Content contributed by Jeff Spink, Director of Imaging Services How much is a new copier? There are a lot of variables that go into the price of a new copier, such as what manufacturer you are looking for and the extent of capabilities you require from your device. Some important things to think about before purchasing your new copier are the necessary features such as, do you require color or just black and white printing, the type of finishing (mechanical, chemical, protective coatings or laminated finishes), and what size or types of paper you will run. These kinds of variables will determine what cost you will pay for your copier. In order to find out the cost of your new copier, we recommend contacting a managed service provider to determine what copier is the best fit for your needs and budget. They will help deliver you a personalized solution for your copier needs.

Content contributed by Briana George, Client Services Manager What is Odyssey Tracker? Odyssey Tracker is an automation tool for proactive tracking which begins with any printer or copier included in our Usherwood agreement. The software can gather your meters, a device used to count how many pages have been printed from the machine, automatically. It also tracks toner usage on printers and copiers. Technicians and engineers are immediately alerted to any upcoming issue regarding toner levels or meters so they may resolve it in a timely manner. Any new equipment and services deployed later in the process will be added to the Odyssey Tracker to monitor after deployment. This process reduces downtime and allows Usherwood to optimize our client’s overall printing strategy. Why is Odyssey Tracker beneficial to have? Usherwood’s Supply Team can see when the device will run out of toner before the end user even gets notified.  From there, the team will ship your supplies automatically, saving you time and money from toners going bad due to age or being lost. Usherwood’s Odyssey Tracker is also used to gather your meters automatically for billing purposes. By using this automated process, you and your team will no longer need to gather meter counts on each networked device and send them to Usherwood yourself. With meters being tracked and collected, this gives you accurate billing and automatic toner fulfillment, all at no cost to you!  How does Odyssey Tracker calculate the empty date for toner? Odyssey Tracker will track toner usage by calculating the yield of the toner versus your usage. It then calculates an empty date that is based on the volume of the specific device and the yield of the toner. This provides the software with a calculated empty date. The empty date can vary based on the usage of the device. Odyssey Tracker alerts Usherwood’s Supply Team when the toner will be empty within 30 days and triggers a shipment of toner to you. Are you a new or prospective client? Our solutions architects can perform an assessment of your print environment and deliver the absolute best options for your environment based on all the information Odyssey Tracker gathers. Usherwood will evaluate your budget, current meter readings, and amount of devices in your environment in order to determine your current cost of printing. From there, Usherwood can design a solution to streamline your printers and save you money.

It is important to ensure a clean and germ-free environment for employees. When it comes to sanitizing offices, one thing that can be overlooked is cleaning office equipment like copiers and printers that are being handled every day by a lot of people. For this reason, we have provided the necessary information to clean your copiers and printers without having to worry about damaging them. Not only will this decrease the risk of employees spreading germs in the office, but it will also keep office equipment looking as good as new! Usherwood suggests these three products when it comes to cleaning your workplace device. Lint Free Cloth Isopropyl alcohol (70% alcohol or higher) Disposable Gloves Never use any products containing ammonia or bleach.  This can cause significant damage to your equipment, often resulting in costly repairs.  The recommended sanitization steps involve antibacterial products such as, alcohol wipes, disinfectant sprays, or disinfectant wipes. A specific disinfectant that we recommend is Isopropyl alcohol. You can start by applying Isopropyl alcohol to a lint free cloth. Never spray directly on any surfaces and if using a cloth, always make sure it is lint free.  Do not soak the lint free cloth with the cleaning solution or it can cause water damage to the equipment. The only product that should be used on glass surfaces are cleaners specifically made for glass applied with indirect application and once again using a lint free microfiber cloth to hand wipe down the device, including the display, keypad, and all the jam release handle and cover. Isopropyl can be used to clean glass, but after cleaning with this product it is a good idea to go over the surface again with a glass cleaner. Note that using bleach or other chemicals to clean the device can be harmful or cause damage. If you are looking for upgraded protection on touch screens and willing to incur a slightly higher expense, then anti-microbial film may be the choice for you.  This is a protective film that can be applied to touch surfaces and can withstand harsher cleaning chemicals. Cleaning your devices properly is not only important for the health and safety of everyone using the equipment but, also for the equipment itself. For any more questions regarding the best way to clean a specific device, call us at 800.724.2119

When you're exploring cost-effective solutions for your office solutions, it might be confusing whether its best to lease or buy equipment. For example, should you buy or lease a copier? If so, what are the terms in copier lease agreements, and how do you identify the best copier leasing companies? There are great arguments in favor of both purchasing and leasing options. Here are the pros and cons of leasing vs buying, and what to look for in quality copier equipment leasing companies. Pros of Purchasing Printers and Copiers Many businesses opt to buy office equipment instead of leasing. Some of the upsides to purchasing a copier machine or multifunction printer include no interest payments and the flexibility to switch managed printing services. No Interest Payments Purchasing a device can be a great decision if you have sizable cash reserves. A purchase involves a one-time payment for the price of the equipment. This eliminates the need to make interest payments over the course of a payback period, resulting in a better Return on Investment (ROI). Flexibility to Switch Technology Partners Purchasing gives you the flexibility to change your maintenance contract to another vendor. At any point if you become dissatisfied with the level of service you are receiving from your current vendor, then you can make a change at will. When you go through a copier leasing service you can still switch providers. However, the ease of switching is contingent on whether it is a value lease (includes print allowance in payment) or a straight-up lease (which bills equipment and service separately). Cons of Purchasing Office Technology Despite the positives of buying equipment, there are some downsides to buying equipment. Large Business Expense Purchasing equipment can require a large upfront investment that many organizations cannot readily afford. When it comes to tax implications, you can take only a small fraction of the purchase value as a depreciable expense each month. This reduces your tax liability, but not nearly as much as it does with an ongoing lease. For your specific situation, we recommend consulting with your trusted tax professional. Outdated Equipment Your organization tends to hang on to equipment for too long, sometimes even up to 7-10 years too long. Within this amount of time, the equipment becomes outdated, unreliable, and in need of repairs. If there is a delay in purchasing or repairing equipment, your organization can be caught off guard with an unplanned large expense. This uneven cash flow is not ideal for business growth, so it might be better to lease if you're unwilling to roll the dice. Not to mention that after 5 years it can become exceedingly difficult to find replacement parts should they break. You will likely also pay more for maintenance on older equipment. Upsides of Leasing There are many reasons why printer or copier rental/leasing might be your best option. low upfront costs and having updated technology are among a few. Low Upfront Cost Leasing can allow your organization to acquire a multifunction device with little or no upfront cost. From a cash standpoint, leasing allows you to spread out the cost of the equipment over a set period of time. This allows you to plan all payments on a monthly basis, removing the uncertainty of unexpected repairs or replacements that were not budgeted for. Finding a part that goes with an older piece of equipment can be a timely and expensive process. By updating your equipment on a regular basis, through a lease, this issue can be eliminated. Newer Technology Leasing enables you to ensure equipment is regularly updated. It’s best practice to update your equipment every 3-4 years. This helps keep your business at the forefront of newer and better technology, including better security, longer life for supplies, and less visits for repairs, which keeps you consistently up and running. It is the best avenue for those who want to stay current in a rapidly evolving technology landscape. Downsides of Leasing Leasing is not for everyone. Factors to consider include lease terms, lack of ownership, and interest payments. You Don’t Own the Equipment When you lease, you don’t own the equipment and therefore have no equity in it. At the end of its usable life, you are unable to sell the equipment and receive any of your investment back. Lack of ownership may exempt you from certain tax benefits simply because the value of the asset is not on your financial books. High Interest Payments When leasing, you will have to pay a higher cost over time than you would have paid with an upfront purchase. This is due to the interest that is incurred in each payment which will cause the overall cost of the equipment to be more expensive for the business. These interest payments can vary. For instance, it is important to keep in mind that interest payments on a lease will be higher if it is a dollar buyout lease vs Fair Market Value. These details will be outlined in lease agreements that vary depending on different copy machine leasing companies. How to Find Copier Machine Leasing Companies If you need more information before deciding between leasing and buying office equipment, check out our blogs: Leasing vs Purchasing Copiers- which is right for your business? How Do I Get Out of My Copier Lease? Best Time For a Business to Purchase a Printer 3 Things to Review Before Purchasing a New Copier If you're ready to speak to a managed print expert about your business' unique office technology needs, click the button below.

When making a purchase, you always want to feel secure and confident with your buying decision. Check out these three effortless steps to help you choose your new copier:   Step 1. Analyze your current copier To make a regret free purchase, it is important to review the product that you currently have. Think about it, how can you make decisions for the future without evaluating the mistakes or successes of the past? I mean we can, but it usually does not end well. For this reason, become aware of the features you may have liked or disliked about your copier or service provider so that you can plan accordingly for your next purchase. On that note, let us review what type of copier you have currently and gather the information that’s going to assist you in making a purchase that you can be confident in. Look at two costs when reviewing your current copier cost:  The cost of the hardware – This will either be a lease or a purchase price.  Evaluating this expense gives you a good starting point in understanding what impact these investments have on your organizational budget. If you decide a lease is a better fit for your organization, it's important to decide which lease term best fits your needs. The most common lease terms are 36, 48 or 60 months. Service Contract Cost and Volume Coverage- Your service contract and billing invoices can provide you with more information than you can imagine. To upgrade a copier, the very first thing you should do is a thorough analysis of the volume and billing within the last 2 years. Evaluating increases or decreases in volume ensures that the contract recommended is appropriate for the status and provides a hardware solution that is fitting.     Review the functions/features of your current copier. Are all these features necessary? Are you missing any necessary functions? Now that you have reviewed your current costs, it is time to reevaluate what copier functions you have on your current device. This can include printing, scanning, faxing, stapling, hole punching, and a host of other features. The best place to start is by reviewing the original purchase paperwork and then talking with your key users. The goal is to determine which functions are being used by both you and other employees. Even though you may not use a specific function such as, hole punch, someone else may feel this is a critically important feature for preparing items such as board meeting packets or training manuals. Understanding which features are essential and which are not is a great way to save on costs for your next copier. Step 2. Determine What is Necessary from your New Copier   With the knowledge you have gained from step one, you are now ready to dive into your new copier functions. The previous discussions with your key users will help guide you in looking for improvements to your current situation.     Some of the items to discuss in this process are:     Hardware functions: Copy, printing, scanning, faxing, stapling, and paper supply. These are all items that would be hardware consideration. They are functions and features you want to make sure are included in your proposal.     Workflow Solutions: These are solutions that the hardware can provide that impacts how you do your work. For example, where do your documents go after you scan them? When you have incoming faxes, how do they get distributed? With the technology advances in copier capabilities, there may be easy to implement solutions that can improve how you manage your paper. These discussions may seem tedious at first, but the goal is to get the best value from your investment. Step 3. How Do You Choose the Best Copier Company to Purchase From? There are three parts to consider when choosing which company to purchase from: Company Product Sales Representative Within these three considerations, look for valuable traits such as, Stability Longevity Reliability Reputation The Company Choose between a National or Local Provider When determining what company to partner with there are virtually only two types of organizations available. The first is a national company that manufactures and sells their own copiers. The second is a value-added local, independent dealer that chooses the products they sell and support. There can be cultural differences between the two, so it is important that the culture of your provider resonates with your culture as well. Make sure they are a reliable with service You also want to ensure that they are quick to service your equipment and deal with any issues that you may have. For example, when resolving billing or servicing challenges choose the company that will provide solutions quicker and more effectively for you and your employees. Ask these questions: Does the company participate in industry benchmarks and measure results? What future solutions and partnerships can the organization provide? What are the Service Benchmarks in place and what can I expect? When I have service, billing, or network issues- how are they resolved? The Product: Determine the brand you would like: Once you have chosen a trustworthy company to work with, the next step is determining which product to purchase. Luckily for you, if you have chosen a reliable company to work with, then you have already eliminated a great deal of the stress of choosing the product. With a knowledgeable servicing company, you can now rely on them to provide you with the best product options for your specific environment and workflow. One of the best ways to evaluate all the different brands and models is to schedule a product demonstration. A product demonstration allows for the customer to see and feel the differences between products in real time. Some of the brands that you might be considering for your copier are: Ricoh Canon Xerox Konica Minolta Kyocera Kip Toshiba HP Manufacturers can provide detailed market share and reliability indexes. In reference to the dealer relationship with a manufacturer, it may be a good idea to work with service technicians. They know which brands are the most reliable and they can tell you if the manufacturer provides superior support to the technicians when solutions are not readily available at the dealership level. The Sales Representative Honesty, transparency, and responsiveness to all inquiries are strong indicators of a successful business partner. Here are some standard personal commitments that should be expected from your Sales Rep: On-going Customer Training – Training at the point of installation and throughout the life of the hardware. Fleet Management – Committed to working for your customers to develop strategic planning to improve internal technology capability and reduce overall operating costs. The commitment goes beyond the current placement and includes a long-term vision for your organization. Customer Response Commitment– All phone calls and emails are responded to within 24 hours. Any issues or concerns are promptly and cheerfully handled. The Rep’s responsibility is customer satisfaction with the company, product, and services. Service Reviews – Personalized service review of hardware performance, service response times, parts replacement etc. available at any time throughout the life of the hardware. Technology Upgrades – Committed to bringing the appropriate technology to the customer through personal training and understanding of industry trends. Honesty and Transparency – The goal with every customer is to develop a business relationship that is built upon mutual respect and confidence that their word is their commitment.

When we think of the dangers of "hacking," we often visualize our desktop computers as the victim. As a result, companies and individuals have taken extensive measures to protect this information, and rightfully so. The issue, however, is that as computers remain in the spotlight, sophisticated hackers have found a way to access a far less obvious object, the printer. Within the US, UK, France, and Germany, 60% of businesses have suffered from print-related data breaches within the last year.

You never have to print, scan, and send documents from your copier’s control panel again! Our imageRUNNER ADVANCE MFP’s now have the capability to handle your documents using remote operation with your personal device using the Canon PRINT Business App-available as a free download on the Apple App Store and Google Play Store. Mobile Solutions | Canon PRINT Business App | Canon USA For additional information, check out this video.

eGoldFax is a fax solution that allows users to send and receive faxes from any device. Their solutions offer security, reliability, and regulatory compliance within a company’s environment. Law firms need both function and security in their print solutions. Because of this, eGoldFax is a great solution to ensure confidentiality and productivity. Enabling Remote Work Environments for Law Firms With Cloud Fax When the COVID-19 pandemic forced most offices to close, many lawyers worked remotely. Using eGoldFax, they could still send faxes without going into the office. They could do this by routing faxes digitally to communication platforms such as Microsoft Teams. This can be done from anywhere, so the user is not tied to a telephone line when they send or receive a fax. This eliminates the need for analog lines. This technology will ensure that all employees feel as connected and productive at home as they were in the office. To learn more about different cloud faxing services, check out our blog about it here: 8 Best Online Fax Services for Small Businesses Promote a Sustainable Environment With the ability to route and receive faxes virtually, users can save on costs, time, and promote a greener environment. Having the option not physically to print the file if they do not want to, means that less paper and toner will be used. This is a great way to cut down costs while reducing waste at your firm. Another way the solution reduces costs is by eliminating analog lines, which tend to be expensive, costing on average $50 per line. Keep Confidential Documents Secure As technology advances, so does the innovation of cybercrime. This means it's crucial to keep confidential data safe from new cybersecurity threats. Cloud-based faxing is a great tool in your cybersecurity arsenal. This is because its features prevent sensitive documents from getting into the wrong hands.

While many companies allow occasional personal use of office machines and equipment, it is common practice to take advantage of this offering. Almost 80% of office workers tend to run personal projects on office equipment. This can increase your print costs substantially while not even addressing business needs. Is There a Better Way to Control Your Print and Copy Output? There are many ways to optimize your print environment to track analytics and reduce waste. You don’t want to create a blanket policy against personal printing, because that can make employees go directly against a policy or retaliate. It could also significantly reduce morale. Instead, copiers now have various features that can address print controls, and these can be part of a larger managed print solution. What is Papercut, and How Does it Work? You can include software such as PaperCut, a helpful print solution that integrates with MFPs to address printing issues. PaperCut can help to track users, print jobs, and help reduce the use of paper. Not only will this create a cost-saving solution, but it will also increase your office's sustainability. PaperCut can control various types of printing – like black and white over color – and will track data on who may be printing more than is technically allowed. This tool is one of the best solutions for addressing print and copy needs. It’s a flexible software solution that uses security permissions, print settings, and other MFP features to optimize your print environment and help manage your print budget. Read more about Papercut in our blog: What is PaperCut Hive? Other Cloud Printing and Faxing Solutions As cloud tools have advanced, the commercial printing industry has followed suit to include many cloud printing solutions. You can read an in-depth guide to this technology in our article: What is Cloud Printing? Some cloud tools to be aware of are uniFLOW and eGoldFax. uniFLOW uniFLOW is a tool by Canon that requires active user intervention to retrieve copies. This reduces waste created by abandoned copies left in printer trays. It also mitigates the risk of documents falling into unauthorized hands. This tool offers benefits such as: Enhanced data and print security Access control features Easy document retrieval and organization Read more about uniFLOW in our blog: What is uniFlOW Online? eGoldFax If you're in an industry that deals with sensitive documents, cloud faxing may be a great solution to protect data while conducting business. Gone are the days when faxes were automatically printed upon sending. Now, cloud faxing allows users to securely send faxes and manage contacts within one platform. eGoldFax is a popular choice for cloud faxing due to its easy-to-use interface and security. Read more about cloud faxing here: 8 Best Online Fax Services for Small Businesses Get the Most Out of Your Print Environment You might not think too much about your printing strategy, but an inefficient device or tech stack could be draining your budget right under your nose. That's why it's crucial to find a print provider with experience in your industry and business size. If you're ready to take control of your print costs while optimizing speed, capabilities, and data security, click the button below to speak with a print expert.

When you have some or all of your staff working from home, the idea of faxing documents might be a source of stress. In the old days, you’d have to physically fax an important document to a colleague or client in the office. Sending sensitive documents over email can pose compliance and cybersecurity risks, so faxing is still extremely necessary, especially for HIPAA-compliant and legal firms. Simplifying Faxing in the Modern Age There are tools on the market to simplify faxing while saving time and paper. eGoldFax is an innovative business printing solution that offers simple and secure document transfers, with contacts kept in one place. Users can communicate with teammates, send and receive documents, and manage what gets printed and when to ensure compliance with strict data security regulations. Sustainability Considerations eGoldFax offers a more sustainable way to manage your business faxing. Since it doesn’t send documents to be automatically printed as traditional faxing does, you won’t have spare copies of documents piling up in your or your clients’ printer trays. This saves paper, and in the long run, it will save you money by not having to replace consumables as often. Solving Faxing Challenges For Remote Users For many companies post-pandemic, work cultures have shifted to partially or fully remote work environments. You may have employees working from different states, which complicates traditional faxing that requires hardware and software installation. eGoldFax is a cloud-based fax service that eliminates the need for installations. This makes it easier than ever for work-from-anywhere employees to send and receive documents securely from anywhere. Secure Cloud Fax Solutions for Enhanced Document Security With the rise in cyber attacks against businesses, it’s crucial to incorporate a secure cloud fax system that keeps sensitive information safe. This is especially true for healthcare businesses that need to protect sensitive patient data. To learn more about cybersecurity as it relates to healthcare and printing, read our blog, Healthcare Data Breaches: Does Your Printer Put You At Risk? . Productivity and User Collaboration, All In One Place eGoldFax offers many unique features, including : Unlimited users Multiple fax lines eGoldFax portal to view and keep faxes Stored contacts for easy sending and receiving Messaging capabilities for seamless collaboration When evaluating your business’ fax and printing needs, consider which tools will offer you the unique features you or your clients require. No two companies operate the same way, and factors like user counts, compliance requirements, and cybersecurity are all things to consider. Partnering with a managed printing company is a great place to start, and they’ll be able to assist you in implementing cloud solutions such as eGoldFax.