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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

Features to Look for When Buying New Office Equipment

This year is a great time to make upgrades to your office equipment. Why? The office is changing more than ever, technology has made significant strides in recent years, and as employees return to the office, you can set a standard with productivity and enhanced features. Why make the updates now? We’ll outline some key changes below. Technology Changes Plenty of technology shifts can increase your office productivity and advance your communications. Some key tech changes includes increased volume, functional applications that connect to your networks, advanced finishing features, multifunction technology, and more. Also, mobile technology plays a major role in today’s workforce, and your office equipment can meet you where you are – add mobile print to your printer so your teams can print from anywhere. If any of these sound like they could boost your business, it’s time to start looking into your next office equipment. Advanced Features and Systems Features and systems have also taken big strides in the last four years. With affordable, high-quality color and volume enhancements, you can add extra brightness to your communications. Also, finishing features include sorting, stapling, collating, and booklet making to create visual information for your clients and customers. Don’t wait any longer to get what you need – it’s time to catch up with the technology so you can keep your business moving ahead. Your office equipment solutions shouldn’t be a huge challenge. You want it to be easy to communicate needs and find out exactly how your office can benefit from upgraded equipment. Talk to a local provider that will walk you through the process and help you evaluate, analyze, and understand your needs – and get the equipment to support your business.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/01/2022 0

Gmail’s New Two-Factor Authentication Requirement

Scanning to Email requires the use of an email account to actually send the scan after the scanner scans it.  Those of you that use a Gmail account for this purpose need to pay special attention as Gmail will be turning on and REQUIRING two-factor authentication for all of their email accounts by May of 2022. This means that two-factor on your account can be turned on at any time. Printers cannot “Approve or Deny” when they are trying to login to a Gmail account to send the scan, so most likely your scanning to email will just stop working once two-factor has been activated.  We think it is important to deal with this ahead of time and follow the proper workaround before Gmail decides to turn on the two-factor for your Gmail account. So here at BASE we are putting together a procedure for any of our clients to follow just for this purpose. This is a high-level overview of what needs to be done so it is something that should remain on your radar to address in the near future.  Remember that even if scan to email stops working, it is not the end of the world. It is just a matter of making some changes within your Gmail account and on your printer. One of the biggest hurdles may even be remembering the password for the Gmail account, as many people set it and forget it.  Logging into your Gmail account is necessary as there is something called “Generating an APP password” for your Gmail account and this procedure can be a little confusing. Basically, you let your Gmail account create a 16 digit App password that you take from your Gmail account and apply it on your printer which requires logging in to the Web interface of your printer’s IP address and making the appropriate changes which is basically changing your Gmail account’s password to the special App password created previously. Once this App password is entered into your printer’s interface, scanning to email will still function as it should even though two-factor authentication is now in use. The only drawback is that this has to be done on every printer that scans to email using a Gmail account. If multiple printers use the same Gmail account, then the same APP password has to be added to each printer. If you have forgotten your Gmail password, there is an option to click on “Forgot Password” that will contact a phone number to continue the process of resetting your password. Some people may not have access to that phone number or know which phone number will be contacted in order to reset the password, so these are many things that need to be looked at and it is better to make these changes and jump over these hurdles when you are not in a crunch and have to figure it out. So we advise turning on your two-factor authentication before Google does and dealing with it before they force you to and need to scan that important document to your boss only to find out that it is no longer working. Here is a link to a brief video which shows you the steps to take in the Gmail account you use to scan to email, and then where to enter the new 16 digit APP Password generated from within your Gmail account to the web interface of your printer. For the sake of saving time for this video, I am already logged into my printer. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/01/2022 0

Google Cloud Print Shut Down

Google Cloud Print Shut Down As of the beginning of 2021, Google Cloud Print is officially no more. Google announced last year that its wireless cloud printing service would be deprecated on 31st December 2020. It’s now a defunct service and no device on any operating system can use it. What is Google Cloud Print? Google Cloud Print was a feature that allowed users to print to any printer that had Google Cloud Print support via Google Chrome. It was created to simplify printing from Chrome OS, as Chromebooks weren’t compatible with many wireless printers natively in their earlier days. Google Cloud Print allowed you to print wirelessly to a compatible printer from anywhere, with any device that had Chrome. All you had to do was add a supported printer with Google Cloud Print capabilities (which most recent models have) to your account to be able to take advantage of its cloud printing capabilities. Google Cloud Print was particularly useful for businesses with high printing demands as one printer could be used wirelessly from anywhere by anyone in the business with a device featuring Chrome. Why was Google Cloud Print shut down? Even though the service was running for ten years and reached widespread adoption, it was still only in its beta stages according to Google. As we’ve already mentioned, the service was originally created to allow Chrome OS devices to print more easily on mainstream printers. Because Chrome OS is now much more compatible with market-leading printers natively, Google Cloud Print is inherently no longer necessary. Will my Google Cloud Print printer still work? Most recent wireless printers have Google Cloud Print capabilities, but this is simply an add-on to the many other features that they have. Your printer will function just as it was designed to. You’ll just have to use it in the normal, albeit slightly less convenient, manner.

07/01/2022 0

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