology is improving, giving better security, energy efficiency, memory, file processing and document scanning capabilities. Copier improvements translate into increased worker productivity and reduced costs. If you see the use of your copier changing, increasing or decreasing speak to your copier sales representative about options and ask for right-sizing recommendations. An upgrade should entail evaluating your current printing and scanning needs. Are you printing more color pages, scanning larger document sets, or need more finishing capabilities. Your copier partner will create a recommendation and proposal to right-size your copier(s). If your needs increase you may want to swap your existing MFPs with an additional quantity of MFPs or with more powerful MFPs.  If your requirements lessen a fleet downsizing may be needed, reduce the quantity of MFPs or lower the capabilities of the existing MFPs. Upgrading or downgrading your copier lease will affect your lease payments and service payments. The costs will change based on the higher or lower cost copier(s) equipment and service print volumes.   Also affecting your lease payment is the amount of time remaining on your existing lease. Upon your approval of copier recommendation and proposal and the signing of an order agreement, copiers will be returned to leasing company and replacement copiers installed and connected to your IT network. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

02/03/2022 0

5 Considerations to Get the Right Office Equipment

Businesses are investing in getting the right storage and equipment solutions now like never before. Why? Because the work world is changing fast, adapting is the only way to stay ahead of the competition. What does the right office equipment look like for your business? Read on for a few strategies from the professionals. Where to Start Evaluating the office equipment you currently have is your first step to efficiency and strategic spending. Understanding the volume, quality, specifications, and additional features or functions that your office needs is the best place to start when deciding how to shift your approach to office equipment. You can also ask employees what they would love to have to be more productive and to improve data security in the office. Input is always essential to buy-in. In a nutshell, the five considerations for evaluating office equipment are: Volume needed and common user numbers Special features required Employee expectations and productivity Cost and features comparison Future needs and advanced technology *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

01/03/2022 0

Upgrading? Consider Refurbished Office Equipment This Time

Having the right office equipment is critical for ensuring your business is functional and optimized for growth. However, it’s often a big investment upfront when you’re upgrading, and you may not always have the funds you’d like. Luckily, excellent options for professionally refurbished machines come from the same reliable vendors with excellent support and maintenance agreements. Refurbished and Savings Refurbished office equipment offers the same features at a lower price, without a drop in quality or any other impacts to the equipment. Refurbished machines are reconditioned to a new printer or copier and are thoroughly inspected – it’s like a certified pre-owned vehicle, which may have had a previous owner but feels new. You’ll save money by reducing the cost of new equipment, saving on your initial purchase, increasing your sustainability, and creating the same output you need. Get Exactly What You Need Also, you’ll be able to get the machine you need without having to make sacrifices due to budget. By working with a trusted re-seller, you can ensure that your office equipment meets your employees’ needs and, matches your volume, quality, output requirements, and even has the features you are looking for. Time to save big on your next purchase! Upgrade Now Don’t wait to find quality refurbished office equipment for your upgrades. Supply chain problems impact every business, so finding what you need as a refurbished office product might be the best price point and possible option for your team. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

28/02/2022 0

Ways Document Management Works Wonders in Health Care

Don’t let your health care practice get bogged down in excessive paperwork anymore. This is the most common complaint of staff and patients. With today’s digital solutions, it’s easy to shift to digital document management to improve communication, access, compliance, security, and processing. Integrating Document Management in Health Care Document management in health care isn’t an entirely new concept, but it has developed into a comprehensive solution in this traditionally paper-heavy industry. Here’s how it works: your document management service helps you set up systems to scan, save, and organize your files. It also includes helpful character recognition to create a searchable database of documents. Then, you can combine these files with extensive security measures – like passwords and locked files – and compliance requirements to round out your automated system. Don’t forget digital document management allows you to create a backup plan and storage system to protect all your files in case of an outage or breach. How it Boosts Your Business Practices Document management will solve many inefficient, outdated practices in any health care office. Here are the top three reasons health care clients love their digital system: It’s easy to use – no more searching for a file, losing a scan, or re-entering information in the system. Everything is where you expect it to be in a user-friendly system, and it’s easy to search and access files. Security is top-notch – from overall safe practices to protecting confidential information and following compliance procedures, digital document management makes it much easier to protect your data. It saves money – you will find savings on supplies, printing, and general output costs in addition to employee time/productivity and efficiency. Move into the Future of Patient Experience The future of patient experience and health care office operations is digital document management. Talk to the team today to get started. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/02/2022 0

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