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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.


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.

Access Your Gmail Emails and Calendars Directly from your Printer’s Touch Screen
Access Your Gmail Emails and Calendars Directly from your Printer’s Touch Screen

Being able to print on the go is fast becoming a standard requisite for many businesses. With the Kyocera Google Connector app, employees are able to access their Google accounts right at the touch screen control panel of the MFP (multifunctional printer).


With companies making the move from physical storage to the cloud, cloud print environments are becoming a necessity to have integrated into the business workflow. That’s why Kyocera Document Solutions, one of the world’s leading document solutions companies, developed the Google Connector app. While at the printer, one can: 

 

• View, compose, edit and search through Gmails 

Scan documents to store or use as attachments
View and print calendars

 

Kyocera continues to look at the evolving climate in business workflow needs as does Google. With Gmail reportedly being used by nearly 50% of small business employees, Kyocera sought out how to connect with Google’s cloud email service market to provide more integrated workflow opportunities. Through this Google partnership, Kyocera keeps the workforce mobile by enabling users to retrieve Gmail functionality on the individual MFPs without having to log in on a separate device. 

The development of business applications such as this have been a priority for Kyocera for years. They previously developed the Kyocera Cloud Connect, Mobile Print, and the Microsoft Exchange and SharePoint Connectors for easy to use printing via the cloud from smartphones, tablets and PCs.

When it comes to the security of cloud printing, Kyocera developed the technology of linking an organization’s Google cloud printing capabilities with leading print management solutions to ensure secure print release. Unique to Kyocera, the connection of a company’s Google Cloud Print account to their print management account creates the ultimate document security. In addition, all print jobs can be set to hold until the user authenticates. 

At one time, the “mobile” workforce meant having to lug a heavy suitcase of samples door to door. Today, it requires access to everything at your fingertips no matter where you are. Since BIS Office Systems is a Kyocera Premier Dealer, we can offer all of the solutions discussed above. Our managed document solutions work for you so you have more time for your business. Call us today at 251-476-3113 for a free, no hassle, no obligation evaluation and assessment of your workplace printing needs.


 


Ask the Expert: April 2016
Ask the Expert: April 2016

Listen to the Uncle Henry Show's Ask the Expert live from our grand opening celebration! You'll learn about our team members and different vendors like Copystar, Kyocera and Canon. 

 

 


Print from your phone with Kyocera apps
Print from your phone with Kyocera apps

How nice would it be to find a webpage or a file on your print, hit a “print” button and then that document gets printed from a connected copier or printer? Life would be so easy!


Well, fortunately for you, that is actually possible. Kyocera, a Total Documents Provider for offices, has recently introduced a cloud-printing service that lets users print files, images, web pages and more straight from their mobile device to the printer.

 

In today’s business world, the need for business services to reflect the “on the go” attitude many industries and employees encompass is crucial. With more employees working from home, traveling and in different locations, printing from mobile devices is practically required in today’s workplace. Being tied down by a print server can hinder work productivity and efficiency, that’s why Kyocera has developed an app specifically to print from your cell phone, tablet or laptop.

 

The app works for both iOS and Android devices, and it very simple to set up. You just need to be connected wirelessly to your Kyocera copier or printer that has app technology installed. The best part is the app is free!

 

Not only can you print photos and documents from your mobile device, but you can also scan documents on your copier and effortlessly save them to your mobile device. The options are almost endless. The Mobile Print app isn't the only app Kyocera offers either. Kyocera has you covered with its Cloud Connect, Google Connector, AirPrint, Cortado, Mobile Print for Students, and EFI Print Me applications. View all of these Kyocera apps here.  

 

 And as of late 2015, Kyocera has added Google Cloud Print services that will make it even easier to print on the go and support your office’s printing needs. This enables you to print documents from remote locations and have total access to files and documents wherever you are.

 

Whether you are transferring a file from your phone to computer to the app, printing an email attachment, browsing the internet on the copier’s touch-screen interface, importing files, or adding bookmarks and favorites to print later, mobile printing is an important tool to help your retrieve important documents and files wirelessly.

 

Don’t be tied down by your desktop computer, invest in the technology that will give your team tools for success—no matter where they are.

 

For more information and FAQ’s on Kyocera Mobile Print, we recommend visiting their FAQ page.

 

At BIS |Office Systems, we carry the top technology and office brands to keep your business running efficiently and saving time and costs. We are an authorized dealer of Kyocera and Copystar, so we can order and install your Mobile Print-compatible copier at your business location. We pride ourselves on our exceptional customer services, and we know you will be satisfied from beginning to end.

 

We know it’s tough to decide what to purchase and what to invest in for your business. That’s why our specialists are here to listen and consult with you to find your perfect solution. Get your FREE PrintSmart evaluation today and call us if you want to improve your business’ workflow!  


Copiers and Security Issues

 

Did you know that your copiers might put you, your employees and the company at risk? Copiers hang onto sensitive data that is scanned, copied, printed, faxed and emailed by employees. That data is usually stored within the copier’s hard disk drive. If your employees are scanning or printing information that is sensitive in nature, you need to implement a copier policy to keep your data secure.


But how does a copier take that information?

Most work copiers have a hard disk drive which is necessary to manage and control tasks and jobs sent to the copier. These types of copiers, referred to as “digital copiers” are more productive and high-tech than the average at-home copier, which usually does not contain a hard drive. The hard drive in work copiers stores images of every document, whether you are scanning, faxing, copying or emailing a document.

 

How can someone steal that stored data?

As the digital age progresses, so does the intelligence of hackers. These hackers have discovered a way to extract this sensitive data either remotely or after the hard drive had been removed and replaced. This extraction software is available online, for free. Many times, work copiers are leased, used and then returned for a new copier through a third-party office systems company, such as BIS Office Systems. When a copier is returned to the leasing company, those hard drives get replaced and or stay on the old copier, meaning anyone could buy a copier containing birth certificates, social security numbers, bank records, income statements and much more from a past company. Copiers can also get leased by one company, returned then sold to another copier. So knowing how to extra your company’s data and protect it is extremely important to protecting your business.


So what can I do?

Create a data security plan for when you are leasing, buying and returning your copiers. This plan should be understood by all employees and added to your company’s security policy program. Make sure every employees understand how document data is stored and how the company will protect that data from hackers. If your business uses an IT company or your business has its own IT staff, these security experts should be the ones in charge of your copier data. They will have the knowledge and expertise to keep your company data safe and secure.

 

If you do not employ and IT staff or third-party IT Company, we highly recommend you do so. But if you want to try to protect your business data yourself here is what you need to know:

  1. When you buy or lease a copier, make sure to ask the manufacturer or office systems company what data security features are available. Sometimes these security features are standard or optional. Usually one of two types of data security protections are put in place:

1.       Encryption: You have most likely heard of this word before. It describes the method of scrambling data using a code so that data can never be extracted remotely or straight from the hard drive.

2.       Overwriting: This method wipes files by overwriting existing data with random characters. This makes is very difficult for the old files to be translated.

 

 If the copier does not come with data security, make a plan for how to dispose of data and that everyone in the company understands that copiers cannot be returned until the data is wiped.

 

Make sure you ask the manufacturer which security features comes with your copier and if it will be an add-on you need to purchase. Additionally, talk to the copier leasing company to see how they dispose of old hard drives or if you can keep the hard drive once the copier is returned. Make sure that is an agreement in writing before you lease a copier.

 

Your IT staff should handle all data security issues, and if you do not have IT support, you should make a copier policy and plan to remove all existing data before the copier is returned, or even to clear data after every use. Security education is one of the most important aspects to running a company. It is your responsibility to keep company data safe and away from hackers with malicious intentions.

 

At BIS Office Systems, we can assist you in creating a copier and printer policy and make sure your data is safely removed and destroyed after your leasing agreement is up. We understand the need for security and it is our goal to give companies productive, efficient and safe office equipment. Call us today to have a free consultation about leasing or buying our copiers and printers and we can help you move your business forward.

 

Call: 251- 476-3113 or visit our website to learn more. http://bisofficesystems.com/