How to Maintain Your Copier [Infographic]

4 Important Habits to Keep Your Copier in Good Condition

Whether you lease or buy your business machines, it’s important to keep up with regular maintenance to eliminate the need for big copier malfunctions. The average business requires a repair because of the way it was handled. There are four habits that you can utilize to avoid the most common needs for a copier repair technician at your office.

Sunrise

Modern Businesses Can Use the Data Their Printers Provide

shutterstock_744407434

How Printing Processes Can Inform Businesses

When many area people think about managed print services, they often associate them with the copy machine repair in Las Vegas that businesses have access to. But MPS is about much more than copier and printer maintenance, repairs, and supplies. It’s about collecting data from printing processes and automated workflows and then using data analysis techniques to reveal ways that companies can cut costs and use time more efficiently.

Better Distribution of Workloads

Printers can collect information about workloads. In a supply chain environment, one printer that consistently prints more labels than others reveals a problem with how a workload is being distributed. This can apply to office environments as well. If two departments have the same copier but one department consistently copies 20 percent more pages, then that says something about reducing costs.

Individual Usage Patterns

For security purposes, many copiers and other office machines support logins and privileges. A benefit to this beyond security is the capability to track usage on a per-user basis. This allows you to accumulate averages that can be used to set forecasts. It will also reveal outliers, and outliers can indicate an employee who has too much on his or her plate or is perhaps being inefficient.

Inventory Control

Your printers and copiers can also inform you of how much paper and toner you’re actually using. You can then compare that to your inventory. If there’s a discrepancy, then there may be an issue with storage, you may be purchasing too much in advance or you may have a problem with theft.

A Comparison Metric for Disparate Projects

How many pages are copied or printed is just another lens through which you can compare projects. A task that’s particularly efficient in this regard can be further reviewed to identify what went well, which can then be applied to future projects.

Meeting the Printing Needs of Supply Chain Consumers

shutterstock_557067826

How Rugged Print Services Differ from Office-Based

Offices have long appreciated the costs associated with printing, copying, scanning and so forth, and that emphasis shaped printer services in Las Vegas and elsewhere. Industries involved with logistics, distribution, manufacturing and so on have emphasized it less because their focuses were elsewhere, and their print needs were often very distributed. More recently, the cost-savings of MPS has attracted companies in supply chains, and MPS providers have had to evolve in order to meet requirements that can differ greatly from office environments.

Fixed Costs in a Unique Environment

This form of MPS has been coined rugged MPS because of the environments in which these companies operate. Providers have recognized that as many as 75% of supply chain companies are unaware of print costs in a specific sense despite these costs accounting for as much as 20% of total expenditures.

Industrial-Strength Equipment

Managed print services can reduce those costs by as much as one-third. This has required expanding product lines to include industrial-strength printers that withstand a production line and similar environments. Such equipment had traditionally been limited to niche providers and, in many cases, hadn’t been used at all in these rugged conditions.

An Emphasis on No Downtime

Printers aren’t generally mission critical in an office. If a printer goes down, priority tasks can be sent to another device. This isn’t the case with a supply chain company. A production line printer is a core component of that machine, and that requires scenario-specific redundancies to be put in place.

Intelligent Surveillance

Rugged MPS can also involve built-in intelligence that wouldn’t apply in an office environment and had to be innovated. If a supply chain company has five printers, for instance, and the system detects that two of those printers are consistently generating more labels than the others, then that information can be used to better distribute the workload for both short- and long-term gains.

Making Government Agencies More Efficient with Managed Print Services

shutterstock_320902274

Four Ways MPS Can Improve Government Agencies

Whether it’s lower costs for copier repairs in Las Vegas or better prices on paper and toner, there are many ways in which government agencies can be more efficient through managed print services as well as lower their fixed costs both in the short term and over the long term. This isn’t limited to just local agencies but includes state and federal groups no matter where their premises are physically located.

Lower Costs in the Immediate Environment

One challenge government faces is how it’s distributed. A state agency located in the north of Nevada is part of the same government structure as one located in the south, but they may have very different practical requirements. MPS can help agencies reduce fixed costs just as it does for private companies that benefit from having their overhead distributed across a group of companies.

Time Savings and Automated Workflows

The ability to reduce expenses through MPS isn’t just limited to paying less for paper and toner. Perhaps the greatest benefits lie in the organizational processes. Automated workflows, for instance, reduce the person-hours required for a project, and the most valuable human assets at an agency can spend the time they do have on those workflows that can’t be automated.

Improved and Prioritized End Point Security

Another challenge government agencies face is end point security. No matter how refined the security mechanisms are, they can be undermined by carelessness at a copier, for instance, or at another end point. MPS involves monitoring device health, ensuring patches and updates, and implementing control measures at a local level by employing local resources.

Streamlining Processes on a Per-Agency Basis

Another advantage of MPS is that it allows a government agency to streamline its processes in a manner best suited to it. This allows an agency to function as a business rather than being treated as another cog in the machine, which often involves compromises rather than individualization.

Distributing Overhead to Lower Print Costs

shutterstock_575642806

How Businesses Are Sharing Overhead to Save on Printing Costs

A key component of why managed print services in Las Vegas are available and so successful is cost reduction. Those savings are possible because there are fixed costs associated with printing, and that overhead tends to not fluctuate much as output increases. Therefore, MPS succeeds because it can combine the needs of distinct businesses, and as a result, those fixed costs are consolidated and shared.

Paper Purchased in Bulk

It’s not just a matter of sharing fixed costs but lowering them as well. An excellent example of this is the printing paper and other resources, such as toner, that companies require. A lone small business that commits to 10 reams of recycled paper a month can secure a decent price, but if 10 companies join forces to commit to 100 reams, that group can lower costs by 15% or even more.

Lower Support Costs, Too

The benefit of that buying power isn’t isolated to just tangible products. It’s a significant advantage when negotiating contracts for maintenance, repair services and technical support. The service provider itself benefits greatly by having assurances from a group of clients rather than just one.

The Power of the Cloud

Cloud computing often plays an important role in MPS, and that role will continue to expand as this field advances and evolves. The cloud is a key component in remote access, resource pooling, security and more, and these networks are another excellent example of how even disparate businesses can come together to share, and therefore lower, certain of their overhead costs.

Better Security Through Teamwork

MPS is about security, too, and while security costs are certainly lessened, what’s perhaps most important is that security measures and processes are improved. Small businesses can come together to enjoy enterprise-level security that may not otherwise be feasible for them.