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Financial Costs Inefficient paper use in the workplace has too high of a cost to be disregarded. Supplies such as toner and paper, as well as equipment maintenance, can quickly mount up. Perhaps more significant than these costs is the amount of time spent by employees adjusting printers and copiers, filing documents, and then trying to find them again—often only to throw them away. Some findings from productivity research studies: Inefficient use of printers, copiers, and fax machines can waste between 1 and 3 percent of company revenue annually. For every dollar spent on copying, companies incur another $6 in handling and distribution, and half of all documents printed are thrown away within 24 hours. An average of 17% of everything printed is considered waste. Costs to the EnvironmentUsing less paper can help your company save money while simultaneously addressing many environmental issues. 42% of all trees harvested for industrial use are used to make paper. Unfortunately, forest destruction is only half of the story. In most developed nations, the pulp and paper sector is also the greatest industrial user of water, the largest water polluter, and the third highest emitter of global warming pollutants.

Businesses invest a lot of money to protect themselves from security threats, but frequently fail to secure their print environment as well. Large multipurpose copiers and printers are now as common as modern PCs. They can share papers and access the cloud over WIFI. Even if we can deal with hackers and email frauds more effectively, we often overlook copier security. This could indicate a serious weakness in your security system. Here’s how you should safeguard your print environment. Pick up your confidential documents from the copy machineThe copy tray is a common place where people leave their private documents unattended for a long period of time. Because anyone may easily access those documents, this poses a security concern in your print environment. When a job is sent to the copier, the user should be required to swipe their ID card or enter a password in order to retrieve the printed documents. Use a Secure Socket Level (SSL) certificateData is securely encrypted between computers, but not when a document is sent to the copier. It could just be transmitted as clear text which is a big security risk. Improve your copier security by using a secure socket level (SSL) certificate. A lot of modern copiers and printers provide these, so if you have any older models, it’s time to upgrade them for some new ones. Increase Copier Security by Regularly Overwrite Your Copier’s Hard DriveSet up a regular schedule to overwrite your copier’s hard drive. You can do this once a month or after every job. Make sure to update your copier’s software to the latest version. The new version of the software can fix any bugs and patch security holes to keep your data safe. Place some restrictions on which file formats should be allowed for printing. Avoid sending documents ending with a ‘.exe.’ extension and only allow PDF’s, Word Documents, or JPEGs. Educate Your Staff about Copier SecurityFinally, educate people about copier security risks and how to prevent them. Give everyone a set of guidelines to follow to ensure that your print environment is always safe.

There are many different types of software and printer models, each of which may have its own way of encoding data. To allow almost any software and printer to communicate there needs to be a translator between the two – the printer driver serves this purpose. One of the tasks performed by a printer driver is to convert your document (i.e. your label template) into a Page Description Language that your printer can “read”. These languages describe the content on a page and how that content is arranged. This is done in the form of a series of geometric lines and shapes that can be described using mathematical equations. Thankfully, it’s pretty easy to check that you have the most up to date printer driver installed. Simply run your device’s software update tool and it should check for any new versions of your printer driver. For Windows devices you simply run Windows Updates and for Mac devices you run App Store Updates. If your printer came with its own software, it may include a tool to check for updates. You can use this instead of your device’s software update tool. You can also go to the manufacturer’s website; most will include downloads of their latest printer drivers on their support pages.

A printer driver is a piece of software that is installed on your computer that allows it to “talk” to other pieces of hardware such as your keyboard, mouse, and printer. For a printer, this means converting your documents into printer instructions so that your print job looks exactly like it does on your screen. To ensure that your documents print correctly, different printers and operating systems will require different drivers. Printer drivers are classified into two types: PCL (Printer Command Language) and PS (PostScript) (Postscript). PCL drivers are more widely used because they are more efficient and are supported by most operating systems. Because PCL drivers are printer-specific, your print job may differ from one printer to the next. PS drivers, on the other hand, are more specialized and are frequently used in graphics-intensive applications and print shops. The instructions generated by a PS driver are intended to make your print job look exactly like it does on the screen. This requires more time and storage space, making it a slower, but more precise, process. PRINT PROBLEMS Sometimes printers don’t function as you expect them, and when this occurs it may be due to the printer driver. Some common problems that may occur include: The computer fails to recognize the printer. Symbols or characters are added to, or subtracted from, the document. Black lines print on your document. Your program crashes when you try to print. If these occur, you may need to update your printer drivers. UPDATING DRIVERS Because printer drivers are responsible for the performance of your printer, they occasionally need to be updated. This can solve problems, and is also how bug fixes are distributed, security features are updated, or additional functionality is added to your printer. To update your printer driver you should: Uninstall the old printer driver. Locate the newest printer driver for your specific model printer and operating system on the printer manufacturer’s website. Download and install new drivers according to manufacturer instructions. Printer drivers are essential to the proper functioning of your printer. A solid understanding of this software and when to update it can help keep your printers running smoothly.

Print Volume The number of sheets you copy on a regular basis helps you determine the size and functions you need in a copy machine. Estimating your average monthly pages allows you to find a copier that can handle the volume without frequent toner changes. If you sign up for a service agreement at the time of purchase, you may have a limit on the number of pages printed on the copier each month. If you already own a copier, record the number of pages printed each week using the copy machine’s meter to estimate your volume. If you use a copy shop for duplication, use the sales slips to help you track how much you copy.   Paper Handling The type of items you copy also affects your purchase. A basic copier may not handle larger paper sizes. Consider how often you need to print larger pages to determine if this capability is essential for your business. The number of pages the machine can copy per minute, abbreviated as CPM, is an issue if you need to print large volumes very quickly. More advanced copiers also include the option to print on both sides, collate pages, change the printing scale and staple pages together.   Other Functions The other uses for the machine help you narrow down the options. A multifunction printer may be an option for a small business because the machine handles copying, printing, scanning and faxing from one unit. This saves money over buying individual machines and saves space in the office. If you have multiple employees who will use the same machine, consider the ability to network the machine so all workstations have access to the printing function. Regular copy machines may also handle scanning.   Energy Efficiency Choosing an energy-efficient copy machine with the ENERGY STAR® label saves you money on utility bills while reducing the environmental damage that comes with high energy consumption. The machine also stays cooler as it works, so you avoid an increase in office temperature during frequent use.   Controls The controls of the machine affect how easy it is to use the copier. Choose a machine with intuitive controls that allow all users in the office to understand how to execute all functions. Inspect the displays on the copier and test out the controls. Try various functions to determine if it is difficult to switch from one to another.

Copiers and Data Security Fundamentals Did you realise that practically every copier you’ve bought in the previous twenty years or so came with a built-in hard drive? That is correct. So, what precisely is kept on the hard drive of your copier? Copiers, like computers, use hard drives to store information about documents. They also save contact information, such as names, email addresses, and fax numbers, that you enter into the machine’s address book. This information is frequently regarded as sensitive. You wouldn’t want the system hacked since someone may steal the data. Most manufacturers claim that their machines can ensure that the documents you print, scan, and fax are not saved, and many provide optional copier data security kits to improve data protection. Tips for Protecting Your Copier Data Purchasing an optional data security kit is one way to boost security. These kits assist you in safeguarding data on your copy machine’s hard disc. Other safeguards may and should be implemented to secure data on these workstations. Limiting network access to printers and copiers is one of them. Excellent security practises might be beneficial. Physical access to printers and copiers may also be restricted. Some staff are not required to have access to these equipment. They may get access to a system and retrieve critical information from saved papers. You should also consider the printer’s end of life. You might plan to remove the hard disc or shred the data on it digitally.

1: Offers Flexibility        A photocopier, particularly multifunction printers and copiers, has many applications aside from copying. They can email or fax documents immediately after scanning to reduce the number of steps involved in sending information. The most recent copiers can handle multiple types of tasks at once, allowing employees to print, fax, and scan without having to wait for all previous jobs to finish. Wireless copiers increase employee flexibility by allowing them to print and send documents from their desktop computer or mobile device. 2: Improves Productivity       Copiers have a reputation for being slow, but that is no longer the case. Modern copiers, for example, can print between 15 and 100 pages per minute on average, with higher-end copiers capable of printing even more per minute. That’s much faster than waiting for a copy shop order. Furthermore, because a wireless copier can be placed anywhere, it increases office productivity by allowing you to position your copier in the most convenient location. Employees never have to interrupt their workflow when they have a copier right in the office. 3: Increases Security      Using a third-party service to make copies exposes sensitive information. You can protect your documents, however, by keeping your own equipment in the office and securing your copier. In fact, many copiers nowadays come with encryption software and password protection. To further protect your copier, you can: ·       Place it in a secure location ·       Strengthen your wireless network ·       Authorize, monitor, and verify its use ·       Protect the hard drive 4: Reduces Paper Waste      There are several environmentally friendly ways to reduce paper waste when using a copier. For example, if you set your copier to print on both sides then you will print faster, use less paper, and end up spending less. You can also look for a printer with duplex capabilities so that you won’t have to flip the paper yourself to scan or print on both sides. Another way to reduce paper with your copier is by emailing or saving copies digitally instead of printing them. By using less paper, you will save more money. Other eco-friendly copier practices include: ·       Setting a power save or sleep mode to save energy ·       Printing in black and white or grayscale to use less ink ·       Enabling toner-reducing settings for internal documents

Situations Requiring Short Term Copier Rentals A customer may benefit from short-term copier rental in a few situations. If any of the following apply to you, I would recommend renting rather than buying or leasing. New Businesses Leasing can be difficult for a brand new business with no established credit. Because it’s unlikely that a new company will have the capital to purchase a copier outright, renting is increasingly looking like the best option.  We know you don’t want to think about it, but there is always the possibility that a business venture will not go as planned. You don’t want to be stuck making payments on equipment you don’t need if that time comes. Mobile Businesses Some businesses are frequently on the go. Take a film crew, for example. They might film in 6 different locations over the span of 6 months. It’s not uncommon for these types of companies to rent copiers when they get to their destination, rather than taking one with them when they travel.  No Commitments Leasing is the most inexpensive way to acquire a new machine. Monthly payments on a lease are lower than the cost of renting month-to-month, but renting comes with the benefit of being able to return the machine when you want.  A lease cannot be canceled. When you sign a lease you have committed to making payments for the length of the term. For some, the idea of no commitments is what most appeals to them about copier rentals.  No Credit Checks Credit checks are required for leasing equipment, but they are not required for renting. Customers who cannot qualify for a lease can always turn to renting as their next best option. Renting a machine will also give them the option to save up and buy a copier, or establish some credit to get a lease. 

A4 Magazines, catalogues, letters, and forms can all be printed on paper that is designated as A4 size. Dimensions A4 measures 210 × 297 millimeters or 8.27 × 11.69 inches. In PostScript, its dimensions are rounded off to 595 × 842 points. Folded twice, an A4 sheet fits in a C6 size envelope (114 × 162 mm). Part of the ISO 216 standard The ISO A or ISO 216 standard refers to a group of page sizes, of which A4 is one. The German DIN 476 standard from 1922 served as the foundation for this international standard. In reality, A4 is frequently referred to as DIN A4. The JIS P 0138-61 standard for paper sizes was adopted by the Japanese.  An A4 document can be folded in half along its shortest side to become an A5. A3 paper size is equal to two A4 pages stretched out side by side. As a result, a range of paper sizes from A0 (which has a surface area of one square metre) to A10 is produced. All sizes have the same height/width ratio of 1:1.41, or the square root of 2.The dimensions always get rounded to the nearest millimetre. Resolution needed to print an A4 size picture To output an image properly it needs to have a certain minimum resolution. The number of pixels depends on the required output quality. At 300 ppi (pixels per inch) an A4-sized image needs to contain 2480 × 3508 pixels. This is the required resolution for quality offset printing that will be viewed from a short distance (such as books, brochures, magazines, calendars,…). For photo books, it is also the optimum resolution but a somewhat lower pixel count (250 dpi) is fine for great-looking photographs. At 150 ppi the image needs to be 1240 × 1754 pixels. This is the minimum resolution for newspapers or posters viewed from a fairly short distance. A digital camera with decent image quality and a resolution of 8 megapixels or more can be used to print high-quality A4 size pictures. A somewhat lower resolution is still fine. I’ve had excellent results with my six-megapixel Nikon D70.

Most likely, the last time you purchased printer paper, it was 20-pound, letter-sized bond. It was probably 16-pound bond if you purchased inexpensive paper. Although letter-size paper is the typical size for computer paper, you can also utilise different sizes and thicknesses that will frequently better fit your needs.  Default paper sizes  The majority of printers used in offices today are designed for paper that is 8.5 inches wide. Wider paper will often not fit in the printer, and narrower paper can tend to shift from side to side while the print job is being processed. The standard sizes of paper in the United States include: Letter-size paper: 8.5 x 11. Used for letters, brochures and flyers, it has an aspect ratio of 1:1.2941. Legal-size paper: 8.5 x 14. Slightly longer than letter-size paper, it’s commonly used for brochures and flyers. It has an aspect ratio of 1:1.6471. Tabloid/ledger paper: 11 x 17. Twice as long as letter-size paper, it’s also used for flyers and brochures. It has an aspect ratio of 1:1.5455. Half letter-size paper: 8.5 x 5.5. Used for postcards, greeting cards and small flyers, it has an aspect ratio of 1:1.5455. Paper thickness and weight  In the United States, paper thickness is measured by its weight based on 500 sheets, which is one ream. The reasoning behind this system is that paper is extremely thin, and it is difficult to measure its width, so thickness can be easily determined since 500 sheets of thick paper weigh more than 500 sheets of thin paper. However, there can be variation from one company to another since the paper is weighed before it’s cut. You’ll notice that 500 sheets of 20-pound paper doesn’t actually weigh 20 pounds. The shorthand “#” is often used for pounds on paper packaging. Bond paper: The most common paper used in offices today, this is to what most people refer when they describe printer paper. Bond paper comes in 16, 20, 24, 28, 32 and 36 pounds.  Text paper: This is used in commercial printing, usually for brochures and stationery. It comes in 50, 60, 70, 80 and 100 pounds. Book paper: Used primarily for printed books, catalogs and magazines, book paper comes in sizes ranging anywhere between 30 and 115 pounds. Cardstock: Also known as cover paper, this is thick, stiff paper resembling light cardboard. It comes in sizes ranging from 60 to 120 pounds. Index paper: Used for index cards, postcards and folders, this comes in 90, 110 and 140 pounds. Tag paper: Used primarily for things like signs, price tags and door hangers, this is very thick and sturdy paper. It comes in thicknesses ranging from 100 to 200 pounds. Size of printer paper in pixels  In short, there is no direct comparison from pixels to the size of paper without first looking at your printer’s print quality and the quality of the image on your computer. For the best quality, professional printers recommend that you use a software setting of 300 PPI, which can be done from your printer settings (high-quality setting) or from some programs like Adobe Photoshop. At 300 PPI, a standard letter-size piece of paper will be: 2550 pixels wide (300 pixels/inch x 8.5 inches) 3300 pixels high (300 pixels/inch x 11 inches)