Tag: copier machine

1: Offers Flexibility A photocopier has many uses beyond copying, especially multifunction printers and copiers. They can email or fax documents right after scanning to reduce the number of steps that sending information typically requires.  The latest copiers can handle multiple types of tasks at once, so employees can print, fax, and scan without having to wait for all of the previous jobs to be complete. Wireless copiers add more flexibility, allowing employees to print and send documents from their desktop computer or mobile device.  2: Improves Productivity Copiers may have a reputation for being slow, but that just isn’t the case anymore. For instance, modern copiers can print anywhere from 15 to 100 pages per minute on average, with higher-end copiers able to print even more per minute. That’s much faster than waiting on an order from a copy shop.  Plus, you can place a wireless copier anywhere, which increases productivity in the office by allowing you to position your copier in the most convenient location. With a copier right in the office, employees never have to interrupt their workflow. 3: Increases Security Relying on a third-party service to produce your copies puts sensitive information at risk. However, you can protect your documents by having your equipment in the office and securing your copier.  Many copiers today come equipped with encryption software and password protection capabilities. 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

Have printer problems? Whether it’s a software or hardware issue, here’s how to troubleshoot a printer when the Printer Won’t Print. Step 1 Check Printer’s Error Lights Printers may be showing an error message through a series of cryptic flashing, colored lights on the printer itself. It isn’t always clear which lights mean what, though, so may need to check the manual to decode what the printer is saying. Step 2 Clear the Printer Queue Sometimes, the computer’s print queue can get jammed up with old documents that failed to print for one reason or another, holding up the document that needs right now. Right-click on the printer icon in Windows’ notification area, then choose Open All Printers to see a list of currently queued items. In macOS, can see the queue from System Preferences > Printers & Scanners > Open Print Queue. Right-click any old items and clear them to get things chugging again. Step 3 Solidify the Connection Ensure the USB cable is plugged in snugly at both ends, and that the power cable is plugged into the wall. Step 4 Ensure Have the Right Printer Be sure to choose the correct printer before continuing. Step 5 Install the Drivers and Software Step 6 Add Printer If using a printer over Wi-Fi may need to add it to Windows’ list of available printers before Windows will offer it as an option. In Windows 10, head to Settings > Devices > Printers & Scanners and click the Add a Printer or Scanner button. Step 7 Check that Paper Is Installed (Not Jammed) Ensure that paper in the tray is in the correct position. Step 8 Fiddle With the Ink Cartridges If the printer tells it’s out of ink, but knows it isn’t, there are a few things can do. First, the print head may be clogged or dirty and can clean out through the printer’s built-in cleaning routine. Step 9 Run the Printer’s Self-Test Windows’ test pages can be printed by heading to Settings > Devices > Printers & Scanners. Select your printer, then click Manage > Print a Test Page.

Network security is a growing concern for every business, but while many businesses owners go to great lengths to secure computers and servers, they often overlook their office printers, another significant source of potential vulnerability to outside threats. Why Do I Need to Secure My Print Environment? Today’s modern office printer is quite sophisticated compared to its predecessors, and in many ways, functions much like a computer with its Ethernet interface and IP address. Although advances in print technology have proven beneficial to businesses in almost every aspect, they have also given birth to new security risks that can result in costly damages if you don’t take the proper precautions. Print security is important for businesses that: Print sensitive or secure documents. Must comply with industry standards or security protocols. Want to protect their network environment from outside threats. Why are Printers a Threat? There are several security threats associated with office printers. For example, printers now have internal hard drives for document queueing and caching, and sensitive documents can sometimes be recovered from the printer’s hard drive. Furthermore, an ill-configured printer can provide an access point for hackers to infiltrate your network and steal your business’ sensitive data. Minimizing the Security Risks While there are ways to secure your printer, it is important to take a holistic approach to maximize your protection. There are three main areas in which you should focus your efforts to reduce your system’s vulnerability: the printer itself, the data on the printer, and the network in which your printer resides. Printer Security Steps The first step to printer security is securing the printer itself. Make sure your printer is set up and configured properly with the following steps: Set Up Passwords and Admin Profiles – Set up a device password or create an administrator profile on your printer to ensure only authorized users can make changes to your device settings. Perform Regular Software Updates – As hackers get smarter, new threats emerge. Hardware manufacturers constantly release security patches to counter these threats, so it is critical to perform regular software updates to remedy these flaws. Engage Your Printer’s Security Features – Many printers have settings specifically designed with security in mind. For example, the Xerox Secure Print feature holds a print job in the queue until the user enters a passcode on the device to “release” it. This eliminates private documents from being viewed in the output tray or even taken by someone else. Place in an Open Location – Place your printer in a central area of the office or an open space that is visible to others. This will reduce instances of people tampering with the device’s settings or taking documents they shouldn’t. Data Security Steps In addition to securing the printer, you must secure the data inside the printer as well as the data transmitted to and from it. Transmitting unsecured data, or allowing unsecure data to remain at rest in your printer, is a security flaw with significant implications. Set Up Device Encryption – Many printers have internal storage features like hard drives and flash storage that allow them to store printed documents. If you choose to leave these features enabled, you should enable device-level encryption. This is a common feature on business-class or enterprise-class printers, but many people forget to enable it. Strong encryption can protect your data and keep it from being used by outside parties. Set Up Network Encryption – For many businesses, internal printer encryption isn’t enough. Network encryption protects data as it moves from a computer or server to the printer. Encryption is especially important if you have a wireless office network since devices outside of your physical office space might still be able to connect to your network and read the data you transmit to your printer. Educate Your Staff – One of the best ways to keep your data secure is to develop print policies that outline things like who can print what and how to properly dispose of sensitive documents. Then you must educate your staff on these SOP’s, test for understanding, and periodically double-check to ensure they comply.

Every business relies on technology to stay productive. Computers, printers, servers, and more – all of these devices must work consistently for your organization to operate efficiently. So what happens when the technology you depend on starts to become unreliable? No matter what kind of technology you use, it all has a limited lifespan. Here are a few things you can look for to determine if your office needs a technology refresh. Signs You Need to Upgrade Office Equipment Slow Performance – Many people complain that their office equipment begins to run more slowly over time. For example, computers lose speed for several reasons, including a shortage of RAM, low hard disk space, software updates that require more resources, etc. Another example is older inkjet printers, which will typically perform more slowly than newer laser models. If your devices are running too slow, it may be time to replace them or upgrade. Incompatibility – Often, upgrading a portion of your network, such as switching to a new application or server operating system, leads to a partial loss of functionality in your older equipment. This can be caused by a lack of appropriate software or resources, or it might be because older hardware is no longer supported. By replacing or refreshing office equipment every three to five years, you can reduce the risk of incompatibility between devices and applications. Overworked Equipment – Significant growths in business such as opening new locations, hiring new employees, or expanding your product and service offerings may take a toll on your computers, printers, and servers. If your copier is struggling to handle the increased workload or your server is bottlenecking from an increase in traffic, you should think about upgrading to newer technology that is built to meet such high demands. Frequent Service Issues – Frequent repairs and service issues can result in decreased productivity and costly downtime. If you have noticed an increase in the number of It Support calls in the last six months or the number of repairs performed on the same office copier or printer, it’s time to evaluate whether your old technology is costing you more to maintain than it’s worth. Making Sense of Upgrading – Once you have determined that your office needs a technology facelift, knowing where to start can be tricky. For instance, if your employees are having trouble accessing network resources from their PCs and laptops, what exactly do you need to fix? Do you need to upgrade their computers, the server, or the network infrastructure? Knowing what to fix or replace and what to replace it with requires careful thought. Here are a few office equipment questions for you to consider. What technology (and applications) are critical for your business? Upgrading mission-critical equipment and applications is a risky process, and it needs to be handled with caution. For example, if you rely on a particular piece of software for tracking customer orders, you want to be sure that it will work flawlessly on new computers or servers to avoid a disruption in business continuity. Is keeping old office equipment affecting your bottom line? Is your equipment costing you more than it’s worth? Even if your old copier works on your updated network, you might benefit more from having a newer copier that offers energy-efficient features, faster print speeds, and lower costs-per-print. Also, it Is important to note that servicing older equipment is more costly because parts are typically harder to find, and often this maintenance is not covered under warranty. What is the most cost-effective method to upgrade your office equipment? Replacing all your office equipment to optimize your performance or to solve functional issues just is not financially realistic for most organizations.  As a result, many business owners hang onto dated technology for far longer than they should, and employee productivity suffers.  In recent years, however, a new purchasing model has emerged to give business owners a more cost-effective alternative to procuring new technology.  

Most printer manufacturers offer multifunctional models that provide the capabilities of multiple machines in a single unit. These devices often include print, scan, copy and fax capabilities in the form of one all-inclusive machine. Originally marketed for home and small business users, many manufacturers now offer larger and more robust models for medium to large business use. Understanding the advantages and disadvantages of a multifunction printer helps you make an informed decision when purchasing new equipment. Convenience A multifunction printer offers the convenience of additional features you may not have purchased otherwise. For example, if you normally do not send or receive many fax messages, you may not have invested in a separate fax machine. However, a multifunctional printer that includes fax capabilities allows you to send or receive the occasional fax without an added expense. In addition, the ability to scan an image and then print that image using the same machine offers another level of convenience by saving you the time of walking to two separate devices. Space Savings Perhaps one of the greatest advantages of a multifunctional printer includes the space savings offered by the device. Rather than having to find space for a printer, a copier, a fax machine and a scanner, you can have the same functionality in a single machine. This space savings may benefit those trying to make the most of their home office space or those working with significant space constraints. Cost Savings Another advantage of a multifunctional printer includes the cost savings of purchasing one device that performs multiple functions. Although the purchase price for an all-in-one printer may exceed that of a traditional printer, the overall cost typically remains less than purchasing multiple machines. Therefore, you can benefit from increased functionality without paying for each feature. In addition to the savings associated with the original purchase price, maintaining one device costs less than maintaining multiple devices. Power Savings Multifunction printers typically require one cord to power the entire device. Not only does this reduce cable congestion, it lowers the electricity required to run the device. This power savings also leads to increased cost savings.