Month September 2017

Month September 2017

Surprising Stats About Office Printing Costs

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Credit: inkjetwholesale

You buy or rent a photocopier, feed it paper and tone, and start utilizing it, right? But, believe it or not, printing is among the most understood parts of the business. From simple in-house uses to outbound materials, different types of business printers remain instrumental. But rarely do they know what and how of their printing operations.

Here are printing statistics that highlight the importance of monitoring your print expenses.


Supplier Agreements Reduces 20% To 30% Operating Costs 

Another best way to reduce the overall printing cost is to establish trusted partnership with a managed print service provider. Startups can undergo a strategic agreement with the service provider. It will provide them with a stable and long-term access to print management, support, and resources at a reasonable rate. It allows streamlines the fleet of your equipment, simplifies the print vendor relationships, increases productivity and saves you money.


Average It Department Spends 15% Time On Addressing Printing Issues

Like other hardware devices, printers also need maintenance and have issues that need to be addressed. On an average, IT department spends 15% of its time fixing printing related issues. These are issues such as software incompatibility, network connectivity, user assistance, etc.

Businesses don’t count printing issues as a top priority for their IT department. It’s important to allow your IT personnel to focus on copier issues so that your printing strategy is always in place.


23% of Customer Support Calls Are Printer-Related

Credit: unistarcostreduction

This stat demonstrates that printing is still one of the foremost functions in companies. To fix this issue, the most useful solution is to allow proper management and maintenance of photocopy machine in your office.


90% of the Companies Ignore Printing Costs

It’s true that it is the age of strict budgetary constraints. Even in this competitive and restrictive environment business turn a blind eye to their overall print expenses. According to Buyer’s Laboratory reports, around 90% of the companies take printing costs leniently.

Credit: encompass-mps

When companies fail to monitor their print costs, it leads to waste of vital resources. Besides tones, paper, and ink, printing costs also involve machine maintenance expenses. Without oversight, your precious money can easily lose on useless products and services. Failing to track printing costs also lead to a supply shortage, which could interrupt the print projects and overall productivity?


Documentation Costs Between 5% And 15% of Annual Revenue

Studies also show that printing and document costs eat up between 5% and 15% of company’s total revenue every year. Businesses can minimize the impact that printing puts on business revenue.

The simplest way is to follow a better print management system to ensure that all machines, supply-use, and users are operating efficiently.


Failing to Track Print Costs Means Missing Out 10% To 30% Potential Savings

Without oversight, you may miss out on significant saving channels. Lack of cost supervision and management always leads to financial waste.

Keeping these facts in mind, the more in-depth analysis of your office printing costs becomes crucial. Calculate and track your printing costs, and run a healthy print management strategy within your organization.


Four Types of Copier You Can Use in the Office

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If you take the time to look around, one of the common machines in every office is a copier. These handy appliances can be normally found in offices because of their functionality in producing copies of important documents. As a result, you get to save a lot of money and be more efficient in disseminating these documents for within and outside of your office.

But you shouldn’t just get any copier. You have to determine your specific needs and budget to find the right kind of copier. You might also want to look for a wide variety of options available for you here at To help you out further, here are various kinds of copiers that can serve your purposes.

Mono-type copier

As the name suggests, these copiers only reproduce documents using black toner. It can’t make copies of documents with any color in them. Mono copiers are usually affordable, easy to maintain, and convenient to operate. There are some variations of mono copiers as well. Low-end mono copiers can only manage to reproduce a small amount of pages per minute while the high end ones can churn out at least 100 pages per minute. If your office only deals with text documents, mono copiers are the perfect fit for your needs.


Color-type copier

These days, most offices deal with documents that have several colors in them. This is the reason why color copiers are a popular choice for any business to recreate these documents. Aside from reproducing black and white copies, they can also use a wide range of colored toners for any document type. In order to accomplish this feat, color-type copiers use cartridges or drums that contain Cyan, Magenta, Yellow, and Black. From these four colors, they can reproduce any other color present in your office documents. Of course, you need to source out colored toners and cartridges and stock them so your copier can continue functioning properly.


Network-type copier

Photo from Denver Copier

In a large office, several employees would line up to use a conventional copier. This will take a lot of time and the copier might end up being overused by your employees. To prevent that from happening, a network-type copier is what you should go for. Basically, this kind of copier is connected to your office’s main server, along with every computer in your workplace.

An employee will direct the document he or she wishes to be reproduced to the copier and this machine will do the rest. This takes away the hassle of lining up and consuming too much time for your employees. When you choose this advanced type of copier, whether you rent one or bought one as an investment for your company, you should know how to use it the right way.


Copiers with other functions

When it comes to copiers, a popular choice is to get one that has several other functions. Copiers that can scan, print, and fax, among others, are very useful inside an office setting. Furthermore, these multifunctional copiers can also be connected to the internet and to computer network servers for added functionality. In some case, employees can reproduce documents with the use of an USB drive or via a wireless connection from their own device. This provides a lot of convenience for any employee doing several jobs all at once.


Four Health Tips for Copier Users

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Some are raising health concerns about the effects of copiers to the human body. They contend that certain allergies, asthma, and pneumonia, among others, can be caused by constant exposure to copiers. But despite all these speculations about the adverse effects of copiers to our health, we cannot simply throw this equipment away because they have become a necessity in business operations.

Copiers have proven their worth due to their useful function of reproducing documents of any kind with the least amount of time. The alleged health risks that they pose are not sufficient reasons to get rid of this helpful equipment because we can practice simple copier usage techniques to remove all those threats.

As such, here are some tips on how to handle your copiers so they won’t pose any health issue for you and your employees.


Wear protective gears when Changing Toners

Photo from: Aliexpress

Whenever we operate a copier, we expose our body to diseases that can be caused by this machine. The result would really cost us our hard-earned money and precious time whenever we get sick. To remedy that, a simple solution would be to wear protective gears when replacing your toners or cleaning the machine interior.

For starters, you can use face masks to prevent the entry of any harmful element into your lungs. Using gloves can also help prevent any allergies from ravaging your skin. Last, but not the least, protective gear for your eyes will shield them against toners whenever your take out an old cartridge and replace it with a new one.

And speaking of toners, it’s always best to hire professionals who are armed with the right experience, gears, and knowledge on how to handle toner issues and maintenance. Otherwise, you would be exposed to its harmful effects whenever you handle these cartridges.


Keep a Distance

Placing a copier right in the middle of a busy part of the office isn’t such a good idea. Lots of people will be exposed by the negative effects of this machine and can be a cause for certain ailments. The best solution is to place a copier in a separate room, away from the employees of your office. You can place this machine in the storage room, where your supplies of paper can also be found. Just remember to place your copier in a room with proper ventilation and air conditioning to properly get rid of its harmful odors.



Regular Copier Maintenance

Photo from: Lesolson Blog

If you check and clean your copier at least once a week, dust and dirt will not pile up. At the same time, the machine’s filters can get clogged by paper dust if you don’t maintain it regularly. The quality of the copy will also be affected because the dust that’s caught up inside this machine will cause spots, smudges, and streaks on the final output.

To make sure that doesn’t happen, clean the glass, the paper trays, and the rollers inside the machine. If you’re afraid that you might damage some parts inside, let the pros handle the cleaning and maintenance of your office’s copier machine. They are trained and equipped to maintain your copier without causing any complications on your part.


Photo from: WikiHow

Consider your Posture when Using the Copier

Our posture in the tasks we do everyday can be a big factor for our health. The same logic applies when you operate a copier. This is true, especially if you have to make lots of copies in one go. That’s why you have to elevate or lower the height of a copier if you are straining your body too much when you operate it. Sprains and muscle irritation might result if you don’t take precaution in this matter.


Just like all the other equipment in our workplace, copier machines can also pose health risks if we are not responsible in operating it. These minimal health effects can easily be evaded if you follow the tips mentioned above.


Know the Causes of Black Lines and Streaks on Copies

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Although built for simple functions like copying text and images from one page to another, a problematic copier machine can be a bane for office workers.


Credit: ytimg

If your business or office is vigorously based on a photocopier, then streaks on copies might be among the most common issues you stumble upon frequently. Well, streaking is a typical problem that occurs in the two different forms. The first is light streaks that appear where the toner is inadequate. And, the second is a dark streak that occurs when the toner is overflowed. The problem could likewise indicate that the toner is not sticking to the places where it ought to be on the paper.

To address the problem, sometimes you need a professional technician and many times you can do it yourself without master’s assistance. In either case, you must know the causes of settle the problem in the best manner. Also, once you know the causes, you can keep the problem of streaks at bay.


Lack of Cleaning 

Over time, components of the copier house dust and grime inside. If you don’t clean these components regularly, it can eventually affect the performance of the machine. Streaking can be because of dirty corona wire, especially when it’s an old machine. Corona wire resides at the bottom of some copiers. It puts a charge on the paper so that the toner clings to it.


Credit: ytimg

You need a professional copier repair service or refer to manufacturer’s instruction manual to clean it appropriately. Clean the inside of copier every month to avoid streaking. Also, keep the glass copy board using window cleaner to avoid smudges and lines on the copies.


Problematic Toner

A problematic toner can cause streaking. Some copiers warn users when the cartridge is low on the toner and needs a replacement. Another toner problem could be a dusty cartridge. Many cartridges use a wire that charges drum of the copier.

A dusty cartridge fails to charge the drum that means, improper copying and streaking. It can also happen due to excessive toner spilling over from a cartridge’s reservoir. Check manufacturer’s instructions to know how to clean the cartridge your model.

Issues With Paper

To avoid this problem, store the paper in moderate humidity, especially in cold days. If you notice that loaded papers have static electricity, then stack them out, hold in one hand and fan them with your thumb and forefinger on the other hand to fix the issue. Make sure all users know how to use a photocopier properly.


Malfunctioning Hardware

Streaking can have to do something with your copier’s hardware. A malfunctioning drum unit fails to transfer a clear image on paper copies and results in streaks.


Credit: alicdn

If it’s not charging properly, you need to replace it. Hardware issues should be taken care of by a professional copier repair technician. A drum reaching the end of work life could cause dark and light copies.

As you see, there are many significant causes of streaks on your copies. In most cases, it is best to ensure continued performance through a professional specialist.