Month May 2017

Month May 2017

How Do You Know It’s Time To Upgrade Your Copier?

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An office photocopy machine is a hub for copying, faxing, printing and scanning a fair amount of documents every day. Over time, old copiers become obsolete, unable to maintain the pace of your business and demand an upgrade. Unfortunately, many businesses take an “if it’s not broke, don’t fix it” attitude and delay in making this necessary investment. The old equipment, whether it’s a purchased or rent copier, may be costing you much more than you even realize.

But if you trouble to find when your machine needs an upgrade, consider following clear indicators.

6 Signs It’s Time To Upgrade your copier

Reduced Efficiency

If you notice a constant group of your employees around the copier repeatedly, it means your machine is calling for an upgrade.

Modern equipment are much more efficient than their predecessors and can perform even the heaviest jobs in a fraction of the time. Upgrading your copier increases employees’ productivity since they needn’t to wait for longer around the copier.

Unnecessary Expenses

If your copier technician visits you frequently, it’s time for a new machine. Although repairs keep your machine going on, the hassle can put down your employee’s morale.

An upgraded copier saves you money in many ways. Newer machines perform far more efficient and consume less energy and less toner as compared to aged machines. These are designed to make an efficient use of paper and toner. Some new digital copiers feature access controls, like who can print in color, grayscale, by user or department.

They require less maintenance, repair and thus, no useless expenses. With the right machine, you could print more material in-house and save on outsourcing your jobs.

Security Risks

All-in-one copiers feature a hard drive that stores all data processed through the machine. So, you want to protect the information from security threats. If your machine lacks these security features or uses conventional, inefficient security procedure, go for a brand new copier to maintain the integrity of your office.

Expanding Business Needs

If your business is expanding, and your copier fails to meet the increased workflow, better upgrade it to a new machine. Latest copiers are laced with some customizable business applications to cater all of your business’s needs.

You can choose the applications that are best for your company. These business applications will store documents on the cloud for editing, mobile printing, sharing and more, allowing more flexibility and productivity to your employees. Many copiers also offer output management, mobile support, expense control and network device management.

Aged Machine

As your machine ages, the cost of maintaining your old copier outweighs the cost of purchasing a new one. Experts suggest replacing your old equipment with a new or rent copier, after every five years to maximize your cost benefits and take benefits of rapidly changing technology.

No Manufacturer Support

Newer copiers constantly receive driver updates from manufacturers. But if your machine doesn’t recipe manufacturer support anymore, it’s a good sign to retire it. Otherwise, you may eventually run into critical capability and performance issues.

Upgrading wouldn’t burn a hole in your pocket; you could even consider a copier rental from a reliable supplier to save a few bucks. Compare technology against your business goals; you’d see opportunities in embracing copier upgrades.

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Which is the Best Fuji Xerox Machine for Copier Rental

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Fuji Xerox photocopy machines have been improving efficiency in offices all over the world for more than half a century. Today the company manufactures a wide range of digital devices that not only photocopy documents, but also scan and print, and enable businesses to produce their own brochures, flyers, business cards, and other printed material, including glossy photographs.

However big or small your business is, it’s doubtful that you could operate without some kind of photocopier or multifunctional printer. While we continue to strive towards the idea of a paperless office, the truth is that printed documents and marketing material still play a major role in our business lives. If you don’t own or rent copier machines, the only alternative is to outsource photocopying and printing, which can become extremely expensive.

If you are in the market for a photocopy machine, there are several questions you need to consider:

  1. Do you want to buy a new or refurbished machine, or would you be better off with a copier rental?
  2. Which brand of machine do you want? Fuji Xerox is one of the most popular brands and it is also reliable. Another good option might be a Canon.
  3. What functions do you need from the machine? Broadly, the options include:
    • multifunctional devices that print in color and/or black and white,
    • sophisticated production systems,
    • machines that can be used to copy, scan, and print.

Decide Whether to Rent or Buy Your Fuji Xerox Copier

Cost is a primary consideration for anybody installing office equipment, including printers and photocopy machines. However, those with a limited budget don’t have to buy a new machine. A particularly popular option is to purchase a refurbished machine with a reliable service maintenance warranty.

Similarly, if you decide on a copier rental, you don’t have to opt for new. Many companies allow you to rent copier machines that have been used and overhauled.

Ultimately, your decision will be based on budget as well as your requirements. Larger companies that do a big volume of copying and printing are more likely to want to buy a machine that they get write off to expenses over time. Small to medium enterprises that need lower volumes, or have intermittent needs, are more likely to opt to lease or rent copier machines.

How to Identify the Right Fuji Xerox Copier for Your Needs

A good way to find the best Fuji Xerox machine for copier rental is to read reviews relating to the machines that seem to meet your needs. Things to check include:

  • the number of pages per minute the machine can handle
  • the maximum resolution of photographs and other graphics it offers
  • scan speed for color and/or black and white documents
  • paper sizes as well as the weight of the paper that can be used in the machine

Of course the newer the model you are considering for copier rental, the higher the monthly payments will be. By the same token, newer models have a lot more to offer. For instance, the Fuji Xerox Apeos Port-DocuCentre VI is an environmentally friendly machine that can print brochures and booklets on demand. Functionality is also a lot simpler than for the older machines.

Before you make a decision, find out what maintenance backup you will get for the duration of the copier rental period. Also, ask how long it generally takes the rent copier company to respond when there are problems. Most businesses can cope with a two to four hour waiting period, but if they aren’t going to respond for days, you should rethink your options.

Ultimately, you want your Fuji Xerox copier rental to work for you!

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10 Tips For Choosing a Copier Machine Supplier

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Despite the fact that it’s a digital era; papers are yet a vital part of businesses and are not going anywhere ever anytime soon. Having a business photocopy machine drastically improves your company’s operability and productivity related to paperwork. With the right copier, employees don’t need to wait in queues for completing their errands or sitting around idly doing manual work when duplicate documents are required, and they spend time doing tasks that essentially hit the company’s bottom line.

You can purchase or rent a copier depending on your needs, though copier rental is suggested over buying a new machine in situations like office emergencies, non-local projects, construction and engineering jobs, etc. However, regardless of whether you rent or buy a copier, you need to find office equipment that addresses your need, uses minimal resources and is budget-friendly; and only a genuine copier vendor can help you pick the right copier.

Here are 10 things you need to look to ensure you approach the right copier vendor.

#1 Full coverage on service support.

You certainly want a branded copier like world’s best Fuji Xerox or Canon products for your business that come with a service maintenance that covers all consumable part. When approaching a dealer to rent copier or buy one for your business needs, make sure you have read their services condition carefully.  Getting a copier is a long term commitment. Hence, having a comprehesive service support that covers all ends should be on top of the list when selecting a vendor.

 

#2 Must Not Have Any Hidden Fees.

copier hidden cost

Get the cost structure in advance, and make sure there are no hidden charges for your purchase. Hidden fees can include insurance charges, filling cost, or interim rent paid to a leasing company if you choose rental copier and delivery charges for supplies. Hidden fees can significantly add to your overall cost of ownership.

#3 Get Written Guaranty Statement

Although you’re sure you have invested in a good product from a reputed brand, problematic equipment is common to happen at one point of time. You buy or rent copier to improve and retain your ability to produce more documents no matter what. Therefore, it’s vital to get a written guarantee statement from your vendor to help when things go wrong.

Find out how vendor guarantees to respond to your service requests, even when you have repetitive problems with your copier. Also, find out what the merchant’s service response time is and what happens if they fail to perform as per the guarantee policy. An ideal guarantee statement points out all these issues.

#4 Know the Vendor’s Owner

Is the vendor a division of an international company, or owned by a local owner? Checking this thing can be advantageous to your business. For instance, if you are a local business operating in a single location, local copier vendor is a great choice. Besides this, many times, local vendors outshined international distributor by providing customized customer support and other services.

On the other hand, if your business is operating in multiple locations, choose a vendor who can personally handle the quality of services delivered in all your business locations to save you time, money and efforts.

#5 Check Their Process for Supply Replenishment

toner copier

You need to replace or replenish your copier supplies frequently. For example, your machine cannot operate without toner, and this is the component that requires frequent replacement. You want your vendor to facilitate you with supply replenishment so that you are never out of stock and keep on producing your official documents.

However, it is recommended to keep a backup plan in case the vendor is not accessible due to any reason. Ask the vendor about their disaster prevention plan and the get guidance on how to treat in a worst case scenario when you have problematic toner. Also check what systems and back up they have to put the copier running again quickly.

#6 Know How Vendor Collects Usage Information.

copier meter reading

It is important, especially when opting for a lease or rental copier. The vendor collects the copier usage information by performing meter reading and charges for service as a cost per copy. Even if you choose among various service packages, the vendor will always track your usage.

The best way your vendor tracks and collects this information is using an automated system where the equipment directly communicates with the vendor without violating your network security policies and without interrupting employees.

#7 How They Fix Billing Errors

In the whole scenario, you have to deal with two entities – your vendor who places and supports the equipment, and second is the leasing companies your vendor funds the copier lease. The vendor will provide you operating cost and supply invoices. Coming to the lease company, invoices for equipment and operating costs vary.

No matter what, you have to know how many invoices you will receive and who is invoicing your equipment and supplies. Are you provided with one local contact or multiple contacts far from your location, for invoicing? The fewer contacts, the closer you are to the process and easier it becomes to resolve the billing errors.

#8 Copier Replacement Policies

Find out how vendor replaces a failed machine or one that is not in use and within how many days of installation.

#9 Define Your Definition For Perfect Vendor In Written.

Suppose you are a startup business and already having a copier merchant. But you have some issues with the existing vendor that you don’t want to suffer from the end of your new vendor. You have learned a lot of things from the current merchant and now know how a perfect copier vendor should be. To eliminate or minimize the issues, describe the perfect equipment vendor on paper. Hand it over to the vendor before finalizing the deal with them.

#10 Read Feedbacks

copier feedback

Visit vendor’s website or social media pages to read reviews on their products and services from their previous customers. Nothing can give you better insights of equipment than reading experience from the past customers.

Keeping these tips in mind will help you choose the best vendor whether you buy your equipment or go for a copier rental.

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copier leasing advantageous over buying?

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Leasing a photocopier machine is one of the finest ways to get rid of the initial capital that would have been spent for complete purchase. No doubt leasing or taking copier rental is a cost-effective way of enjoying the best technology. Explained below are some of the prominent advantages of leasing, in comparison with buying.

No effect on interest rate:

Not all businessmen are equally resourceful from the financial point of views. Most of they obviously do make money only after the revenue is generated. In such occasions, leasing is indeed a good idea rather than spending a huge amount of money.

The best part here is to note that the payments made through leasing don’t get affected in terms of interest rates. Naturally, it makes things easier for the businessman to calculate the financial expenses and all. One can easily compare the expenditures with the anticipated revenue or the earnings generated through the process.

Easy tax calculation:

There are many businessmen who prefer to take copier rental, rather than buying the entire set. The reduced tax bill that is one of the foremost reasons for which these businessmen prefer leasing. The tax bill gets minimal as the expenditure is reducible as business expenditure cuts the overall price of the leasing equipment.

Upon buying, the investor can claim forty percent of the copier or printer buying cost, in comparison with the tax in the initial year, and henceforth can claim around twenty-five percent of the overall balance. On the other hand, if you buy, there is absolutely no need to pay the expense of the photocopier or the printer at the instant. In addition, one may even reclaim the entire pay out either on monthly or yearly basis.

No competition of Technology

Technology is an ever-changing aspect. And, every business is expected to stay upgraded with such changing technologies. On this context, leasing or going with rental service of copier no doubt looks a wiser idea. Buying copier is indeed a huge investment.

You never know when the model you have invested for is termed as an antique model through the inception of latest models. As mentioned above, it doesn’t take much time for such changes to happen. In addition, leasing or going with the option to rent a copier is not going to cost you more as compare to the cost of owning a new photocopier machine. In short, leasing is pretty much a safe option in comparison with investing for the entire set.

No fear of upgrades:

It’s good to see that the multifunctional characteristics of the contemporary copier and the printer devices. These equipment are like all-in-one for a scanner, color printer, fax device, pdf converter, photocopier, and even the document manager.

There is always the option for you to go with the most advanced copier that combines all these mentioned attributes. On the other hand, upgrading an already existing machine with the above features is not really a practically feasible option.

Easy payment option:

Leasing offer you the flexibility in terms of payment. In fact, there are five year payment plans available, delivering the equipment immediately to an interested businessman. It is obvious thus for a businessman with a limited budget to find leasing favorable than buying.

 

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Fuji Xerox Manufactures – The World’s Best Photocopiers

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The World’s Best Photocopiers
Success doesn’t happen by accident. So when the hugely successful Japanese photographic Fujifilm company and multi-billion US Rank Xerox corporation formed a partnership in 1962, it was a given that they would do well together. It was just that nobody envisaged just how great the new business would become. Neither did they anticipate that this joint venture would result in the ongoing manufacturer of some of the world’s greatest ever photocopier machines.

Launched in 1934, Fuji started out making photographic film for the domestic market. Xerox, founded just after the turn of the 20th century as The Haloid Photographic Company, made photographic equipment and paper. When they combined forces as Fuji Xerox, the idea was that the new company would simply distribute Rank Xerox products.
Success doesn’t stand still, and distribution wasn’t enough for the new company that has subsequently taken the innovative history of Fuji and Xerox to ever-evolving new heights.

Photocopier Machines and Photostats

When you realize how many people call vacuum cleaners Hoovers, you’ll realize that the same generic use of terminology has been applied to photocopiers and photocopy machines. An early 20th-century cleaning device, the Hoover vacuum cleaner was so successful that people still call other brands that fulfill a similar function by the name Hoover.
Similarly, many people who use some sort of photocopier machine to duplicate written or printed pages call them photostat machines (generically), and the resultant duplicated pieces of paper or images, photostats.

In reality, the Photostat machine is totally different to the high technology photocopiers we use today. While the original Photostat machine (which was a popular brand in the 1910s) essentially used camera technology to reproduce written and printed material, the original Xerox machine used a different process later called xerography. Regarded as “an extraordinary milestone in the development of the information age,” it combined photographic processes with electrostatic printing. It was a laborious manual process that didn’t use liquid chemicals weren’t used. But it was cheaper than Photostats and ultimately much better.

Today xerography – or electrophotography – is used widely for office printing, particularly for multifunctional digital machines.
Fuji Xerox Photocopiers 

For more than half a century Fuji Xerox has been producing the best photocopiers in the world. The company also has a history of innovation, leading the industry from the start.

Soon after the establishment of the Fuji Xerox joint venture, in 1962 the company launched the world’s first photocopying machine, the Fuji Xerox 914. A plain paper copier, it was revolutionary and changed the way people in offices were able to work. Not only was the copy machine compact enough to fit into an office environment, but it also allowed for multiple high-quality copies to be printed out on ordinary typing paper.

However, the Fuji Xerox 914 has been developed by Haloid (which later became Xerox Corporation), and not by Fuji Xerox. The first copy machine Fuji Xerox developed in-house was the Fuji Xerox 2200, and that was in 1973. Two years later they launched a copy machine that was able to print in full color. Another three years later saw two more cutting edge photocopiers hit the market:

  • Fuji Xerox 3500, a high-speed, high-performance compact copy machine
  • Fuji Xerox 2080, that was able to print A1 size copies
  • And they just kept going – getting better and better. For instance:
  • 1980 saw the launch of Fuji Xerox 4800, another high-speed machine, this time with an automatic duplex function
  • 1982 heralded the Fuji Xerox 8000INS, a machine that incorporated a highly advanced information processing system that used the Ethernet – invented by Xerox!
  • 1983 was the year that saw artificial intelligence (AI) making a debut with the Fuji Xerox 1100SIP super PC
  • 1985 had two new releases, the Fuji Xerox 6800 full-color plain paper copier, and the very first A1 workstation, the Fuji Xerox 1121, though the latter was only launched in Japan
  • Between 1986 and 2016 (which marked three amazing decades of technology), the company launched more than 70 new workstations, printers, copy machines, and a plethora of new systems.

Highlights included the:

  • Brain Tech 8180 alpha that was the very first digital copier that was able to print red and black simultaneously for engineering documents and drawings.
  • DocuStation IM200 that merged digital documents onto paper using barcode Glyph Codes.
  • Color Laser Wind 3310, launched in 1998, yet another industry first, this time offering A3 capability for full-color laser printing from a desktop.
  • First ever NetPrint service that offered the convenience of secure retrieval of documents from copy machines in stores.
  • Launch of the ApeosPort-III Series in 2007 that used totally new print technology alongside cutting edge environmental technology – another industry first.
  • ApeosPort-IV Series that was identified as “key” to Fuji Xerox’s Green Office Program.
  • Color 1000 Press that answered the growing need for color on-demand publishing.
  • World’s first ever optical system designed to transmit audio, 4K video, and LAN communications data at the same time.

Many of the new inventions from the late 1990s onwards were geared for “greening”. Continually striving to be the best in the industry, in 1996 Fuji Xerox began incorporating recycled parts to its production line, aiming to eventually achieve zero waste. Twelve years later, in 2008, they launched a recycling system in China that would enable them to recycle printers, ink cartridges, and used copier. Another industry first, it has enabled them to disassemble and separate parts from these items, including aluminum, copper and iron, and glass, and to then return the raw material for future use – eliminating illegal disposal of these items in China, and also reducing pollution and landfill.

And as mentioned above, new machines were released that were environmentally friendly.

The Newest Fuji Xerox Photocopier

They really do just keep coming. The company’s ApeosPort machines have been a huge success, and the newest Fuji Xerox ApeosPort VI C4471 is a winner!  If you’re in business and you need a really smart, flexible solution, this is it. It’s not just another top photocopier either, it’s a new machine that can handle so much, you will be amazed.

The best part of the story is that just when you thought it couldn’t get better, when you’re thinking Fuji Xerox, chances are it will. We’ll keep you posted.

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Saving with document management system?

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Did you know by adopting Document Management solution in your business, most companies can reduce about 40 percent of their paper and printing expenditure?
The businesses in the United States, for instance, are facing wastage of $8 billion every year on paper. On average, businesses incur the cost of $20 for filing any document, $120 for finding a lost document and $220 for reproducing a misplaced document.

One of Adobe’s studies, consisting of around 1000 U.S businesses of all scales, revealed that 61 of the businesses reported cost saving through working digitally, while 98 percent still reported the use of paper in the contract transactions.

Singapore’s corporate world is experiencing a Green technology

Businesses in Singapore are trying to be more environment-friendly; however, going green is often associated with high initial outlay. From installation of energy efficient equipment to the deployment of waste recycling processes, businesses have to incur certain investment if they want to follow green industrial practices. Nevertheless, green investments generate greater outcomes in the long run, saving businesses’ money as well as time. A document management system is one of those investments that is increasingly finding its way into Singapore’s corporate world.

Apart from direct & in-direct cost saving and revamping the entire filing mechanism, the right document management system (DMS) helps improve information reliability, efficiency, reduce cost and paper trial and increase security. In addition, cutting edge technology of today has put DMS on a new dimension with features like passport and driver’s license scanning, bar coding, signature capturing and e-mail archiving.

A DMS can improve operational efficiency

A document management system provides access to information to all employees, whether they are located in different departments or at different geographical locations. The ability to find and retrieve the documents, check these out for editing and getting these on-board for approvals enhance teamwork and reduce process turnover rate.
Can you gauge efficiency in dollars?
Consider a case of one of the leading companies, whose H.R Department felt the need of more staff in view of increasing number of employees. However, after deploying a DMS, the existing HR team could easily automate the manual functions like account creation, documents uploading, e-filing and data entry. The need of more staff seemed void. In addition, it saved tons of paper too and the company achieved the annual saving of more than $80,000 in remuneration, benefits & paper expense account.

A DMS can cut cost

Going paperless decreases key expenses like photocopying, file storage, overnight courier charges, and printer paper and toner consumption.
In addition, if you are not using a DMS, you would have probably been incurring a mailing cost. Take the case of Canadian Seed Growers Association (CSGA), which previously used to mail its paper forms to seed evaluators across Canada. It ended up with heavy postage bills. By sending forms electronically via DMS, the association significantly reduced its postage cost. In fact, it fully got rid of its mailing and within three weeks following the same practice, was able to save around $10,000 plus 300 working hours.

A DMS leads to Environmental protection

Green practices are rising in popularity not just among businesses but also among consumers. As per Gartner’s report, “Green IT” is included in the list of top 10 technology driving changes in business processes. Document management systems are playing a pivotal role in making businesses the greener workplaces. The DMS solutions are rapidly replacing printing, manual filing and postage with electronic process, letting businesses of all scales to eliminate or reduce their paper usage and waste.

Summarizing…

The document management system may significantly transform your business’s filing and data records from a time-consuming, manual and inefficient drain on your bottom line into a massive business process that is digital in nature and provides an eco-friendly touch to your business strategy.

O risen singapore pte ltd is a one stop office solution provider that not only sell or rent copier machine but also provide DMS solution that incorporates with your everyday printing.

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