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6 Secrets to Choosing the Best Office Equipment

Functional office equipment is an essential need -and that’s no secret. But what is, is how to make sure you get the best fleet for your office. Can you boost productivity, cost management, efficiency, and employee morale by having the right equipment? You’d be surprised at how your office can level up when you have the right equipment. Office Equipment Increases Productivity Your office can boom or bust based on having the right equipment that meets your needs and matches employee and customer workflows and communication flows. Office equipment ensures that your workplace productivity, efficiency, and functionality are top-notch, and your teams are functioning at their highest level. But, if you don’t have equipment functioning, how can you expect employees to have a high standard? That’s the issue – you have to ensure your machines are in good working order and have the features you need to get the work done at a high level on time. Top Tips to Get the Best To make sure you build out an office fleet that meets your needs and your office functionality, follow these six secrets to getting the most for your money. Work with a reliable vendor partner Address what your business needs Look into new features Consider network connectivity Invest in long-lasting equipment Know what you’re looking for and match that with the product that elevates your operations *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

27/01/2022 0

New or Used Copiers – Which is Best to Buy?

A new office copier is not the cheapest item you will purchase for your business. Prices range from several thousand to tens of thousands of dollars. For this reason, businesses often consider looking at used or reconditioned, also called refurbished copiers when looking to buy a copier. This guide is aimed to help you decide whether buying a new or a used copier is the best choice for your business. What is a used or refurbished copier? A refurbished photocopier is a used copier that has been completely serviced and revamped. All worn and damaged parts of the copier were inspected and then replaced. A used copier is simply that; a copier that has been owned and used and is being re-sold. If you are on a strict budget, buying a used or refurbished copier is a great alternative. Properly refurbished copiers can provide reliable service for many years, as long as it is properly maintained. Note the words “properly refurbished copiers”; if it was just cleaned and made sure it still works is not exactly a “refurbishment”.  Before you make any decision, make sure to ask the dealer what exactly has been done in their refurbishing process. Used Copier Price Don’t fall for extremely attractive deals that look too good to be true. In the copier industry, they always are. Dealers often like to sell used and refurbished copiers, as they provide almost 100% profit. The previous owner has already paid for it and it has simply come back as a trade-in or ex-lease machine. If you’re considering buying a used copier on an ‘as-is’ basis, most likely for a very attractive looking discount and little or no warranty, it’s a case of buyer beware. You may come to regret it later when costly repairs leave the machine inoperable for long times and your initial savings are eaten up by parts and service costs. But if you buy carefully with some due diligence, it is definitely possible to get a great deal for a machine that will last you for many more years. Condition of a Used Copier Used copiers should, as a minimum, have been thoroughly cleaned both inside and outside and have all worn parts replaced. Ideally they should also have a low meter count. Warranty and Service Any reputable used photocopier dealer will be able to tell you exactly what has been replaced and what is covered by the warranty. Refurbished copiers may have additional parts replaced and should come with full warranty. 30, 60, or 90 days are most commonly offered. However, don’t ever settle for a 30-day warranty. Make sure you get at least 90 days. Any serious dealer will offer you this if you convince him to. Because even a used business copier can still cost thousands of dollars, you should ensure your investment is protected with a maintenance agreement. This should cover all the parts that typically wear out during use or break, including belts, drums and fuser rollers. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

26/01/2022 0

Are You a Good Candidate for Cloud Computing?

Cloud computing has a nice ring to it, and you may have heard a thing or two about it in the past few years. But, maybe it didn’t quite make sense or seem applicable to your company. Investing in cloud services is right for many businesses across industries. If you’ve considered it or are even just curious about cloud computing, here are the basics and some extra helpful details to get you started on the future of your business. Investing in Office Services Cloud computing refers to a global server network that creates data storage in a “cloud” or on off-site servers. These servers (or this information) is accessed via the internet, from anywhere and at any time. Cloud computing also has extreme security measures to protect the data stored on the servers. Investing in office services that streamline workflows and make it easier for your teams to operate securely from anywhere is more than worthwhile in today’s ever-changing business environment. Cloud computing – with storage, access, and security incomparable to hard copy data – might be the best step to securing your business’s future. Cloud Computing for Your Company Cloud computing is efficient for any company looking for growth and development in the digital sphere. With flexibility, scalability, security, and cost savings across the board, your company will wonder why you didn’t consider cloud computing a critical office service long ago. Now is the Time Don’t wait to update your storage and operations systems so you can have tighter security, functional operations, and access from anywhere. Get ahead of 2021 and anything that’s to come with Base Technologies. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/01/2022 0

How Data Security Protects Your Business

Data security means establishing protocols, policies, and procedures to protect your business data from loss, hacking, unauthorized access, and other issues. Most organizations have data security processes and controls in place, and some have better systems than others. If you’re wondering if now is a good time to address data security, update your systems, and find a reliable vendor partner, the answer is yes. Time to talk to Base Technologies. Another aspect of data security includes safeguards to prevent network hacks and protect devices, which is also part of the Base Technologies office services. Read on for more. Office Services Most office services, like managed print, managed IT, and document management, focus on data security as an essential part of the service. The benefits of data security include guarding all valuable company information, protecting your reputation and client data, saving money by being proactive, and building a competitive edge of protection for your company. Data security problems can be costly for your business. It is not just expensive to fix initially, but also in fines, litigation, losing business, and other issues. Stay Ahead of Security Issues The four pinnacles of data security include: Training employees Using tools like firewalls and encryption Enforce data backup Be proactive with updates and patches The most important aspect there is being proactive. Getting ahead of hacks or other data issues is critical and will save your business the most money in the long run. Invest in the Best Get your office security lined out to protect you from the worst, but expect the best-case scenario. The professional team with Base Technologies are security experts that know how to work with any industry and any size business. Today is the day! Let’s get going. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

24/01/2022 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, and 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, or reach out directly to Base Technologies for information specific to your company. 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 What to Know Next, you’ll want to have an idea of what your office equipment can look like at top performance. Base Technologies can work with you to help create some ideas of what your office will look like when operating at your highest level after investing in the right office equipment to build your business in today’s world. Invest in the Best Equipment for Efficiency The right equipment needs to match your office and your operations. That kind of personalized service only comes from Bizcopier, where we work with you to address your office equipment needs. We’ll exceed your expectations – get in touch today. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

21/01/2022 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. Base Technologies 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. Get ahead – get managed print from Base Technologies, your reliable partner. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

20/01/2022 0

Upgrading? This time, think about refurbished office equipment.

Having the right office equipment is a critical part of ensuring your business is functional and optimized for growth. However, when you’re upgrading, it’s often a big investment upfront, and you may not always have the funds you’d like. Luckily, there are excellent options for machines that are professionally refurbished and 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 the standards of 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 basically 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. Talk to Base Technologies to get ahead.   *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

19/01/2022 0

What Should the Price of My Copier Be?

This is an excellent question that is asked by every potential buyer. It is so open ended, however, that you should be prepared to work closely with a good consultant to help you to define exactly what your business needs are before you can arrive at a reasonable answer. I like analogies….and in this case the analogy of buying a car is a pretty good one. Is the car for personal or business use? How many miles will you drive each month? Do you have to transport heavy materials? How many passengers will you need to carry with you? Will children be passengers? Are safety ratings important to you? Is gas mileage of importance to you? Will you be towing a trailer? What is your budget? Should you lease or buy? Wow! As we think about it…….the questions are almost endless but they are somewhat  intuitive and we can answer them in short order. When acquiring a copier/printer the questions are not as intuitive and that is why I stress the need to use the services of a consultant/adviser who is knowledgeable and can assist you with the questions that need to be answered. A great source is a representative from an Authorized Dealer. The first basic question is do you need a black & white print only or do you need color printing capability? The second question is what quantities will you need to print on a monthly basis? This is critical in determining the speed of the copier which is directly related to the power and durability. Also of importance is what size paper will you need to print on (letter, legal, 11 x 17 or special sizes) and what is the weight of the paper such as special heavy stock or textured paper. There are also considerations related to “finishing” such as collating, stapling, hole punching, booklet making and folding which can all be accomplished with the addition of options. Scanning and document management are also considerations, along with the question of laser printing vs. ink jet printing. It seems like a lot to consider, but a professional adviser can get you through this systematically and efficiently to help you determine what class and size of equipment that you should consider. The next step is determining whether direct purchase or lease and what term of lease is best for you. At the end of the day you will be a happy consumer if you have gone through the steps and answered all of the questions that will lead you to the answer of your original question: How much should my copier cost? With that being said here are some general guidelines for pricing of copiers without a Service Contract: Home Use Copier/Printer: Big Box Stores may be your best option as they offer Brand Names at low prices. Be careful not to purchase a $99 copier just to learn that replacement ink will cost you $250 each time. Do your homework, in many cases it’s better to purchase a $599.00 unit and have a much lower toner/ink cost. Do the math before you buy! At some point, depending on your volume, moving to a lease for a Business Desk Top Copier with a Service Agreement that includes your toner will make sense …..even for a family that has 3 children in HS doing homework projects, or a business concerned about security risks. Business Desk Top Copier: 35 page per minute b&w and color laser copier/printer with scan and fax capability. Letter and legal-size paper only. You can expect to pay $1,600 to buy or $60.00 per month for a 36 month lease. Entry Level Business Console Black & White Copier: 35 page per minute b&w laser copier/printer with scan capability and two paper drawers. Letter, legal and 11×17 paper. You can expect to pay $3,500 to buy or $110.00 per month for a 36 month lease. Entry Level Business Console Color Copier: 35 page per minute color laser copier/printer with scan capability and two paper drawers. Letter, Legal and 11 x 17 paper. You can expect to pay $4,500 to buy or $135.00 per month for a 36 month lease. Business Console Color Copier: 60 page per minute color laser copier/printer with scan capability, fax, 4 paper drawers, 250 sheet single scan document feeder, stapling finisher with booklet maker and tri-fold/ bi-fold capability. Letter, legal and 11 x 17 including heavy bond paper. You can expect to pay $17,500 for this fully loaded copier unit or $340 per month for a 60 month lease. This does not include your service agreement. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

17/01/2022 0

Managed Print Services’ Long-Term Savings and Benefits

Your office budget is a complex system that has likely taken a few surprise hits (or boosts) over the last year. While the pandemic brought more uncertainty to business, it also allowed managers to look at areas where consistency could build business and help you grow in the right direction. One of the first services that provides consistency to an often chaotic environment is managed print services. Managed print services creates a system of supply ordering, maintenance management, print data collection, and more that streamlines how your office works. Then, the service also addresses traffic and workflow, unnecessary printing, and more to create a reliable, consistent print budget every month. Extended Savings Finding savings from managed print services is easy. First of all, you’ll save big on supplies and services being combined together for one low cost. Second, you’ll save money by not over-ordering supplies, getting the wrong items or having toner walk right out the front door. Then, you can save the most over the long term by reorganizing your print environment and adjusting traffic flow to encourage efficiency. This can all be done by rules based based printing. Workflow and Operations Improvement The long terms savings and benefits of managed print services fit mostly into the category of workflow and operations. Here is a short list of the benefits and savings managed print services provides: * Adjusting office traffic flow and printer locations * Enhancing workflows for efficiency * Addressing print needs and printer features to encourage more productivity * Cutting out wasteful excess printing. This can all be provided by an organization that offers managed print services. Advanced Technology in Managed Print Services The technology you need for long-term savings starts with managed print services. Contact a local provider to learn more about these great cost savings. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/01/2022 0

When a Multi-Function Printer Stops Scanning, What Causes It?

There are many reasons that would cause an MFP to stop scanning. First, to understand how the scanning takes place, we must understand how the scanned document gets from the printer to its scanned destination.  We will look at two options when it comes to scanning a document or an image, “Scan to Folder or SMB” and “Scan to Email.” Scan to Folder or SMB The protocol SMB stands for Server Message Block which provides file sharing, network browsing and inter-process communication over a network. When this option is selected, the image being scanned goes directly to a PC, a Server, or a specific folder on each. You can scan to other destinations including Dropbox, Google Drive or just about any destination that can store data files. For this example, we will just use a common PC. If a scan is to go from the MFP to a Windows PC there needs to be some things in place first. If you are scanning to a PC named PC124 for example, you need to have an account programmed within the MFP that has “Write” rights to PC124 or at least rights to a specific folder on PC124 that you are scanning to. This information needs to be entered into the MFP itself since the scan will use these credentials when sending the scanned image to PC124. On PC124, I would create a user called JOSEPH for example and assign a password for JOSEPH.  This information would need to be entered and saved into the MFP also. Each time a scan is sent to PC124, it would save to the computer as the user JOSEPH. Also, you need to make sure user JOSEPH has “Write” rights to the folder as well.  If I want to send a scan to the C drive of PC124 called SCANS, then I need to make sure that JOSEPH has write rights to C:SCANS.  All of this information needs to be entered into the MFP, the username (JOSEPH), the password for JOSEPH, and the folder I want the scan to go to which also needs to be setup as a SHARE on the Windows PC. When the scan takes place, it will go to C:SCANS if all of these settings are in place. The scan will not work if, the password programmed into the MFP for JOSEPH is not the same as what was created on the Windows PC or if JOSEPH does not have proper rights to C:SCANS.  Another thing to look for if a scan does not work is sometimes Windows Updates turns off the “Scan to SMB Server” option found under Control Panel, Programs and Features.   This needs to have a checkmark next to it. If not, Scan to Folder will not work. When changing this option, the PC needs to be reboot. Some offices have it set to Scan to the IP address of the machine and while this works, it can stop if the computer does not have a static IP address and comes up with a different IP address the next time it reboots. This is a common problem which is why it is better to scan to the Computer Name or host instead. This would never change automatically. Another option for Scanning is “Scan to Email.” This works in a similar fashion but instead uses email to get the image from the scanner. In order for the scanner to “Send” the email, a valid email address is used to scan or “email” the image to a valid email address.  Just like the “Scan to SMB” authentication, the email address and password needs to be setup correctly within the scanner configuration. For example, the sender email can be a Gmail account that you create like SENDSCAN@Gmail.com. The password for this account also must be entered and saved at the MFP. In this case you are actually emailing the image after it is scanned. A caveat to this is, the email address SENDSCAN@Gmail.com will have the scanned images in its “Sent Items” so be very careful who has access to this account as this can be a security risk. You can also setup a rule to auto-delete the Sent Item. Scanning will not work if someone changes the password of this “sending” account without updating the MFP with the new password. Which Option is better? There are pros and cons to “Scanning to Folder” and “Scanning to Email” and while both are viable solutions you should decide on which works better for you or a combination of both. These options are free. There are other options like PinPoint Scan which is a Kyocera product but a program like this has to be purchased and licensed. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/01/2022 0

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