Three Tips for Maintaining Copiers

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Copiers are some of the most expensive pieces of office equipment. It is vital that they be treated and maintained properly so that they work more efficiently and last longer. There are several simple tips you and your employees can follow to prevent needing to buy a new copier. These tips include maintaining the copier properly, using the right paper, and using the right ink. These may seem like simple, common-sense tips. However, most office workers do not follow these tips and many copiers fail well before their expected lifespan.

Ensure Routine Maintenance is Performed for Copiers

Every copier requires a certain amount of routine maintenance. How much maintenance depends on the make and model. The recommended maintenance intervals can be found in the owner’s manual. Many people do not even read the owner’s manual, and if they do they don’t follow the recommended intervals. Even some that do attempt maintenance at the recommended intervals try to manage it themselves. This is not a good idea. You should hire professional copier repair Las Vegas people to carry out the service properly.

Use the Right Paper

Many people do not listen to the copier’s manufacturer when they say to use only the paper specified in the copier manual. The manual usually specifies a certain weight of paper. Many different brands are acceptable, but copiers work better with the right weight of paper. Paper that is not within the range of acceptable weights may clog up the copier, which will reduce the life of the parts. It may even break the parts if it is a particularly bad jam. Using the correct paper can double the copier’s life.

Use the Right Ink

Using the right ink may be even more important than using the right paper. A copier’s inkjets are perhaps the most delicate part of the mechanism. They are the most likely part to wear out or break. It is very important that you use the ink recommended by the manufacturer. There are many off-brand and recycled ink cartridges available. They may work for a while, but they will shorten the life of your copier. They may even cause it to break down. In the end, the few bucks that you say from buying off-brand ink is not worth the cost of buying a new copier.

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How to Protect Yourself from Junk Faxes

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Many copy machines in office settings offer multiple functions, including scanning, copying, printing, and faxing. If your copy machine gets a lot of junk faxes every day, you may be tired of using your business resources to receive and print such items. It’s important to know that your copy machine service technician could help reset your machine and stop those faxes.

What Is Junk Fax?

The Federal Communications Commission defines a junk fax as any unsolicited advertisement that gets sent to your fax or copy machine. If you have never done business with the company sending you the faxes and your company never gave them permission to advertise to you, then it is a junk fax. You can report these abuses to the Federal Communications Commission through their website.

How Junk Faxes Get Into Your Copy Machine

Many businesses and individuals send out large fax batches to advertise their products or services. Your company’s copy and fax machine might not have been a specific target for these ads. Some businesses or individuals simply buy lists of known fax numbers and send out hundreds or thousands of faxes in a day, hoping that at least one or two companies will “bite” on their offer.

What the Technician Can Do to Help

Your copier technician can reprogram the fax part of the copier in order to not accept faxes from unknown senders. The fax and copy center can also be programmed by the technician to not allow faxes from specific area codes. It is important to note that on occasion, this might block a fax that you do want. You can also have the technician block specific numbers that are sending you junk faxes.

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3 Reasons Why Printing Matters in a Digital Landscape

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As businesses adapt to technological advancements like social media and the cloud, it’s easy to forget how important printed documents can be. Instead of neglecting printing services, companies should embrace the power of paper. To make sure your company’s printers are always in tip-top shape, great print services in Las Vegas are essential. By hiring a professional to manage your printers and copiers, you’ll know that your equipment is always ready whether you need to print a brochure or copy an important document.

Give Your Reputation a Boost

Customers notice quality. Whether you’re selling a physical product or a service, your customer base will notice that you took the time to print physical business materials. This can take many forms, ranging from high-quality brochures printed on card stock to perfectly collated contracted ready to be signed on the dotted line. High-quality printed materials lend companies of all types a sense of authority. Diligently maintained printers and copiers are a great way to ensure consistent levels of quality.

Engage the Customer

Every day, customers are hit with a barrage of online ads and e-mails. Now that online advertising is the norm, mailed advertisements have become a novelty. Whereas customers have learned to ignore social media ads and delete unwanted e-mails, they might take notice of a mailed flyer, brochure, or postcard. If your company prefers ink and paper advertisement, excellent print services are a must.

Maximize Efficiency

Whether your company prefers printed media or cloud-based solutions, you’re sure to agree: Efficiency is essential. High-quality print services help to maximize business efficiency, as they keep track of things like toner supply and replacement parts. Even in the modern age, you have to invest in high-quality printed materials to run a successful business. An investment in a reliable printing service is an investment in your company’s future.

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ID-Restrict Your Copy Machines

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The Benefits of User-Specific Print Privileges

From small offices to large corporate buildings, copy and other business machines are often in public areas and freely accessed. In fact, printers are often the true water coolers of the modern office, and people rarely demand credentials from copy machine service providers. Nevertheless, these devices present a real potential for security risks and cost inefficiencies, which is why the industry urges companies to restrict usage on a per-user basis.

How Copy Machines Are Safeguarded

Most modern copy machines have a security layer built in that lets you define users and set privileges. Password protection is the most basic form of access control and requires a user to enter a PIN number. Of course, no company wants to add yet another PIN for its employees to remember. More sophisticated options include microchips in ID cards and facial recognition technology.

Closing Network Backdoors

As copy machines have become more sophisticated, so have the potential network security threats they present. These are, after all, network-connected devices. Developers of operating systems and other software have certainly done a much better job over time of recognizing the potential and protecting against it. Nevertheless, it’s recommended to secure this resource at the point of access as well. Be mindful that security risks aren’t just digital in nature. A person with the privilege to open a machine could, for instance, plant a device that records and transmits images of any documents being scanned.

Setting Privileges

From an organization standpoint, perhaps the greatest benefit of establishing user profiles is that you can define what a particular profile or group of profiles can or cannot do. Perhaps basic users can scan documents held in hand, but not scan documents and other items stored in memory.

Tracking Usage on a Per-User Basis

Copying and printing is essential to any modern business, but also presents the potential for big costs and significant inefficiencies. By default, you can track usage on a per-departmental or per-machine basis, but user access allows you to track the usage of each individual. Doing so provides an expansive data set that can be analyzed in order to reveal where the irregularities lie in your print services.

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Signs of a Poor Connection Between Your Office Computers and Printers

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Signs Your Printer Isn’t Getting a Signal From Your Computer

Wireless connections make it easy for you to send a document from your computer to a nearby printer. When you have connection problems, though, you’ll notice that the printer doesn’t respond as fast as it did before or at all. If you think you have a connection problem, you can check around your office for some common signs that the printer isn’t getting a signal.

Not Listed

Before you can send a document off for printing, you will need to select the document that you want to use and click on the print option. This will bring up a list of all connected printers found in the vicinity. It’s helpful to name the printers in your office based on the location of each one. If the computer cannot find the printer and does not include it in this list, you won’t be able to print documents.

Slow Response Times

The amount of time it takes for a printer to make a copy of a document depends on any other documents already in the queue and the length of those documents. When you get there early in the morning, you can select a document, send it to the printer you want to use and see how long it takes. If the printer takes longer than a few minutes to queue up the document and even longer to print it, you should retain print services in Las Vegas and find out if the printer needs to be repaired.

Repairs Needed

Whenever you make changes to the network used by your office computers, you risk causing connection issues. Those changes can prevent the printer or the computer from identifying each other and even shut down your network completely. Though you might think that you can figure out the network problem on your own, you should contact experts to ensure your printer does not need a major repair or upgrade.

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