Preventing Security Issues With Your Copier Equipment

shutterstock_350599238

Like laptops, cell phones, and tablets, copiers hold a large amount of sensitive data. To ensure that this data stays secure, it’s important to utilize your copier’s security features, keep it running at peak performance, and dispose of it properly.

Tips to Ensure Your Copier Data Is Secure

If you’re in charge of business security for your office, you know how important it is to avoid a data breach. While computers are the office equipment most susceptible to security failures, copiers pose problems as well. Though you might not have thought about it, today’s copiers are connected to the network and may hold a great deal of sensitive information, from social security numbers to bank account information. Here are a few ways to keep your copier safe.

Do Your Research

Your copier probably has a number of security features. Become familiar with these features and understand how to use them. Your copier may have a disk override feature, or data encryption capabilities. These features can be used to keep your copier safe, even in the eventuality of theft. Also, make sure you know what data is being stored on the copier. Educate your co-workers about the risks associated with the copier, and make sure that there is minimal private data being stored on the copier.

Maintenance Is Key

To avoid a security breach, it’s important to keep your copiers in good working order. Consider hiring copier technicians to regularly service your machines. Seek out high-quality copier repair in Las Vegas to ensure that your copiers are always running at peak performance. This will prevent any technical mishaps that could result in security issues.

Disposal Methods

All copiers break eventually, even with proper care and maintenance. If you have a copier that’s reached the end of its lifespan, don’t get rid of it without securing the data. Check to see what your options are. Call the company to see if they’ll provide data disposal services, as many copier manufacturers do. There is also software that can help you wipe any sensitive data from the hard drive. Only dispose of the copier once you’re certain that the data has been secured.

The Business Dynamic Will Play a Part in Choosing the Right Copier

shutterstock_395942212

Not all Las Vegas businesses require massive, multifunctional printers and copiers. Determining which unit is right for you can help reduce a variety of costs from equipment purchases to paper and toner.

How to Choose the Best Copier for Your Business

Finding the best copier or printer for your business can be greatly beneficial when it comes to finances and expenses. While something smaller may be helpful, perhaps a larger unit that has elaborate features that could optimize the functions of the company. On the other hand, you don’t want to spend money for functions you’re not necessarily going to use. For instance, mobile printing is useless unless your staff can print from their smartphones or tablets.

How Much Printing Does the Business Produce?

Not all businesses in Las Vegas are going to consume the same amount of paper. Some businesses rely on printing for contracts and client documents while others may use a printer once or twice per week for flyers or memos. Knowing how much paper your business goes through can help you determine if you need a larger unit that is ideal for toner usage and paper-tray capacity. As these units can cost a great deal more than a smaller printer, it may be an expense you don’t necessarily need.

What Kind of Features Does Your Business Require?

Copiers and printers can come with a wide scope of features thanks to 21st-century technology. Things like print-from-email, mobile compatibility, and high-resolution rates can be seen as an indulgence for a company that doesn’t need such extravagance. However, these features may be able to help you maximize the efficiency of the business. As long as your staff is capable of optimizing the use of a grand copier that does everything, the expense may be worth the investment by increasing operational efficiency.

Are You Planning on Buying the Copier Outright?

Extravagant copiers and printers can be quite expensive when you want to buy them outright. Costs include the equipment, maintenance, repairs and the costs of continuous use. This is why some businesses prefer managed print services in Las Vegas.

Printers and copiers are some of the most utilized pieces of equipment for many businesses. Take a moment and figure out what kinds of features and functions your company requires. It may save you from many of expenses over the long run.

Ways to Stay Relaxed and Productive at Work

shutterstock_207787303

It’s tough to be productive at work when you’re constantly stressed out. By staying organized, keeping the office machines running well, and getting rid of distractions, anyone can have a relaxing day at work.

3 Ways to De-Stress Your Office Environment

Whether it’s due to lack of organization or long hours, the office environment can easily become a stressful place. With a few tips and tricks, however, even the most demanding offices can become a bit more relaxed. Keep reading to learn how to de-stress your office.

Stay Organized

If you’ve ever spent twenty minutes looking for the right manila folder, you understand the stress caused by disorganization. Taking a moment to de-clutter your space is sure to save you a few headaches. First, get rid of everything you don’t use on a consistent basis. Throw out the papers that haven’t been touched in three years. Give all of your office tools a proper place, and remember to return them to the right drawer when you’ve finished using them. Once your desk is clean and organized, it’s time to tackle the hard part: keeping it that way. To make sure new clutter doesn’t accumulate, set an alert on your phone reminding you to clean your desk once a week. Soon you won’t even need the helpful buzz of your cellphone to keep you on track.

Get Rid of Distracting Noise

Nothing stops productivity in its tracks like noise. If you find your anxiety rising when the office gets too loud, consider taking steps to reduce the noise. Buy a pair of noise-cancelling headphones, which will make the distracting background noise disappear. You could also invest in a white noise machine, which offers soothing sounds that may keep you relaxed during a long workday.

Keep the Office Appliances in Top Shape

There’s nothing more stressful than a broken office appliance. Keep your printers, copy machines, and computers running well by hiring a professional maintenance and repair service. Choosing a quality copy machine service, for example, ensures that your machines will run better for longer. There’s nothing quite so relaxing as knowing no one in the office will have to page through the user’s manual the next time the copy machine goes on the fritz.

Save Money on Printing with These Helpful Tips

Don’t waste money on the office printer. With a few budget friendly measures, any office can make their printer cost effective.

3 Ways to Make Your Printer Cost Effective

If you’ve ever been in charge of buying toner and ink cartridges, you know that the costs can add up quickly. If your office is looking for a budget friendly approach to printing, there are a few ways to save money without sacrificing quality. Here are a few tips sure to help your office with its printing needs.

Change the Print Mode

For important documents, printing in high-quality black and white or color mode is the only option. When you’re printing everyday memos and documents destined for the recycling bin, changing the print mode can help you save ink. Draft mode, for example, uses substantially less ink than the default mode, and can potentially double the life of your ink cartridges. Greyscale mode can be used when you don’t need to use the colored ink.

Use Paper Wisely

If you don’t try to limit your paper usage, you can end up running through reams at an impressive pace. Try printing on both sides of the paper to minimize paper waste. This saves paper and time. You can also reuse pieces of paper that have only been used on one side. As long as they’re not bent or damaged, you can put them back in the paper tray and use them to print drafts on the opposite side. You should also make sure to configure your paper settings to the paper being used. This will help to minimize unnecessary ink wastage.

Managed Printing Services

To ensure that your printers are never in need of toner or replacement parts, consider hiring professional print services in Las Vegas. Using one company for all of your printer needs will save you time, energy, and money. You won’t run out of toner at inopportune times, or discover that the printer is broken just when you need to print two dozen copies of the company’s quarterly report. Keeping the printer running smoothly and the office well stocked with toner is a financially responsible decision in the long run.

3 Ways to Improve Your Copy Machine Manners

shutterstock_101052826

Keep your copier running great by instituting a few rules of etiquette. By keeping the area clean, being polite about paper, and fixing minor issues, any workplace will be improved.

A Quick Guide to Copy Machine Etiquette

If you’ve ever worked in an office, you know that minor etiquette infractions can take a toll on workplace morale. To ensure that your office runs smoothly, it’s important to observe a few unspoken rules of conduct. Everyone in the office uses the copier, so it’s important to have rules about maintenance and use. Keep reading for copier etiquette tips sure to keep your office running smoothly.

Be Polite About Paper

The first rule of copier etiquette is to never leave the paper trays empty. After you’ve finished your copy job, take a look at the paper trays and make sure there’s a sufficient amount. Even if you didn’t use the last sheet, it’s common courtesy to replenish a dwindling paper supply. If you used out of the ordinary paper for your copy job, such as thick paper or colored paper, make sure to remove any extra sheets from the paper tray. The next person to use the copier may not be pleased to discover that they copied the quarterly financial report on bright pink card stock.

Keep It Clean

Copiers can be fickle, so it’s important to treat them with care. Always make sure that the area near the copier is clean, and refrain from drinking and eating in the copier room. If you make copies you don’t need, don’t just leave them scattered about. Collect your paper trash and recycle it if possible. Also, remember to pick up any sticky notes, staples, or paper clips you removed from your documents before copying them.

Troubleshooting

When a copier has an issue or breaks, copier etiquette becomes even more important. If the flashing icon starts to blink in the middle of a copy session, don’t just ignore it. Those signals usually indicate that the toner needs to be changed or there’s a paper jam that needs to be fixed. If you can fix the issue, do it. If the issue seems more complicated, alert the office manager. They’ll know where to find copier repair in Las Vegas to resolve tricky copier problems.