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The choice of whether to buy or lease office equipment can be a big one. There are pros and cons for each choice, and the size of your company may dictate the best answer for your business. Buying Office Equipment Buying all of the office equipment is certainly a valid choice. For larger businesses that have equally large budgets, the cost of purchasing this equipment outright isn’t a strain on the finances. However, many companies find that this up-front payment to fund the needed equipment is a hardship on the company’s monthly budget. With a tight budget, there may be little money available for large purchases, and several large purchases at once may be a dangerous proposition. Buying does come with a much larger up-front cost, but many buyers find that over the years, the money spent was less than if they had leased the equipment. Leasing Office Machines The other option is to lease the machines, paying a smaller monthly fee each month to keep using the office equipment. With this option, it’s easier to fit these expenses into the monthly budget, as the cost will stay the same each month. Some companies choose this method because it allows them to have access to the latest machines that come onto the market. The leased machines can simply be exchanged for new ones when a newer model is needed for its advanced capabilities. With the technology behind printers, computers, and copiers in New Haven and Stamford advancing so quickly, some companies prefer this method to stay on top of the tech on the market. Trying Office Equipment It may be that you want to eventually buy your office equipment, but not just yet. With office machines being a significant investment of resources, you likely want to be very sure about the models you buy. When you lease machines, you can try different ones to see which models work best in your office. Then, once you’ve tried different types, you can choose the model that you want to buy outright. This allows you to get just the right equipment with the features that will be most helpful to your employees.

The many tasks in every office that require a printer often can’t be ignored or put off for another day. Getting the printers in place and keeping them running well is a big job with the complexities of today’s printers. Here’s why so many companies are now investing in outsourced managed print services. Keeping Costs Lower When companies try to take care of their own print maintenance, there are a number of costs that are associated with it. Perhaps the biggest of these is that the company will either have to hire more personnel to handle the job, or it will have to handle a loss of productivity that comes from other employees taking on this job. In either case, the costs to the business can be enormous. Avoiding Downtime When you consider all the things that printers do in modern offices, it’s easy to see how printer downtime could lead to a massive loss of productivity. There are things that simply can’t be done without the printer working. When you outsource managed print services, you don’t have to accept downtime as a part of doing business. The printer will be maintained as needed, supplies will be ordered and all repairs will be quickly made. It’s an investment in your business that you can’t be without if you have multiple employees using a printer for routine tasks. Keep Time Productive A loss of productivity is inevitable if the printers are broken or out of ink and paper. When employees then have to either go without documents or spend their working time to take care of the problem, productivity will certainly suffer. Any company that is interested in keeping productivity as high as possible will inevitably see that managed print services are highly cost-effective. A loss of productivity is one of the biggest ways that companies can lose money.

In a digital world, keeping information secure requires a proactive approach. For businesses who need to follow HIPAA law, there can be a lot to consider, including how each piece of technology may expose sensitive patient information to being seen by the wrong people. Having a plan for document solutions that includes HIPAA compliance is the best way to make sure you don’t expose sensitive documents and information to any risk. When you have a complete plan that includes computers, copiers, printers, and any other devices that might include a hard drive, it is easier to identify any areas that pose a risk and find solutions to make sure they stay protected. Take Steps to Keep Sensitive Information Protected Some policies you can enforce in the office that will help to keep patient information safe include: Employees should stay at the copier while making copies or scanning sensitive patient information. This limits the chance of someone walking by and picking up the papers, reading the information or taking photos of them. Each person should have a unique password or access code that allows them access to the copier. This creates a record of all actions taken and everyone who accessed the hard drive within the copier. Any documents that are sent to the copier or printer are temporarily stored on the hard drive within the machine and can remain in place longer than you realize. Encrypting this hard drive makes it harder for hackers to get to these files, and makes the data within them difficult or impossible to use. In addition to encrypting the files, any files stored on the hard drive should be deleted periodically so they aren’t kept where they can easily be found by hackers. If you need a new copier that meets all the requirements for HIPAA compliance and any other business needs, Base Technologies can help. With decades of experience supplying printers and copiers to businesses from every industry,

When it comes to working in healthcare, your focus will be healing patients especially those with life-threatening conditions. The focus is also with working with the healthcare team to ensure sanitation, medical tests, x-rays, proper nutrition, surgery, and more. The whole environment will be sustained. However, sensitive documents may be compromised, especially when it comes to printing. It is easy for these organizations to disregard printers. With strict consideration concerning the environment, privacy, and confidentiality, many healthcare organizations don’t consider the dangers of regular office printers. This type of office equipment could be harmful to the air, and the wrong hands can easily get private information if they are not careful. With these issues, it’s crucial for these organizations to have [eco-friendly, green printing] which also improves healthcare processing efficiency by reducing administrative costs. To establish sustainability for healthcare in green printing, you must adhere to the following steps: Establishing a green team– Have a team in place to eliminate inefficiency and to achieve specific goals. Streamlining of document and printing– Digital documents use less energy, consume fewer materials, and is more efficient and productive than the current print fleet. Reprocessing medical devices– In addition to properly reprocessing medical devices, you must have designated personnel to generate processes to recycle and use other green initiatives. Properly destroying documents– Destroying documents properly is vital to maintain privacy and confidentiality by shredding documents and recycling securely. Getting rid of capital assets– The capital equipment must not be disposed of, but reputable third-party resellers must resell them. Obtaining LEED Certification– LEED stands for Leadership in Energy and Environmental Design. This certification is for buildings to address energy conservation and operating costs. Qualifying in more money-saving incentives is also available.

Printing in the office requires a printer that takes the needs of the whole office into account. The printer you choose may be one that uses CMYK printing, or it may use RGB printing. Here’s how these two techniques are different. RGB on Screens This acronym stands for the three primary colors that make up light. They are blue, green and red. When digital work is created in color, it uses RGB colors to create all of the colors used on the screen. The colors tend to be brighter and far more saturated than when they are on paper. When you combine these three primary colors of light, they create white light, making them the three parts of light that is used in the pixels of monitors, scanners, TVs and digital cameras. These three colors are used to make new colors in the exact opposite way as using the CMYK printing technique. CMYK Printing This acronym refers to these terms: Magenta, cyan, yellow and key. The key is just a term for this group of colors. The three colors mentioned, plus black, are used in CMYK printers to create all of the other colors when used together. These work together more like paints than like RGB lights. For instance, using more of these colors makes them darker, and using magenta and cyan together create blue. Printers mixing together blue and green creates the color cyan. Paying Attention to Color The biggest reason that you need to know the difference between these two ways of using color is so that you understand why some colors will look different when printed than they do on the screen. The colors when printed will often be darker than they work on the screen, and there are not as many shades of color on the printout as there were on the screen. The differences between light and ink will create some differences in the finished product, but those differences will be minimal. Every effort is made to make printed images look as close to their screen counterparts as possible, but there are those slight differences in brightness and the range of possible colors.

Remember when every company had a giant copy machine in the center of the office? Those days are long gone, but if you have not evolved your print program and document solutions, then you might as well be stuck in the past. Today’s devices are meant to maximize productivity across all businesses of all sizes. Document solutions can help your business get the most of out your devices, cutting expenses and streamlining workflows. A Wide-Spectrum Approach to Your Documents By using a holistic approach to document solutions, we ensure that you are working with the best equipment for your specific business needs; help you fine-tune your document services; and pinpoint ways that you can climate waste, save time, and reduce expenses. We don’t just supply you with a printer or MFP; we provide full-spectrum results for your entire print program. Document Essentials So, what are some of the most important document solutions for every business? Here are two of the most important document solution must-haves. Networking and Mobile Print Networked printing devices and wireless printing capabilities are essential for today’s workforce. You can expect maximum productivity if you have out-of-date systems in place. Keep employees happy and working efficiently by providing cutting-edge tools to help get the job done. Unparalleled Security Networked devices require additional security to ensure your data is safe. Don’t upgrade your solutions without pumping up your security measures and never underestimate the tenacity of data hackers. Data security can make or break your business. And every time someone at your company prints, scans, or sends something over the network, it can leave traces of information behind.

Keeping track of the methods used by criminals to obtain your confidential information is a full-time job. Here are a few vital steps you should take now to secure your multifunction systems. Securing Your Multifunction Systems Encrypt Data in Transit Data encryption makes information worthless to hackers. Their tactics are often of the “smash and grab” variety, and most won’t waste time on encrypted data. As information travels through your network from employees to your multifunction printers and from the device to other locations, it could be intercepted by hackers. Making sure your data is encrypted helps protect your company from a security breach. Encrypt Data at Rest Multifunction printers require the same level of security protections as your company’s computers. MFPs contain hard drives that store information as it passes through the operating system. Encrypting this stored data is essential. You’ll also need to ensure that all data is erased or the hard drive destroyed at the end of your printer’s lease agreement. Enhance Phyisical Security You can minimize security risks by controlling who accesses your equipment, including securing the physical area. For some organizations, locating the equipment in a common area where employees pass by on a regular basis is enough to discourage unauthorized use. If, however, your company is large enough that no one would notice a stranger, choose a more secure location for your multifunction printers and require the use of card readers.

Office equipment might not always be the most exciting item to purchase, but getting it right is imperative. When it comes to selecting the right printing system, like a multifunction printer, businesses should do their homework before committing. As with any “big ticket item” you want to make sure you get the right match for your needs. I mean, you would not buy a car without conducting research first, right? One Device to Rule Them All Multifunction printers are all-in-one devices that enable you to complete a range of tasks from one device. These highly useful devices can print, scan, copy, fax, email and also offer network features, meaning that you only need one mean machine to get the job done. So, when it comes to this essential investment, you want to find the right match. Features, Functions, and Finances So, if you are planning to acquire a multifunction printer or copier, here are some key points to consider. Functions. Since you are seeking a machine that can perform multiple tasks, you want to assess which functions you need it to perform well. Do you need all five of the most common capabilities (print, copy, fax, scan, e-mail) or could you execute just as well without network capabilities like fax and email? Some MFPs offer limited functions, which impacts overall performance as well as the price, so pinpoint all of your device needs before shopping. Features. Beyond functions, multifunction printers also have various programs and features designed for optimization. Some features can help increase security, while others can improve document workflows. Plus, if your office equipment has mobile print capabilities, employees can access the MFP from their handheld devices, such as smartphones and tablets. Cost. Cost is typically the first thing companies think of when they consider buying an MFP. And, since it is a substantial financial investment, you must be aware of your budget. The good news is that there is a wide range of multifunction printers for different budgets, and overall, they are probably more affordable than you think. Remember above where we talked about functions, now the time to weigh your needs against your finances. Regardless of your office equipment line item, we can help you find an MFP that fits your business needs.

Ordering print supplies for the office can be difficult or expensive. It is challenging to anticipate when you will need print supplies and how much you will need, so costs add up, and so does frustration. Most often this is because businesses do not have protocols in place to simplify the process. With managed print, you don’t have to worry about supplies. This comprehensive solution streamlines print supply ordering and takes the stress off your staff. Why Managed Print Matters Without managed print, most businesses take one for two approaches: either over-order so there are always supplies on-hand if needed, or last-minute order in a panic and need expedited service and shipping. Neither of these situations is ideal. The first typically leads to extra supplies stuffed in storage closets collecting dust and sometimes, never even getting used. So many times, unused supplies are discovered months or years later and the business no longer even has the device the supplies were intended for. In the latter situation, last-minute supplies are ordered when they run out in the middle of a busy workday, leading to staff frustration and costly expedited shipping fees. Also, this cycle perpetuates itself as all is well until the next time ink and paper run low or out. How MPS Simplifies Supplies Managed print addresses many print-related concerns, supply ordering being just one of them. Beginning with a print audit, MPS can improve your print environment with data-monitoring, print tracking, as well as predictive supply needs. Using state-of-the-art print monitoring software, we can track your print fleet usage to not only predict supply needs, but send them to you automatically without you having to order them. By monitoring your current usage, managed print can anticipate your supply needs without you ever having to worry about it. A print audit creates the baseline from which we can build a customized MPS solution for your business based on needs and budget. This paves the way for additional productivity improvements and additional opportunities to streamline your print fleet.

Managed office services are growing in popularity among SMBs, and it’s not difficult to pinpoint the benefits. Improved efficiency and a heftier bottom line are two advantages, and the access office services providers give SMBs to professional expertise can help them compete with larger companies. Here’s a look at some office services that have the potential to change everything for your small business. Document Management The way your business processes information is critical to your success. Electronic document management streamlines every conceivable touchpoint for information as it flows into and out of your daily business processes. For example: Reduce paperwork by capturing and converting documents to digital formats. Automatically route incoming information to established processes, key players, or storage repositories. Centralize filing systems and make information accessible with a few clicks. Improve collaboration between employees and clients. Streamline document workflows. Use a multifunction system to route documents to the cloud. Control access to confidential information. Provide data backup and recovery solutions should disaster strike. Managed Print Services Print environments require careful management to avoid the pitfalls of hidden costs and systemic waste. Managed print gives SMBs direct access to office services professionals who help them get the most from their fleet. The benefits include: Rules-based printing to restrict print jobs, limit usage times, track usage by device, and route print jobs to the best equipment for the task. Print accountability to set quotas, track print jobs, monitor costs, and improve chargeback procedures. Printer management for access to experienced technicians, expert installation and repair, and automatic supply replenishment.