Copiers and Their Hard Drives

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Do Copiers Have Hard Drives?

It’s not uncommon for copier repairs in Las Vegas to involve hard drive maintenance and replacement. Many people don’t realize that their copiers and other business machines have hard drives and even solid-state drives, which are becoming more common as that storage technology becomes cheaper to manufacture and thus more affordable.

Why Do Copiers Need Hard Drives?

Not all do. Copiers designed for home use, for instance, generally just have a memory buffer. A PC does most of the work and transfers is it to the copier, which then holds it in the buffer until the project is complete, at which point the data is erased. In more demanding copying environments where a PC doesn’t do the heavy lifting for the copier, then the hard drive is used to store documents, cache temporary data and so forth.

Facilitating the Queue

You may think of a copier as someone standing in front of it and handling one copy at a time. Modern office copiers are more complex and not only handle manual jobs but tasks sent to them from throughout a network. The buffer generally provides just enough space to handle the current task, and so the hard drive provides a place to store those tasks and collections of tasks that are queued.

Are There Security Implications?

Yes. As with a computer hard drive, simple deletion doesn’t guarantee that a sensitive document isn’t recoverable. This is why certain industries, such as financial and healthcare, have rules even for temporary storage of such data. A HIPPA-compliant copier, for instance, may encrypt documents and employ multiple deletion passes in order to ensure that sensitive data is gone.

What to Do When Replacing a Copier

If you have a managed print provider, speak to that company about how they erase hard drives before repurposing machines. If you own or otherwise lease, then you should consider hiring a company that specializes in HDD erasure before moving the machine.

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MPS Helps Businesses Overcome Print Inefficiencies

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Surprising Statistics Involving Business Printing

Since the turn of the century, managed print services or MPS have transformed how businesses handle their documents in terms of productivity, security and efficiency. This is reflected locally with the success area companies have had with printer services in Las Vegas. Nevertheless, there are many improvements left to make as made evident by a recent study conducted within the print industry.

The Average Worker Prints Six Unused Pages a Day

An office worker in the United States prints on average 34 pages a day. Seventeen percent of those pages are never used. In an office with 10 people, that results in about 60 pages a day. If you assume a cost per page of 10 cents—which is common among businesses not using managed print solutions—that equals $6 a day, $30 a week or more than $1,500 a year.

Many Businesses Include Printing in General Office Costs

As high as 90 percent of all business don’t know precisely what printing costs them on an annual basis. Often, this is because small companies include printing in a general office budget, which can often include supplies like coffee, coffee filters, paper clips and rubber bands.

Most Documents Are Recycled the Same Day

More than 65 percent of all printed documents in business environments are recycled—or worse, discarded—the same day that they are created. In order for the paperless office to ever be a reality, companies may need to learn how to have employees favor electronic transmission.

Printing Is a Top 5 Business Expense

Printing is the third highest expense just after payroll and rent. That’s a number that surprises not just businesses but people within the print industry. Print costs often represent 3 percent of annual revenue. That significance is why even small business must put document management into its own category and use the resources available to minimize costs and be more environmentally friendly.

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The Top Reasons Copiers Fail

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How to Avoid Malfunctions in Copiers

The copy machine repair Las Vegas businesses and homeowners have available to them is often a response to a symptom. Copier quality and services are better than ever, and failure rates are at historic lows. So, why then are there so many in the business world with the impression that copiers break down a lot?

MPS Is Integral to the Historic Success

Managed print is a big reason for the historically low failure rates. Even the best copiers have a lot of moving parts and experience significant wear and tear. The maintenance, proactive part replacement and equipment turnover from MPS providers bolsters copier reliability and longevity. It stands to reason that people with a negative presence work in office environments without MPS support.

Print Volume

Pages per minute or PPM, as well as paper capacity, is a good indication of what a printer is designed to achieve. Many manufacturers indicate volume, and MPS providers will often factor volume into their pricing and service packages. Many small businesses purchase or lease a printer that is suitable initially, but they soon outgrow, which can result in a copier that is overworked and succumbs to undue wear.

Proactive  Maintenance

Often, small businesses that experience copier troubles only schedule service when a problem occurs. Companies that enjoy well-functioning copier machines on a consistent basis schedule that service regularly. This is the reason that MPS providers will schedule service often on a quarterly basis and even proactively replace parts that are showing signs of significant wear.

Using Quality Toner and Other Supplies for Copiers

Another issue that may be prevalent is seeking to save money by purchasing generic toner cartridges or even attempting to refill copier cartridges by hand. This is something an MPS provider would not do because the upfront savings are not worth it. These decisions can void manufacturer warranties, and generic and hand-filled toner is prone to leaks that can actually compromise other components.

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An SLA Is the Foundation of Any Printer Service Contract

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The Ins and Outs of Service Level Agreements

Ongoing printer services in Las Vegas are generally provided to businesses and individuals via a contract. There may be various aspects of this contract, but the heart of it will be a service level agreement. The SLA is legally binding and indicates what will happen, when it will happen and who will perform those activities.

Response Time

Response time is among the most important aspects of an SLA for printer services. It is actually a quite complex topic. The SLA should indicate what will happen if the vendor cannot provide the service within the specified time. Are there exceptions? In addition, the contract should specify when the clock begins. Does it start when you make the phone call, the vendor returns the call, the technician arrives on site and so forth?

Inventory

Another important aspect of these agreements is the inventory that the vendor is expected to carry. The industry will generally not expect a vendor to carry a part that is seldom required, and most replacements these days can be shipped overnight. However, when it comes to consumables and parts with high failure rates, non-guaranteed stock can mean a much slower response.

Service Calls

This section of the SLA will indicate if there is any limit to the calls you can request and the fees to be incurred if you go over. It will indicate standard business hours for calls. If a service provider begins the day at 9am, then service cannot be expected until some time after. Another point to consider is emergencies. What service options are available weekends and holidays?

Client and Provider Requirements

There will also be a section that indicates obligations. This section encompasses both the obligations of the MPS provider and the client. This is where you will find what the provider does not explicitly cover and the actions that you could take that may void some aspect or all of the contract.

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Printer Driver Optimization Can Make a Big Difference

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Getting the Most Out of Your Printer Drivers

Often, copier repairs in Las Vegas are completely avoidable. Technicians are frequently called out for what is not actually a hardware issue but a problem with firmware, a device driver or other software.

The Firmware

Firmware is software that is specific to your printer regardless of which platforms and devices with which it communicates. This is actually the software that controls the printer and dictates how it behaves. Although manufacturers will often package the firmware and driver together, they are distinct and must often be updated separately. Additionally, firmware must often be installed via a separate update tool. Note that updating your firmware as soon as an update is available is important because these updates often close security vulnerabilities that cannot be closed via the driver.

The Driver

The device driver—or specifically in this case the printer driver—is platform-specific rather than hardware-specific. If you have a Windows 10 workstation, then you would have a Windows 10 printer driver installed. It facilitates communication between the operating system and the printer via the firmware. An updated driver is essential to ensure that all printer capabilities are exposed and that the machine is operating optimally in terms of productivity and efficiency.

Brand and Model Matters

While platforms like Windows will often be able to use generic device drivers, this should be avoided. Locate the most recently released driver for your specific machine. This will often be available on the manufacturer website, and the download will often be OS version/edition specific.

Optimize and Maintain the Configuration

Your printer driver has settings that should be optimized for your usage environment. If the configuration is optimized, it can lead to inefficiencies and even problems that result in copier repair calls. When updating the firmware and driver, not manufacturer warnings about the potential for wiped settings. There is often an option to back them up so that they can be restored later.

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