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Technology is getting better and better, and new features are making your office printer even more functional and highly operational than ever before. That’s right – don’t discount your office printer. It’s essential for communication, collaboration, and functionality, and you always need it to work well when you need it. Investing a little in the right printer with the best features will make your job much easier and help your business boom. The Right Equipment Getting the right equipment is the first step. You’ll want to follow the following guidelines: Talk with employees to know what’s on their printer wishlist Engage with other companies to see what works for them Contact a reliable vendor partner and research options Ensure your equipment will meet your needs and decide to buy or lease Build a relationship with your vendor partner Top Features The features are key – that’s what your employees and your vendor will talk about the most. Here are the essential features to consider: Speed, volume, and quality – this is obvious, but don’t forget Network and wi-fi connectivity Finishing features Print security – like password protection, document protection, and encryption – this is key! Clear quality in color or black and white Tech Updates Updating your tech is a critical part of keeping up with the competition, streamlining your workflows, updating operations to leverage new tech features and functions, and staying ahead of the pack. You don’t want to get behind, and keeping your office equipment and technology ahead of the pack is essential to business.

Managed print is the fix for any office budget that you can’t quite get a handle on, but you don’t know your monthly print costs. Why? Because print is often the culprit for unnoticed fluctuations in spending, excessive, unregulated spending, and wasted supplies and output. Print can be an expensive, waste-heavy environment. But the good news is there is a simple solution and it’s managed print. Managed Print Savings Where do the savings come in with managed print? The real question is probably where doesn’t managed print help you save? Managed print will shift the way your business oversees print with some initial steps to establish data and tracking: the vendor will complete a print audit, which will then address excessive or unnecessary printing. Then, you’ll review supply ordering and management, print use, and the print fleet. With those first steps done, you’ll have enough info to build out a print strategy that will change your print policies, waste, and most importantly of all, spending. So, the print savings comes from gathering data, organizing the data to build a better plan, and cutting back on all print waste. That’s pretty substantial – but there are even more benefits to managed print than the great savings. Extra Benefits Additional benefits to managed print include: Streamlined print service Better workflows Ideal office traffic and fleet management Higher productivity levels And much more – talk to your managed print vendor to understand exactly how the service will boost your business. Managed Print Starts Here Managed print is the only comprehensive solution to get your print environment and budget under control and working with you, not against you. Don’t be surprised by another print cost again! 

Depending on where you are in your journey to update office equipment, organization, operations, and oversight, you might be approaching the term “document solutions” with extreme curiosity or lots of questions. Don’t worry – from start to finish, the team at Base Technologies has you covered no matter what step you’re on to a total update. Document solutions mostly refer to ways that your business can improve file organization, communication, and collaboration. Document management is one of the most popular answers to excessive paper storage, hard copy files, and transferring information. Organize Your Operations Document management helps you get organized by going digital. The service will set up a streamlined system for converting all of your historical, hard copy data and also incoming information into a digital file database that you can search, secure, and save for when you need it. Adding a level of digital access and organization to your business will boost productivity to levels that will allow you more room for growth, innovation, and building business. Document Management is the Answer You’ve got your answer for organization and operations – document management. If you have more questions or need to understand how it will look for your business, it’s time to work with a team of professionals to evaluate implementation, and how fast you can go digital to save money and time while boosting business. Get the Best with Base Technologies Document management is the next step for your business – from going digital to organizing files to increasing security, everything you need is in one solution.

Whether your business is large or small, a copier is an essential aspect of growing your company. No matter if you are just starting out or well established, you’ll need to invest in the right office equipment to keep moving forward. That’s where a few specific questions come into play. Do you want to buy or lease your machine? What are the benefits of both? Who should you work with? We’ve got you covered for office equipment, purchasing or leasing support, and any questions you might have in-between. Buy Vs. Lease Let’s start here – should you buy or lease your copier? We’ll break it down a bit. Buying is best if you have a little cash on hand, don’t want a monthly payment, and think you’ll stick with the same equipment for a while. Buying may not work if you expect to grow or change your business size/style quickly or are unsure what you’ll need quite yet. Leasing is a good option if you want to start slowly, don’t mind paying just a little bit each month, and appreciate the support of a contract with regular service agreements and the option to change your machine when your contract is up. Leasing may not work if the monthly payment is a stressor or if a contract won’t work with your business plan. Buying Benefits the Business Buying makes the most sense because you can have the machine you need as an investment, not a temporary piece of office equipment. Talk with the team at Base Inc. to learn more about why buying may be a better choice for your business. Start Here Either way, you want to work with a reliable vendor partner, get the best price for the equipment you buy, and invest in a machine that addresses your needs.

You managed business expenses closely and carefully. Each expense matters and is part of a tight budget. With any business, you need to know where your money is going. Some outsourcing services can help save money at your business and keep you running ahead full speed. Managed print is one of those critical services. Managed print services are an upfront cost, sure. But not having managed print will cost your business much more in the long run. Tracking printing costs is the best way to provide oversight on spending, evaluate print policies, and cut back where necessary. Expensive Print Environments Almost 35% of businesses don’t track their print environment, and for some companies, that means losing almost the same amount in savings on print costs. How do print costs add up? Start with some slightly outdated equipment, move to overuse and over-ordering of supplies, and end with excessive printing and inefficient use by employees. You’re looking at about a 20% increase in print costs. Get it Under Control How does managed print get control of these costs and keep them down? The key ways it works for any business include: Increased print oversight and print data audits Access to efficient, upgraded devices Streamlined print fleet Organized supply ordering and use Effective print policies Better security and protections These benefits are critical for any business that needs to address print. Managed print is a cost, sure, but the savings make the service beyond worth it.

The office services that you invest in are important, and your team is probably ready to hit the ground running with digital solutions. If you haven’t considered going completely paperless, now is the time. Paperless offices are more secure, more mobile, and more efficient than those still using hard copy or regularly going between mediums. Top Reasons to Go Digital There are tons of reasons to go digital, but the most important to consider include: Communication – if your team is already communicating online, matching the workflow to the communication will significantly improve efficiency. Collaboration – teams can collaborate with version control and easier access when using document management as an office service that boosts productivity. Security – document management is secure, effective, and controls access. You can also ensure compliance and proper oversight with the right document management. Mobility – stay mobile. In a world where anything can change, staying ahead of the game is critical. A digital office is more secure and more mobile than anything before. Optimize Your Office See what your team can do with an excellent digital set up like document management. In today’s world, investing in security, office services, and digital transformations can make a big difference in performance and business growth time to get going to stay in the game. Set Your Team up for Success Helping your team succeed is a crucial part of being a business owner and manager. Investing in the right office services and solutions will help everyone work better and stay involved in the company because it’s clear your organization supports your team.

Is it time to upgrade your office equipment? You might be there if you see a line at the printer, more costly print charges, slower workflows, and have regular printer maintenance calls. Don’t worry – upgrading your office equipment doesn’t have to be stressful or challenging. It’s an opportunity to build your business, add features to increase efficiency, and improve your workflows and organizational productivity. Equipment Upgrades that Boost Your Business A few key upgrade features can make the biggest difference in your office. For example, security features are better than ever and can save tons of time and money by integrating into your new printer. Also, automation applies to many aspects of updated printers and copiers, making it easier to complete large and small projects quickly and efficiently. Other equipment upgrades include network integration, digital applications, simple user interface, data security and protection, and finishing features. Better Machines Mean Better Management It’s easier to do the job at hand and exceed expectations when your team has top-notch equipment. If you’re ready to upgrade, talk to Base Technology and ask about what an upgrade would look like for your business. You may want to consider the following as well: How do you currently use your machine? What is your monthly volume? What is your level of security needs? How scalable are the features? What additional features may help increase productivity?

The need for security envelopes every area of a business and that includes the printers. If you have ever worried about document security in your law firm, don’t forget that the printers use data streams just like the network’s computers do. That makes the printer fleet one of the main places that need attention to keep them secure. Locking the Printer One of the ways that document management makes printed documents more secure is that it utilizes the locking feature of modern printers. This allows a worker to send a document to the printer but to leave those pages inside the printer until later when they can be picked up. This is a helpful way to keep others in the office from seeing documents that they don’t need to. When it comes to printing, it isn’t just strangers in the office that can steal data- employees can take or photograph printouts and have access to private data. Encryption Most devices now use end-to-end encryption, so it shouldn’t come as a surprise that it’s now used on printers. Just like the data streams from one computer or network to another, printers have data streams going to and from them. It is possible to hack those data streams and to steal all of the data those pages contain. As a part of a digital document management system, the data stream should be one that is fully encrypted to keep it protected from end to end. When upgrading your document management system, be sure to check your printers to ensure that they use this encryption. Cutting Down on Printing Printing a document doesn’t have to be a risky proposition with the right precautions, but not printing the data at all is even safer. With digital document management systems, you may not have to print many documents at all. Instead, new documents are filed digitally and kept stored in the cloud. This keeps those hard copies from being left around the office for others to see.

The convenience of working from remote locations has made remote working more popular than ever. Between national emergencies and local circumstances, the push to work from home is strong, so the push to do it safely must be strong as well. Cybersecurity and other types of data security and IT solutions are vital to today’s working style. Unsecure Wi-Fi When workers work from the office, they use your computer network secured by the office’s secure Wi-Fi. However, when out of the office, it’s anyone’s guess. They could be using their home Wi-Fi network, and this may or may not be secure. They may also be working from public places like cafes, and this includes using public Wi-Fi that is often loosely secured and easily hacked. It’s important for workers to know that the Wi-Fi network they use for work tasks makes a big difference in the security of the company as a whole.  Personal Devices Part of the cost savings of having workers work remotely is that they can provide their own devices. They can use their own cell phones, tablets, laptops, etc. However, this means that the company has no control over the security of those devices. If there is a virus on a home computer, it could spell disaster for a worker who uses that to input company data. Employees should be trained in how to keep their devices secure and how to know when a device may have been compromised by malware or other security problems.  Physical Security for Devices It isn’t just the virtual world that can pose a problem to devices and company data. There are many ways that the data on a device can be accessed through physical means. If devices are left around haphazardly, for example, they may be stolen and the data on them breached. It is also easy to leave sensitive data on a screen for other people around the worker to see and take notice of. It may not even be the screens that cause the problem. If a worker calls to check in and talks about sensitive data over the phone, that conversation can be easily intercepted.

The copier in the office gets a real workout on a typical day. That’s why it should be included in all security measures so that the data that goes to and from the machine isn’t compromised. The Hard Drive The hard drive on the company copier is much like the hard drive on the network’s computers. The hard drive stores data and much of that data is likely sensitive information that isn’t for public consumption. The hard drive should, therefore, be wiped occasionally to keep it from storing too much company data. Even more important is to either take out or erase the hard drive before the copier is gotten rid of when it’s time to upgrade your machine. Leaving an intact hard drive allows anyone who gets the machine next to access everything that was stored there. The Data Streams The data streams that go to and from the copier are much like the streams going between computers and other office equipment. They may be vulnerable to attack, causing a data breach, if they are not secured properly. The best way to secure them is to get a copier that has encryption from end to end. This encodes the data stream completely from the time it is sent until the time it is received by the machine. End-to-end encryption renders the data stream completely useless should anyone hack into it and try to take the data. Updates Much like the computers in the office, there are updates to the software used by printers and copiers that should be installed and used. If your company is like most, sometimes those updates get postponed until a more convenient time. However, this leaves the copier vulnerable to being attacked for its data. Always do updates as soon as they are available to close any windows of opportunity that are created by software issues.