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How to Get the Most Bang for Your Buck When Buying Toner
How to Get the Most Bang for Your Buck When Buying Toner

If you’re looking to save money on toner, there are several factors you should consider. Determining what the best bang for your buck is regarding toner may not be as simple as you think. It’s really a question that begins with what kind of machine you are looking for in your business and how often it will be used. 

When choosing this type of office equipment, it’s important to factor in the cost savings and peace of mind that a managed services contract would provide. 


Managed Print Services
is a program offered by print providers that provides a customized solution for all aspects of your company’s printing needs at an affordable fixed price. With a managed services plan, you typically receive:

High quality compatible or name brand toner 
Automatic toner shipments on an as needed basis
Quick response time for repairs
First-rate service 
Worry-free monitoring of your machine 

“It isn’t always about the price. Points to consider are product warranties and return policies. While there is always going to be a cheaper source, dealing with someone local who guarantees their product removes the worry about guessing if you will receive a quality product when you by a compatible brand toner. Always buy from a reputable source.“ 
– Teryn Colvin, Document Solutions Architect and Project Manager at BIS Office Systems.

Our experts advise customers to evaluate: 

Can you get by with just black and white? Do you need to invest in color printing? 

What is your company’s expected print volume?

You want to ensure you’re getting a machine that can match your needs.

Devices often quote a monthly maximum number of prints the machine can handle per month. If possible calculate the number of prints per employee for the office and ensure the device is capable of meeting those demands.

Owning or leasing an in-house copier is far more cost-effective than outsourcing your copying needs. In fact, total savings can exceed $9,200! That breaks down to $0.40 per page in-house versus $1.60 per page outsourced for the same job. That makes owning or leasing a no-brainer. So which model should you choose?

In order to choose the right copier or printer for your business, you need to know your options. These devices typically fall into four categories:

1. Black and White Copiers.

These copiers are typically the most inexpensive, and they save on the costlier consumables, like toner cartridges, required by color copiers. They also offer more bare bones technology, usually focusing on straightforward copying, faxing and scanning. They offer print speeds of 30 to 140 pages per minute (ppm), paper capacities of 100 sheets in the tray and 440 in the cassette. Costs range from $2,300 to $16,000 or higher.

2. Color Copiers.

These models offer high-resolution reproductions of a wide range of source material. They are commonly used to create multicolor brochures, pamphlets and presentations, with resolutions ranging from 600 x 600 dpi to 2,400 x 600 dpi. Print speeds average 40 to 90 ppm, with paper capacities that start around 1,000 sheets in the tray and may also include 500 to 1,500 additional sheets in a backup cassette. Costs start at around $23,000 to $33,000 for midrange models and can exceed $50,000 depending on features.

3. All-In-One Copiers (AIO).

These copiers are essentially desktop models, but they make be multifunctional as well. They typically include only basic functionalities like print, scan and fax. Resolutions range from 300 x 300 dpi to 1,200 x 600 dpi, and output speeds range from 19 to 30 ppm. They are normally priced between $150 for basic models and $600 for high-end models.

4. Multifunctional Printer (MFP).

These are quickly becoming the most popular models among businesses of all sizes. By providing a wide range of communication technologies, they eliminate unnecessary equipment and labor. All models typically include print, scan and fax options. However, the levels of quality and finishing required can make them vastly different. 


Whether you choose an all-in-one system to lease or you buy outright your office equipment from us, you can rest assured that we stand by our compatible brand of toner 100% with satisfaction guaranteed.  Our toner cartridges are manufactured to the industry’s highest standards, meeting or exceeding OEM (Original Equipment Manufacturer) yield and print quality. 

 

Make the switch today risk-free. If you are unsatisfied for any reason, we’ll refund your money – no questions asked.  

BIS Office Systems is only a call away for your free cost-savings quote at 251-476-3113.


Lower Your Business Expenses by Establishing a Print Policy
Lower Your Business Expenses by Establishing a Print Policy

In today’s world, businesses are trying to reduce unnecessary paper waste which affects the environment as well as their profitability.

Aside from using Document Management Software, an effective printer policy can curtail the exorbitant waste of money and resources businesses see on a daily basis.

Did you know that the average office worker uses 10,000 sheets of copy paper a year?

This amount of consumption obviously impacts the environment, and puts a serious dent into the operational budget of any size business.

45% of the paper printed in offices reportedly ends up in the trash at the end of the day. 

 

Much of this is from pages users didn’t even intend on printing.

Many companies may be aware of the amount of wasted paper, but don’t have a handle on how much it may be costing them or what they can do about it. With printer ink costing almost 2000% more than the cost of gas, all those unimportant print jobs really add up. A report from the Gartner Group said that the mismanagement of copiers, printers and faxes can cost businesses between 1-3% of their revenue annually. Imagine if your business was making a 1-3% increase in revenue, but then losing it to the lack of oversight on something as simple as paper usage.

After evaluating the areas for improvement, implement simple print policies to make a dramatic difference in cost savings and eliminating waste.

 

From designating rules about who to notify when you have a large print job to do, to enforcing two-sided (duplex) printing, print policies can be as detailed and specific as your company wants.

For many businesses, the best practices include: 

Print and copy in black and white as much as possible. Set it as default.
Choose the best device for large print jobs to save the most money.
Make two-sided (duplex) printing a default.
Print jobs to the cloud.
Use software to measure and manage printing costs.

For businesses considering a print policy, the following outline serves as a good starting place for implementing an efficient workplace.

 

Printer Policy


Purpose: Explain in a sentence or two why a print policy is now an essential policy to employ.

 

Scope: List who the policy applies to: employees, contractors.  

 

Supported Printers: Listing out the type of printers your office has and their respective specs and capabilities makes an excellent resource for employees to return to when they are looking for a printer that can do specific things.
Printer Name Printer Model Resolution (dpi) Location Capabilities



Basic print policies:

1. Printers must be used only for business purposes and not for personal documents.
2. The allowance or non-allowance of personal printers either in the office or on remote location should be outlined here.
3. The printer is not a copier. If you need multiple copies, print one good copy on the printer and use the photocopier to make additional copies.
4. Be responsible. If you print something, please claim it, and if you no longer want it, please recycle it appropriately. 
5. Keep the area clean. If you see someone’s unclaimed print job, stack it neatly in the designated area. Items will be disposed of after (enter determined time allowance).
6. Take advantage of duplex (two-sided) printing when available and other output options for presentations (i.e. printing four PowerPoint slides per page versus only one).
7. Limit toner usage by keeping the light toner and lower dpi settings set as the default print settings.
8. Avoid large print jobs. If necessary, discuss with your Office Manager or IT department so you can use the most appropriate (lower cost) printer and co-workers can be notified that there will be a wait.
9. Monitor your print job. If it’s over 25 pages, be sure to be there to collect the pages so the tray does not overflow and spill onto the floor.
10. Avoid printing emails. Make use of your email application’s folders and archiving abilities.
11. If you need special paper, please check with IT to determine if the paper if proper for the machine before using.
12. Print in black and white by default at every opportunity.
13. Printer paper can be found (list location here). Toner cartridges can be retrieved from (list place or person here).
14. If you notice a problem with the printer such as a paper jam or if it’s out of ink, and you have not been taught how to fix the problem, please do not try. Report the problem to the Office Manager, IT department, or to a trained co-worker who may be able to help.
15. Report any unresolved or continual malfunctions of the office printing and copying equipment to the Office Manager.



Any employee who is found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Employee Agreement


I, [employee name], have read and understand the above Printer Policy, and agree to adhere to the rules outlined therein.

___________________________________ _______________________________
Employee Signature Date


BIS Office Systems offers document management and managed print services that can effectively lower your operating costs and give you peace of mind. Our software can track a specific user’s printing activity or an entire department so we can establish the best solutions for controlling your printing costs. Contact us today for your free evaluation to see if a print or document management solution is right for your business.


Newsletter: Forget Apps...Here Comes the Voice-Controlled Future
Newsletter: Forget Apps...Here Comes the Voice-Controlled Future

Check Out Our July 2016 Newsletter Here!

In July's newsletter, learn:

  • Forget Apps...Here Comes the Voice-Controlled Future

  • Skip the Airport - Just Hop in Your E-Jet and Fly!

  • Your Crystal Ball for Hiring

  • Top 8 Tips to Prevent Paper Jams

  • 9 Symptoms of a Spyware Infection

  • Is Your Mobile Website Stressing People Out?

  • 5 Ways to Spot a Social Engineering Attack

  • Google to Release Penguin 4.0 Update That Could Potentially Hurt Your Website's Search Engine Ranking

 


Mobile-Based BIS Office Systems Receives National Award for Excellence in Customer Service
Mobile-Based BIS Office Systems Receives National Award for Excellence in Customer Service

MOBILE-BASED BIS OFFICE SYSTEMS RECEIVES
NATIONAL AWARD FOR EXCELLENCE IN CUSTOMER SERVICE

 

Mobile, Alabama (June 23, 2016) – BIS Office Systems, notable office equipment company on the Gulf Coast, was awarded the 2016 Excellence in Customer Service Award from Copystar, a Kyocera company, for the second year in a row. This award recognizes Total Document Solutions providers with superior customer service skills, specialized certifications and up-to-date online training.

Copystar selected BIS Office Systems to receive this award because all of their technicians hold certifications for every Kyocera product, three technicians are Hypas certified, and two technicians hold special certifications like Fiery and Cisco.

“It’s an honor to receive this award for the second year in a row,” said Tyran Colvin, President of BIS Office Systems. “I couldn’t be more proud of my team for all of their hard work and dedication to complete their trainings.  With these certifications, I know our team will be able to provide the best customer service possible to our clients and future clients!”

ABOUT BIS OFFICE SYSTEMS

BIS Office Systems is your single-source total solution provider offering the greatest resources and service network in the business. We specialize in providing custom document and print management solutions that stand up to the challenges of your organization’s equipment and service needs. Headquartered in Mobile, Alabama, BIS Office Systems has been serving Gulf Coast businesses for over 6 years. Learn more at www.bisofficesystems.com

ABOUT BIS TECHNOLOGY GROUP

BIS Technology Group is the technology leader on the Gulf Coast and is comprised of four divisions: information technology, web design & digital marketing, office equipment and business consulting. Together these divisions help local businesses exceed expectations and allow them to group to their full potential while minimizing risks. To learn more about BIS Technology Group, visit bistechnologygroup.com.

ABOUT KYOCERA DOCUMENT SOLUTIONS AMERICA

KYOCERA Document Solutions America, Inc. (www.usa.kyoceradocumentsolutions.com), headquartered in Fairfield, N.J., is a leading provider of computer-connectable document imaging and document management systems, including network-ready digital MFPs/printers, laser printers, color MFPs/printers, digital laser facsimiles, and multifunctional and wide format imaging solutions. KYOCERA Document Solutions America is a group company of KYOCERA Document Solutions Inc., a core company of the KYOCERA Corporation, the world's leading developer and manufacturer of advanced ceramics and associated products, including telecommunications equipment, semiconductor packages and electronic components.

KYOCERA Document Solutions America, the first document solutions company with third-party certified sales data, has received numerous honors for its products’ high performance, reliability and cost efficiency. KYOCERA Corporation's consolidated net revenues exceeded $13.32 billion for the fiscal year ending on March 31, 2016.

 

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Top 10 Tips to Prevent Paper Jams
Top 10 Tips to Prevent Paper Jams
We’ve all been there. You’re ready to walk out the door for your next presentation, you print the last bits to take with you, and wham! - a paper jam decides to insert itself into your pressing schedule. While there’s a variety of reasons why paper jams can happen, they always seem to occur at the worst possible time. As much as we may hate to hear it, a jam is not always the machine’s fault. 

In fact, most paper jams are preventable with proper use and prevention training.

 

This article is meant to equip you with some tools and insights to combat these trying moments head on and ultimately prevent repeat occurrences. Here’s a handy overview of the top 10 tips to keep your printers and copiers running smoothly:

 

1. Always thumb through your originals before placing them into the top or side feeder.

Be sure to look for frayed edges or bent corners that need to be separated, and of course, double check that all staples have been removed. It’s also very important to make sure that your originals are ‎loaded in a nice straight stack. 

2. Check the alignment of slider and tray.

If you’re using a smaller, personal-sized printer for printing checks, or when using the manual feed tray, make sure you have the paper loaded and pushed all the way back to the guards and that the slider is properly positioned for the correct size paper you’re using. 

3. Start with good quality paper.

  • If you have a machine that is jamming, take a look at the quality of the paper. Lower quality papers tend to create jams more frequently and create something technicians refer to as “paper dust” throughout the paper path, which causes even more jamming and quality issues. 

•High quality paper has some grain to it which enables the printer or copier rollers to grab the paper properly.

 Typically, the heavier the paper weight, the more grain it has. 

•High quality paper has a high opacity (can’t be seen through). 

The standard minimum weight of paper is 20 lbs. and 24 lbs. if it’s being used in a laser printer.


  • 4. Always load the paper facing “up” in the paper drawers.

    Use the natural curl of the paper to your advantage and be sure to fan fresh paper before loading into the paper drawer. 

    5. Don’t overload sheet capacity.

    Remember, less is best! Reduce the number of papers from the tray and avoid overloading the paper container. The paper feeders need room to maneuver and when it’s a tight stack of paper, very often more than one piece of paper will be grabbed.

    6. Regular maintenance.

    Even if you’re not a tech person, look under the hood to make sure there are no remnants from previous jams. Monitoring for any dust, ink or toner buildup is a good practice to follow to ensure smooth printing. 

    7. Don’t mix-n-match.

    This is probably one of the most common errors which causes printer problems and can easily be avoided. When different types of papers are mixed together in the tray, the rollers inside can get tripped up by going back and forth from different weights and textures. To reduce paper jams, this should be avoided.

    8. Power your print device from its own dedicated circuit.

    If your printer, copier, or MFP is sharing a circuit with another large appliance, there is potential for power surges, which can cause both short and long term problems as the system tries to maintain a constant level of energy.

    9. Store paper in a cool, dry place.

    Check the condition of the paper often to make sure both the stored reams and the paper in the machine are kept away from humidity. If you live/work in a humid climate that’s not as climate controlled as you’d prefer, it’s advisable to leave the paper in the tray for only one day or as few hours as possible at a time. When not in use, the paper can be stored in a sealed plastic bag for protection. 

    10. Clean the rollers.

    Cleaning the rollers is a very helpful way you can assist with keeping the printer working its best. Using a soft cloth or a cotton swab that is lightly moistened with alcohol, you can gently remove residual paper dust by manually turning the rollers to clean all sides. 

    Understandably, it may seem that your printers may have a mind of their own and wait to haunt you at the most inopportune time. Using good quality paper, having the system maintained on a regular basis and properly training users will go a long way.

  • At BIS Office Systems, our goal is to not only bring professional service and quality products to your workplace, but help ease your day to day operations. Additionally, our managed services and repair technicians are always available to provide hands-on solutions for your workplace needs. Call us today at 251-476-3113 for a free, no hassle, no obligation evaluation and in-depth assessment of your workplace printing needs.

Newsletter: How to Protect Your Company When Employees Are Using Apps & Devices
Newsletter: How to Protect Your Company When Employees Are Using Apps & Devices

Check Out Our June 2016 Newsletter Here!

In June's newsletter, learn:

  • Shadow IT: Ignore at Your Own Risk

  • 12 Tips for Your Data Security Plan

  • ReTargeting Ads: A Quick Explanation & Its Top 2 Benefits

  • What If Your Smartphone Had Wings

  • Facebook Wants to Help You Blow Up Your Business

  • Separating Yourself from the Start-up Pack

  • 12 Unusual & Historical Facts on Printing

  • What App Best Helps You Take Notes on the Go - Google Keep or Evernote?

 



12 Unusual and Historical Facts on Printing
12 Unusual and Historical Facts on Printing

In today’s busy, often hectic world, discovering interesting trivia can often be the respite you need to push on through your work day.  We hope you find these unusual printing tid-bits amusing if not educational! These intriguing, historical facts will definitely show you how the printing industry is leaving its mark. 



1. World’s Smallest Printed Book:

Measuring in at .0291 x .0295 inches, a 22 page Japanese book containing pictures of the flowers of the four seasons holds a Guinness World Book of Records entry for being the world’s smallest printed book. 

2. The Renaissance:

Because of the increased ability to disseminate information on various printed materials, the devout followers of the new philosophy known as Humanism utilized this medium to their advantage. Today, we commonly recognize the advancement of the printing press as largely contributing to the monumental cultural shift of human intelligence known as the Renaissance period.


3. Largest Number of Books Issued In One Publishing Run:

J.K. Rowling wrote the Harry Potter series and as it saw great popularity throughout the years, the seventh and final novel that received the most critical acclaim was Harry Potter and the Deathly Hallows. It sold 15 million copies in the first 24 hours following its release, and had an initial print run of 12 million copies, making it the largest initial print run ever

4. Largest Printed Catalog:

Remember how much excitement used to surround the publishing of the large department store catalogs? IKEA still thrills many of its loyal customers, but their large door-stoppers don’t compare to the behemoth released by Aviall Services Inc. in 2005. Their ‘Aviall Product and Catalog Book’ released on January 3, 2005, had 2,656 pages, and weighed in at 7.4 lb. and is 2.8 in. thick.

5. Oldest Printing Publishing House:

If you think most publishing houses like Random House and Penguin Group, have only been around for a couple of hundred years, think again. Cambridge University Press, the oldest printing and publishing house, has been around since 1534 and was started through a charter granted by the infamous Henry VIII. It’s been operating non-stop since the first book was printed in 1584, publishing over 2,000 books and 150 journals a year across 200 countries around the globe.

6. Oldest Surviving Printed Book:

The first mechanically printed book is arguably, but generally accepted to be, the Gutenberg Bible, printed in Germany around 1455. It was printed with moveable type. Through using carved wood plates and simple presses, the Chinese cultures were printing book like structures hundreds of years prior. The Buddhist “Diamond Sutra” dates back to 868 AD. 

7. 3D Printing:

The first 3D printer was created by Chuck Hull in 1984. 3D printing, also known as additive printing, was developed in the 80s, but it wasn’t until recently that it started taking off.


8. Expensive Ink:

The retail cost of black printer ink is one of the most expensive liquids on the planet, far exceeding oil and even space shuttle fuel (on a per gallon basis). As of Dec. 2015, black ink was running over $2,700 per gallon!

9. Civil War:

Small, portable printing presses were used by soldiers on the battlefields during the Civil War.


10. Propaganda Pamphlets:

During WWII, more than an estimated 12 million propaganda pamphlets were printed and dropped over Germany in hopes of inspiring the American and Allied soldiers on the battlefields while also demoralizing the Nazis.

11. Beware Old Children’s Books:

 Congress passed the Consumer Product Safety Improvement Act in 2008 that prohibited the sale or lending of children’s books printed before 1985 unless those books are proven to not test positive for lead. Usually, these lead tests are expensive causing both libraries and used book stores to throw out such books rather than have them tested.


12. The Black Death:

Because of the massive amount of people who died in the Black Death (c. 1347), this episode in time became a major player in the evolution of the process of printing. The only methods for making books at that time was using parchment (sheepskin) or vellum (calfskin), which were very expensive. With the surplus of clothes inherited by the living, their old worn garments began to be used as “rag paper”. In addition, many of the bookmakers had passed away due to the plague. Because of the lack of people that had the knowledge of bookmaking, coupled with the mass production of the cheap “rag paper”, a better printing process began to be implemented.

As you can see, printers have been an integral part of the human experience for centuries, and they have only begun to leave their mark on the future. BIS Office Systems offers a free, no hassle, no obligation print evaluation and assessment of your workplace printing needs. Call us today at 251-476-3113 to schedule your appointment or contact us online here. Our managed document and print solutions allow businesses every day to reduce their overall print costs. Companies can rest assured knowing their partnership with us will keep their equipment running smoothly and their budget looking its best.

Sources:
Adams, C. (Feb. 1, 2015). Did You Know…Fascinating Printing Facts. 

http://www.piworld.com/article/unusual-historical-facts-printing-industry/5/

Kasameyer, A. (Dec. 8, 2015). 10 Unusual Printing Facts That You’ve Never Heard Of
http://blog.sepialine.com/10-unusual-printing-facts-that-youve-never-heard-of/



BIS Office Systems Welcomes Experienced Office Manager to the Team
BIS Office Systems Welcomes Experienced Office Manager to the Team

CHRISTI KANNAPEL, MARKETING DIRECTOR
BIS Technology Group
251-923-4015
ckannapel@askbis.com
www.bistechnologygroup.com

FOR IMMEDIATE RELEASE


BIS OFFICE SYSTEMS WELCOMES EXPERIENCED 

OFFICE MANAGER TO THE TEAM



Mobile, Alabama – May 10, 2016 – BIS Office Systems, a notable office equipment company along the Gulf Coast, welcomes experienced office manager, Kim Smeraglia. In her role, she will be responsible for managing the administrative staff, human resources, benefits and financial matters.

Tyran Colvin, President of BIS Office Systems, stated, “With her 20 plus years of experience as a human resource manager and office administrator, Kim will be a key part of our success moving forward. She’s held extensive positions with a leadership aspect that will allow her to exceed here at BIS Office Systems.”

Prior to joining the BIS Office Systems’ team, Smeraglia had worked in the medical, education and accounting fields as an office manager, administrator, human resource manager and accounting manager.

In addition to her past business experience, Smeraglia has also held leadership roles in the community such as PTA, PTO and Ballpark President.

Colvin went on to add “With Kim onboard, I look forward to seeing what she can accomplish and how our company will grow.”

About BIS Office Systems
BIS Office Systems is your single-source total solution provider offering the greatest resources and service network in the business. We specialize in providing custom document and print management solutions that stand up to the challenges of your organization’s equipment and service needs. Headquartered in Mobile, Alabama, BIS Office Systems has been serving Gulf Coast businesses for over 6 years. Learn more at www.bisofficesystems.com.

About BIS Technology Group
BIS Technology Group is the technology leader on the Gulf Coast comprised of four divisions: information technology, web design & digital marketing, office equipment and business consulting. Together these divisions help local businesses exceed expectations and allow them to group to their full potential while minimizing risks. To learn more about BIS Technology Group, go to www.bistechnologygroup.com.

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Newsletter: Conquering Connecting
Newsletter: Conquering Connecting

Check Out Our May 2016 Newsletter Here!

In May's newsletter, learn:

  • Conquering Connecting

  • Calculating the Cost of Downtime

  • Laptop, Tablet...Or 2-in-1?

  • 10 Things You Need to Do Now to Prevent Costly Disasters

 

Networking in Mobile, AL



Ask the Expert - Part 5

Listen to Uncle Henry and the BIS Office Systems' team discuss cost-savings on your office equipment on this month's Ask the Expert. 

 

During this segment, we discuss:

  • Print management & how it can save you money
  • Cost savings & how we avoid gotchas
  • Cost of ownership
  • Copier security
  • Printing with color
  • And more!