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Newsletter: February 2016

Check Out Our February 2016 Newsletter Here!

In February's newsletter, learn:

  • What Is the Best Brand of Copiers?

  • Pain Relief Gets a New Look Thanks to Technology

  • The Theory of Constraints

  • 4 Ways to Use Facebook Advertising to Drive New Business

  • 10 Ways to Eliminate E-mail Overload

  • A Backup Plan You're Sure to Fall in Love With

  • Free Report: What Every Small Business Owner Must Know About Protecting & Preserving Their Company's Critical Data & Computer Systems


February's 'Ask the Expert' Segment

Listen to President of BIS Office Systems, Tyran Colvin, his daughter, Teryn Colvin, and his business partner, Phillip Long, discuss BIS Technology Group on Ask the Expert, a segment of the Uncle Henry radio show!


During this segment, we discuss:

  • Productivity in the office
  • Cost-saving efforts
  • Certifications including Teryn's Six Sigma Black Belt
  • Upcoming cybersecurity seminar
  • The "Uncle Henry" lunch special
  • And more!

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.




January 2016 Newsletter

Check Out Our January 2016 Newsletter Here!

In January's newsletter, learn:

  • Copiers and Security: Could Your Copier Cause a Security Breach?

  • The Ultimate Small Business Guide to Setting Up a Work-From-Home System for Your Staff

  • Tips for Marketing to Tourists Digitally

  • Avoid Headaches, Downtime and Frustrations by Following This Advice When Upgrading to Windows 10

  • How to Boost Your Sales in the Summer Through Proven Digital Marketing Strategies

  • Cloud Storage vs. Dedicated Servers: Which One Should You Use?


What You Need to Know About Toner
What You Need to Know About Toner

Toner is a major component to your printer. Without toner, you would not be able to print because the toner is the color that gets put on the page. Ink cartridges are very similar to toners, except that ink cartridges are used in inkjet printers while toner cartridges are used in laser printers. Laser printers are the type of printer that most businesses use. This is because laser printers are more efficient and can print a larger volume of black and white pages much faster than most inkjet printers.


Inkjet printers are mainly used for home, personal printing or printing that requires a lot of color. While laser printers are excellent for users that print a high volume of pages regularly which is why many businesses prefer laser over inkjet. The cost per page and regular maintenance is usually lower than an inkjet printer too. Laser printers have the capability to print pages at a much faster rate – think about 20 pages per minute versus about five pages per minutes with an inkjet printer.

So, if you are a business that has invested in a laser printer, toner is an essential part of the operation. Toner is comprised of a fine powder that can be magnetically charged. This magnetic charge is picked up by the electrically-charged drum and the toner particles are lifted and rolled onto the page in the shape or form you want to be printed. A laser in the printer glues these toner particles to the page using heat.


Toner powder comes in black, white, clear, cyan, magenta and yellow. The powder has tiny, fine particles of plastic mixed in that adheres the color to the page when it goes through the fuser (which heats the mixture). This mixture creates a crisp and lasting image on the paper.

Original Equipment Manufacturer, or OEM, refers to toner that is made by the same brand as your printer. As BIS Office Systems, we carry OEM toner for virtually every make and model printer on the market. The best part about buying toner through us is that you will find it here for much less than your typical office supply store. We also make our own line of BIS | Office Systems private label toners. An industry leader OEM manufactures our toner to ensure quality and a best-in-class product.


Toner typically should be changed every 2,000 pages or so. This is another differentiator from inkjet printers.  Laser printer toner cartridges can last a very long time compared to inkjet printer cartridges, which usually last about 500 pages before needing to be replaced.


Taking care of your printer, doing regular maintenance and cleaning, and cleaning your toner cartridges will keep your printer running efficiently and increase its lifespan.


 Some tips to clean your toner:

·         Wipe the toner cartridge with an activated toner cloth. The toner cloth works to attract and catch toner particles that               other cloths would not pick up.

·         Use a toner vacuum to suck out any spilled toner on the inside of your printer.

·         Use a clean paintbrush to clean hard-to-reach nooks and crannies in your printer.

·         Wash the paper feed roller using rubbing alcohol. 

Newsletter: December 2015

Check Out Our December 2015 Newsletter Here!

In December's newsletter, learn:

  • How to Cut Toner Costs in 2016 

  • Tips for Cleaning Toner Spills

  • How to Improve Your Social Media Holiday Campaign

  • 5 Keys to Building a Better Team at Work

  • How to Give Back to Your Favorite Non-Profit Organization

  • Accounting: Time to Put Your Books in the Cloud?

Copiers- There's an app for that!
Copiers- There's an app for that!


In today’s technology, apps are front and center in the industry. Most people know about phone apps, and 1.2 billion people use apps on their phone worldwide. With that number in mind, companies are creating apps for a variety of uses- from productivity to engagement to efficiency, there are so many ways apps can be used to help a customer.


But did you know that even printer companies, such as Kyocera, are using apps to help their customers? Their latest products have an interface that has a built-in browser and touch-screen, allowing the user to customize their preferences to make is easier to use and more accessible.


Kyocera copiers and printers have added over 30 apps for its products. Now, if you are thinking, “why do printers and copiers needs apps?” I will tell you. With these apps, the end goal is to create easier and more productive office technology for the customer. 

Kyocera has apps that let you scan documents and sent them to your iPad or iPhone as an image, use your Android device to print images and documents straight from your phone, attach and send e-mail files, print web pages from the built-in browser on the printer’s interface,  and much more.

With this kind of technology at your fingertips, how can you not start using it? Make your office more productive- work smarter, not harder! Having the capability to print and scan documents from your phone or browse files and images on the internet directly on Kyocera’s copier screen makes office operations smooth sailing.

Applications like these are one of many ways to increase office productivity though. At BIS Office Systems, we work hard to give your business the edge it needs to become more efficient in its office technology. From supplying companies with office equipment that has the latest technologies, such as with Kyocera’s copier apps, to offering Total Document Solutions, our mission is to make your business more productive!


Sign up for a free print cost analysis today! Or for more information about what we can do you for you, give us a call. 

Newsletter: November 2015
Newsletter: November 2015

Check Out Our November 2015 Newsletter Here!

In November's newsletter, learn:

  • The top marketing trends in 2016.

  • About apps for your copier that will simplify your life.

  • The 5 traits of a lead generating website.

  • How your laptop battery could revolutionize the way you drive.

  • How to save up to $25,000 in taxes on technology.

  • 4 Tips to creating a better (and safer) password.

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Please check back soon for updated blog posts!