Smart Tips to Maintain the Used Copier for Peak Performance

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For most businesses, the copier is the workhorse of the office. If your copier is out of service for an extended period, the productivity of your work may be disrupted. This is especially true if your office uses a malfunctioning machine that handles printing, copying, scanning, and so on. The proper operation of your device is, therefore, a necessity.

Many people don’t realize that the maintenance of used copier is much more important than the new one. As we know the older the things get, more they need care to run for a more extended period. So, the better you will treat your machinery, the better results it will give you.

Here are the five smart tips that will keep your used copier in excellent condition as long as possible.

Keep it free from dust

The most prominent enemy of the copier is dirt and dust. If your business environment combines office and manufacturing space, or if the nature of your business only produces airborne dust, you must be careful to keep your copier clean.

Using a soft cloth moistened with de-mineralized water, maintain the nozzles to prevent clogging, clean the scanner cell and the white roller to avoid any damage. Do not use a dust bomb if you do not know or you can use it or not. In some cases, this can lead to major breakdowns. Ask your technician for advice on what you can do.

tips to maintain used copier

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Schedule Regular Maintenance

Another way to decrease the downtime related to a used copier is to schedule regular maintenance. Whether you have purchased a copier or leasing one, most of the manufacturers suggest a routine maintenance service.

The frequency of maintenance may vary as some leased copiers include cyclic maintenance service. However, if it is included in a lease, you still have to contact the service provider for the timely maintenance. It is vital to examine the maintenance support for your copier.

Don’t use your copier as a shelf when it is not in use

When the copiers are not in use, either the individuals start stacking boxes or keep the other items on the top of it. Now, the question arises why to not stack the boxes? Because keeping the things atop the copier especially coffee mugs could break the cover, crack the glass, or even damage the copier surface.

Don’t use “compatible” or generic cartridges

You may be tempted to opt for generic cartridges to reduce your expenses. Be aware that these types of cartridges are very uneven regarding uniformity and print quality. This may lead to the risk of clogging your machine.

smart tips to maintain used copier

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Use of right toner

Toners differ in their thickness, so it is crucial that you use the right toner and replace it when required. If you don’t make use of the right toner for your used copier machine, it will cause severe damage that would result in a costly repair. Before buying any used copier, always confirm with the seller that with what type of toner the copier machine is compatible with.


Follow the above-discussed steps to keep the used copier run for a long period and to get peak performance from it.


Factors to Consider While Choosing a Used Copier for Sale

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Reuse, Recycle, Refurbish, and Resell are the most common four R’s in today’s business world due to cost-effectiveness and environmental issues. It is not surprising that the trend of selling used copier machine has grown in popularity. But, you need to be alert while buying used equipment, especially for the further sale. Where the sales cycle of a refurbish copier lasts from seven to ten years, it is important that the product should be in good condition.

Buying a used copier doesn’t guarantee lower prices, but you will attain a unit that is not lumbered with a lease payment. For the businesses, who are trying to lower down their monthly costs, it makes a great factor. Now, let’s discuss some of the interesting points that you should consider while buying used copiers.

Have a look.

Check the Performance

Buying a refurbished copier is not a rocket science. Testing the potential purchase should be your priority as it will help you in deciding whether the purchase is imperative or not. It is crucial that you check the print, speed performance, color performance (black and white), and duplexing features carefully. Also, check that the network card and menu system functions as expected.

It becomes easier when you buy this machine from a local dealer like used copier in Singapore as you can visit to them anytime if you find any kind of loophole. In case, you don’t check the copier before buying that means you are taking a major gamble and will probably end up with spending more than you determined.

used copier for sale

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Age of the Machine

It shouldn’t be a mystery that how old a used copy machine is. On most of the devices, you will find the date of manufacture, location, and serial number stamped on. In case, you don’t find any of the things marked on the product then you should not buy it as chances could be there it might be stolen. Apart from that, before purchasing any refurbished copier, it is always good to determine that for how long the product has been used. The more a copier would be used; the more downgrading will lower the price.

You should check the essential parts of the copier that how many times they have been replaced or serviced. Make sure that the piece of used machine you are going to buy should include drums, toner, and the cleaning blades. In case, these parts required to be replaced ensure that you will get the price to buy the replacement pieces for the machine so that you don’t spend extra money on your purchase.

Consider the Type of Toner or Ink Used in the Copier

When you will evaluate the used copier for sale, ask whether the sellers have been using aftermarket toner, which may have stick to the mechanism more than OEM toner. It is essential that you buy the copier whose ink is still available on the market as it will not lead to the higher cost of operation.


Make your one-time purchase of used copier worthy by following the above-discussed points.



Things You Must Know About The Copier Lease

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Are you looking to lease a copier? Well, many people think of it like buying a property, you can own or lease. But, the thing that comes into play is that you have to pay in both of these ways. Also, leasing a copier is a kind of commitment. Here you will get some nuggets of information on what to know about the copier leases.

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It is a contract

The copier leasing contact is a legally binding document, which involves a legal obligation for the contract. The main thing is, you cannot sign a four-year contract and then after three months, you change your mind about it.


It is not a rental 

While leasing copiers or leasing the office equipment, you may sign a lease to rent a house or apartment. But, remember that the contract is not the same as that of a rental contract. Please note that a rental contract is month-to-month and short-term only. Well, you can consider copier rental Singapore if you want to rent the copier.


Understand your averages

Before you enter into a buy or lease agreement with someone, make sure you evaluate your average print. No doubt that determining your copy volumes will help you what you need. So, remember that you do not make the mistake of basing the leasing agreement on your three periods of volume.


Understand and read

There is no doubt that the contracts are full of copier terminology and are kind of complex documents. It can indeed be unfamiliar to the people who do not negotiate or often do not sign a lot of contracts. In fact, even if you do this, you are sure to face some problems because every contract is different. So, it is always better to clarify all of your doubts or queries before you sign the contract.


Do not overbuy

Envisage that you have decided to buy a particular car. But, when you go to buy that car, you see some other car with additional benefits. You forgot the latter and bought the other car, which burnt a hole in your pocket. Would it be wise? Not at all! Similarly, do not get carried away by other additional features on the copiers. Do not buy it, if you think you might need it. Overbuying will lead to overpaying. Also, there are different types of copier that you can use in the office. So, before you invest, think which one would be perfect for your office.

Credit: Xrefer

Review the renewal clause

The contracts of the few companies have an automatic renewal clause. So, the thing you can do here is to find the contract and then add a reminder to your calendar. This will help you in reviewing the contract before the deadline for the renewal passes.

Ask questions

Lastly, if you have any doubt in the contract about anything, then make sure you ask each of your queries before you sign. Read it thoroughly and be sure that you understand it and then sign the contract. Also, you have to work with your copier lease provider so that you can lease or buy the right copier for your office.


Outsourcing Vs. Insourcing Printing: When & How?

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To succeed in the today’s modern world, you need to be wise while opting any technique for your office. When it comes to printing, you can choose either outsourcing or insourcing, depending on the size of your files. But, what if you rush into a change order or file modification, then the task gets more daunting. It is indeed difficult to evaluate when to go for outsourcing and when to stay in-house. Here we have provided some guidelines that will help in this task.

Credit: Propelgrowth


Proofs as well as Responsiveness

Running to and fro for printing work can also be costly. The vital things are money and time, as they play an important role in our lives. Well, proofs are a regular part of the printing task, and you cannot let 5,000 copies run until you are confirmed that everything is right. There is no doubt that PDFs are handy for smaller or less important tasks. But, you can’t run away from the great fact that paper files are far better than e-documents. Now, the crucial factor is outsourcing vs. insourcing printing jobs can significantly be influenced by the profits in productivity by having proofs within your organization.


Change orders and deadlines

The foremost thing you have to gauge is the amount you pay when it comes to last-minute document modification. Also, if you are continuously running into tight deadlines, then you must insource your print jobs. On the other hand, if you incur fewer fees and are able to manage your tasks timely then picking the outsourcing option will be a wise decision.



Like mentioned above, it is not a small thing to run over a print shop to approve a proof. So, keeping your printing in-house will undoubtedly help you in saving your money and time. Remember; if you are printing less material then go for outsourcing. But, it is indeed that when you have a lot of stuff to print and at the same time want to save money as well as time, then the prior option will be beneficial for you.

Credit: Industryanalysts


In Queue and Workloads

It is true that when you outsource printing to a shop, you have to deal with their other client’s who in the queue at the same. When you need to make a last minute change, then it will take a back seat. You might have to wait for longer time. This leads to the shifting of the schedule, which further demands adjustments with the clients.

Other things that you must consider is a document and file security.  It is another issue that can significantly affect your business growth. When you outsource your documents to a print shop, you have no idea who is looking at your stuff. Envisage how the situation would be if by chance one of your important documents is lost. So, you have to deem while handing over your files to the person in print shop.

These guidelines might have opened up your mind to the possibilities. You can go for any option, i.e., either insourcing or outsourcing. But, make sure whatever option you choose, it should affect the workflow for your company. Further, copier rental is also a good option as it will keep your work synchronized. Do not forget to rent it from an authorized dealer.


Five Vital Requirements You Need To Fulfil When Getting an Office Copier

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Your office is bound to grow and be successful one of these days. With all of the hard work you and your employees are pouring in, it’s only a matter of time before your business reaches the top. When that time comes, you might be interested in getting the appropriate tools to enhance the performance of your office and increase every aspect of productivity.

One particular tool you might need is a copier. This machine can save you a lot of time and effort in reproducing important documents for you and your team. If you are in a position to get one, you have to know the essentials in getting a new copier. Here are some of them to help you out.


The time it takes to make a copy and how many can a copier make

Knowing how many documents a copier can reproduce in a minute is the most important factor when you need to buy this certain machine. At the very least, you need a copier that can reproduce at least 35 pages per minute for it to be effective in an office setting. Any copier below that rating won’t be able to keep up with the demands of a business. Plus, you should go for a copier that can handle a huge amount of work. This should be done to prepare your office when it levels up and there are a lot of documents that needs to be copied at any given time.


The company behind a copier model

When you are in the process of getting a copier, you should not settle for those made by companies you have never heard of. The best course of action is to go for copiers made by reputable companies that have a long history of making this appliance. Going for these trusted companies allows you to have more peace of mind when you need to spend a lot of money for a copier. That’s because these copier manufacturers are experienced in their craft and they know what a modern office needs when it comes to document reproduction.


How it connects to your other appliances and devices

Back then, conventional copiers just had a single function of reproducing your documents. These days, the copier has evolved into a machine that can do a lot of things for your office. One of its many advantages is its ability to connect to other devices. A modern copier can be connected to a device with the help of Bluetooth technology or hook up to the internet via WiFi. This form of connectivity will help make your tasks easier and smoother, especially when you need to work with a huge amount of documents. With just a push of a button, you can make copies without leaving your seat in the office.


How much it costs and how you can pay for it

A copier these days costs a lot of money. Most people think that this machine can be easily bought and used in an instant. The truth is, they are quite expensive. In this case, you need to determine your office’s needs and find out how you can finance for a new copier. Fortunately, there are a lot of payment plans for copiers out there that can help ease the burden of getting it. Plus, there are many ways to rent or lease a copier machine in Singapore. This option is very budget-friendly and can do a lot of wonders for your office’s finances


How you can best maintain it

Since copiers are a huge investment for any office, maintaining it properly is a very important responsibility. That means having a copier checked and maintained should be regularly done. Before you get a new copier, you need to determine if getting a replacement part for it can be easily done. It’s better to go for a copier with the adequate after-sales support so you need not worry about anything for a long time.


Three Reasons Why Paper Files Are Better than E-Documents

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In the world of desktop computers, laptops, Kindle, Wattpad, and all kinds of digital tablets, a tight competition has been going on between print materials and advanced electronic documents. While both have their pros and cons, we, human beings always turn to what’s convenient to use; what’s readily available; and what most people are recommending. This natural tendency gives digital files their needed advantage over print materials.

This competition has reached the office setting where printed documents and electronic files are in a tough feat. With the advent of free office suites that can be downloaded in just a few minutes, will printed documents produced by our old copiers be phased out? Are we going to see completely paperless offices in ten years or less?

It is undeniable that the emergence of digital copies like e-books are highly patronized. In fact, in 2015, Pew Research recorded that 27% of Americans are reading e-books, while the number of those reading printed books continue to decline. In office settings, some employees also opt to have e-file management systems rather than documents in folders and file cabinets. Much has been said about paper reduction schemes in the offices, but today, we’ll present to you the benefits of our good old paper documents.


A Much Healthier Option

Photo from Name Hero

While electronic documents store data and information through simple scanning and typing, without any ink and paper needed, this whole process poses health risks that physical documents don’t.

The most popular health concerns are carpal tunnel syndrome and computer vision syndrome. Both of these conditions result from constant inputting and accessing of electronic files. Employees in the office usually type and read documents in their computers for more or less eight hours a day. If we do these activities without resting our hands and eyes, health issues such as those mentioned come out.

The computer vision syndrome results from the stressful focusing and refocusing of the eyes when we read and view images from our computers. Our screens also have damaging flicker and glare which are entirely absent when we read our books or physical documents.


Allows Jotting Down of Notes

When we hold the papers in our hands as we prepare for a presentation or to simply examine their contents, it is easy to jot down notes. Whenever an idea comes to your mind, you can simply use the pen to write it down. When the time comes that you’ll need to review these notes, you can easily look at the paper.

This is not the same with electronic documents. If you want to put some notes on them, you still have to search for that specific document from your computer, which takes time, especially when you forget its file name. If the e-doc is stored in your office software, you can only put notes or comments if you were given the permission to do so. Some office documents stored in softwares cannot be edited or commented on, so you’ll have to type your comments in an entirely new document which you have to refer to during discussions. That’s quite inconvenient, right?


Easy Page-Flipping for Meetings

During office meetings, isn’t it better to just ask the attendees to flip to this or that page to understand your discussion? This is possible if the people you meet with have their physical copies of the document. But if you use electronic files, it will be hard for them to jump from one page to another to look for that specific item you are referring to. Instead of resorting to some expensive office suites that will make meetings more complicated, it’s better to just get copier rental Singapore services in order to produce physical copies that will make your discussions easy to follow.

Sometimes, in our desire to make our daily affairs more convenient, we place our health at risk instead. While there are things that require solutions, there are those that don’t really need fixing, but a little effort from our end. One such unnecessary fixing is turning your office into a completely paperless environment when papers and the right kind of copier will always be your best option.


Printer Transfer Roll – Everything You Ought To Know

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A printer transfer roll is an important laser printer component that transfers images onto paper. It is made of metal and rubber and found primarily in laser printers. The transfer rolls work with fuser, drum and printer’s toner cartridges to execute the printing process. It also gathers the excess toner, if any, and passes it to a water tank just to avoid the accumulation of ink within the printer.



The transfer roll is called as transfer belt in color laser printers, and it does same work as the transfer roll. On some model color laser printers, belts are known as transfer assemblies. For printing task, your color laser printer should have a belt installed and must be in a proper working condition.


How does it work?

The location of transfer roll is before the fuser and beyond the drum. As the paper moves through the laser printer, it goes through every element to accomplish the process of printing. It’s a step by step procedure.

Firstly, the drum gets the text or image components from the computer.  Then, it adds the component in the toner. In the next step, the paper is passed through the transfer roll.

Please note that the text or images will not be placed on the paper if the transfer roll is not in the proper working condition. The fuser is heating as well as a pressure element, which sticks the text or images on the paper. It happens when the transfer roll situates theses components on the paper. The transfer roll is such an element that without its presence, a laser printer will not be able to work.


How to clean the transfer roll

Another essential thing to know is how to clean the printer transfer roll. If your printouts or copies have excess toner spots, then you must clean the transfer roll. For this, you should work according to the directions given in the instruction manual of the laser printer.

First of all, take out the element from the printer and utilize a canister to drive off the remnants of toner. Before you start, make sure you wear gloves. Also, do not forget to use the short air bursts. Now hold the transfer roll over the canister to avoid any stains of ink.

Moreover, to get rid of the excessive toner, you can clean the roll with a fur-free cloth. As oil in your fingers can harm the element, therefore, do not touch the roll with the fingers. One important thing to note is if the laser printer is a color model with the belt, then you should read the manual for care instructions. You have to be careful while handling the belt as you may harm the elements if you are performing the wrong method of cleaning.

You can get transfer rolls from electronic supply stores and laser printer’s manufacturer. In fact, you can get the elements from online outlets too. Lastly, to get the transfer belt’s or roll’s part number, you can consult your laser printer’s manual. Whether you opt for a copier machine rental or get it yourself, you have to do proper care of your equipment.


How To Prevent Paper Jamming In Different Copier Areas?

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Copier jammer is one of the most common photocopier problems. Sometimes it’s the fault of the machine and many times; it’s because of user’s fault. Regardless of the reason, the paper is going to stick in your copier more often than you think.


Paper jams happen for a variety of reasons. Most of the times, these problems are easy to spot. Just look at the control panel. If you notice a blinking spot, open up the right area, remove the paper and re-insert it. But many times, fixing the paper jams is not as easier as it appears.

Here are the most common areas where most jams occur and the best ways to prevent them.


Input Area

If your copier machine features a feeder on the top that takes scanned paper, you can experience jamming by multiple pages being drawn inside at a time. Make sure you fan your originals before putting them on the feeder. Check the sheets for frayed edges and dog-eared corners and staples. Remove or fix if you notice any of these issues. Make sure you load the hard copy originals in a nice straight stack to minimize the paper jamming issue.



Throughput Area

Most of the paper hamming happens in the print engine. It is the place where heat and electrostatic energy collaborate to fuse toner particles onto the fast moving paper pieces. It results in producing a print or copy on a laser device. You can fix the jam around this area in the following ways

  • Use only good quality paper. Have you ever heard prevention is better than cure? Consider this fact and use only high-quality paper to avoid the problem. Not all grade papers are manufactured equally. Lower quality papers are more susceptible to create jams than high quality papers. These create something that copier technicians call “paper dust” to cause jamming and printing quality issues.
  • Load papers facing up into the paper drawers. Look at the packaging of a ream of paper. While loading the copier with papers, follow the arrows and use the natural curl of the paper to guide you in paper loading. Make sure to fan fresh paper before loading into the drawer. This way the system will select one sheet at a time. When a jam occurs, carefully remove all paper pieces. Don’t leave even a tiny piece of paper in the paper path. Also avoid extreme heat, cold and humidity to paper as it may lead to major copier problems.


  • Use a dedicated circuit to power your print device. It the printer use power from a shared circuit with another large appliance, surges in power can lead to short or lengthy problems. It’s because the system will have to fight to maintain a constant energy level.


Output Area

Paper jam may also occur in finishing area where your hardcopy output is stapled. Although this is a rare case, it can happen. To prevent paper jam in output area, keep the tray clear as prints are generated and stacked up.

Use quality staples to avoid the issue when papers re-enter the system for duplex printing.


Surprising Stats About Office Printing Costs

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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.