Average Cost of Office Printing

Average Cost of Office Printing

Many offices neglect to take into consideration the average cost of office printing when charging clients for office supplies and services. In fact, many companies do not know how many printers they have. Since printing is the third highest operating expense for offices, it does affect your bottom line if you don’t realize how much printing is going on.

How Much Does Each Office Worker Print?

How much each office worker prints depends on the type of office you have. Law firms who are in parts of the country where courts do not take advantage of digital file uploads have more than firms who are in an area where the courts use electronic filing. Some firms – law firms and other firms – print a new copy of a draft for each round of editing.

You can come to a pretty close number if you take into consideration the following costs:

  • Printer and/or copier rental or purchase
  • Toner
  • Maintenance parts/kit costs
  • Maintenance labor
  • Repair cost for parts
  • Repair cost for labor
  • Toner handling (labor for checking inventory, ordering toner, replacing toner)
  • Invoicing
  • Help desk

Cost Per Page Printed

To determine your costs per page printed, you’ll need to know how many pages your printer is capable of printing. If you have an $8,000 Xerox printer/copier that is expected to print or copy 400,000 pages over its lifetime, the cost per page is $0.02. Now you need to add the cost of the rest of the items on the list. If the toner is $120 and it print 9,600 pages, then each page is $0.0125 per page. Thus far, the total cost of printing one page is $0.03125 per page. Compute the rest of the per page costs from the above list to determine how much you should be charging for each copy.

Some firms charge clients a per-page fee for copies of documents, even if the client never sees those copies. Others may average the number of copies each client “uses” over the lifetime of the relationship with the firm. They may then add that to to total cost of services for the client.

Increase Your Bottom Line

Once you determine how much your employees are actually printing and for what reason, you can pass the cost of printing on to your customers and clients. To better manage this necessary average cost of office printing, contact Triangle Business Systems to discuss printers and copiers that use client codes. With client codes, you won’t have to rely on employees keeping track of the number of copies they print for each client – the copier and/or printer will do that for you.

You could also reduce and better manage copying costs by putting restrictions on employees. Obviously, this wouldn’t work in some professions, such as the legal profession, but in other professions that do not use as high a rate of printing and/or copying, restrictions would help your bottom line.

Additionally, a multifunction machine that prints, copies and scans would also allow you to start digitalizing your office. Scanning all mail that comes in instead of making copies for each employee involved in that matter and using email instead of paper memos also keep copying costs down.

Contact Triangle Business Systems

If you are starting a new office or you are ready to upgrade your printers and copiers, contact Triangle Business Systems to discuss your copying and printing needs. Choose from printers, multifunction machines and machines that do your counting for you. We also have black and white or color machines. We will help you determine which type of printer and/or copier is best for your office, and will help you get your copying and printing costs under control.

What Exactly Is Managed Print Services

What Exactly Is Managed Print Services

Managed print services covers a broad range of benefits. It helps improve document security and gain visibility of your printing. Plus, it helps save money, boost productivity and improve environmental sustainability. The cost of manage print services includes offset printing, production print operations, IT help desk support, maintenance, paper, tones and other consumables. These costs can tally up to as much as 15 percent of a company’s annual spending. Cut costs by as much as 30 percent through managed print services. So, what exactly is managed print services?

More Than Just Overseeing Printers

Managed print service companies do way more than just oversee printers. They:

  • Provide network management and information technology integration
  • Give telecommuters easy printing access
  • Conduct upfront assessment of current printing infrastructure
  • Provide a roadmap to reduce the number of printing devices
  • Proactively solve potential printing problems
  • Monitor, optimize and manage total print output environment
  • Reduce environmental footprint
  • Train employees
  • Deliver a proven track record in deploying managed print services with a network of highly skilled experts
  • Turn paper-based processes into an automated one

Get Rid of Print Security Threats

Managed print services can help secure your printer from real-time threats. Secure threats from outside the company, unauthorized use, remote users, exposure of documents at the device and exposure of documents sent to and from the device. With managed print services, companies can have printers that detect, protect and self-heal from attacks automatically. It’s powerful security for any office. Add user authentication with sing-in options, such as smartcards and PIN. Add a secure encrypted printing feature for confidential documents. Secure, track and control distribution of scanned content. Assist employees print from their notebooks, tablets and smartphones while maintaining security policies.

Most managed print services offer printers with embedded security features. Security features fix any affected device security settings across the fleet, validate genuine codes at device startup, reboot to a secure recovery state and prevent intruders from introducing malicious code into memory.

Gain Control of Your Printing Environment and Costs

With managed print services, you can gain control of your printing environment and costs. Manage, allocate and monitor resources by tracking usage on each product and in each department. Gather data and analyze results to pinpoint saving opportunities. Contain costs by setting print quota. Streamline printing practices by ensuring the right device is used for the proper job. With gathered data, you can motivate employees to print smarter and provide IT with the needed data to improve forecasts.

Managed print services provides companies with the solutions they need. They can deliver an integrated suite of solutions that are scalable and helpful in attaining business goals. Reel in out-of-control printing processes and regulate company-wide printing initiatives. It’s the way business should be run in order to capitalize on growth. Print service companies will review your current printing environment, identify risks and recommend security strategies.

Hardware Recycling and Onsite Data Destruction

Obsolete printing equipment and recycling old printing equipment is a concern for all types of businesses today. Improper data destruction and recycling could put private date at risk and incorrect disposal may harm the environment. Managed print services help companies recycle hardware and destroy data in a way that meets security and sustainability needs. They offer recycling at state-of-the-art recycling facilities, onsite data destruction, asset tracking and certificates of destruction.

Without a doubt, managed print services offers companies of all sizes many benefits, including small and mid-sized organizations. As a result, it comes at no surprise that many companies used managed print services today.

Iconic Brother Dominic Superbowl Commercial

Iconic Brother Dominic Superbowl Commercial

This weekend’s Super Bowl marks the 40th anniversary of the original and iconic Brother Dominic commercial – one of the most popular Super Bowl ads of all time. To commemorate the occasion, we’ve released a special anniversary edition of our new Brother Dominic commercial which shows how today’s Dominic is creating modern day miracles.

The new commercial sends a strong message about our new Xerox, and we need your help making it go viral.

Over the next few days, you will receive a series of emails with suggested social media posts that include links to the video. We ask that you take the content and share it with your social networks. The suggested posts will include “#emp” to signify that you are a Xerox employee – which is a mandatory disclosure requirement by the FTC.

Here are a few posts to get you started.  Simply copy/paste and share on your network!

  • The more things change, the more things stay the same – including Brother Dominic performing modern miracles! http://xerox.bz/2kuFUAl#emp

In addition to the emails, we’re also testing a new social sharing tool called GaggleAMP. GaggleAMP users can simply log in to their accounts, view suggested content and share it to their personal networks. There’s even a fun leaderboard to keep track of who is actively participating. Consider signing up for an account and giving GaggleAMP a try. If this test works, we’ll consider rolling out a more formal social sharing program down the road. Click here for a short video tutorial that explains more about how GaggleAMP works. To sign up for an account, login here.

There is power in numbers. Let’s use our connections to help make the new Brother Dominic commercial as famous as the original.

Thanks,

Corporate Communications Team

What Is A High-Performance Copier Machine

What Is A High-Performance Copier Machine

Photocopiers are machines that make paper copies of documents and visual images quickly. Today, high performance copiers are often an all-encompassing design that are digital models capable of printing, scanning, faxing, emailing, downloading and copying. These digital models are also more cost-effective than the older analog models.  So, what is a high-performance copier machine exactly? So, high performance models are characterized by its:

  • Print speed
  • Print volume
  • Graphic capabilities

So, what is a high-performance copier machine exactly?

Key Features of High Performance Digital Copiers

High performance digital copiers are capable of printing anywhere from 22 pages per minute to 100 pages per minute with high-end models. Depending on the size of the copier, basic models can accommodate around 100 sheets and 250 in the cassette. Larger scale high performance copiers can accommodate more than 2,000 sheets through two or more cassettes. A high performance copier ensures the highest resolution in addition to color management through five-color control. Whether it’s a software platform or physical document, high performance digital copies provide exact and reliable reproduction of the source material.

Analog Machines Compared to Digital Machines

Analog machines are just about a thing of the past. Sort of like how digital downloads replaced old-fashioned records. Most companies now use digital communication. Even if an item began as a physical printout, it must be digitized in order to reach an audience cost-effectively and quickly. To simplify the process, multifunction, high performance digital copies include capabilities for all types of distribution, whether it’s via email or via intranet. These heavy lifters now include much more built-in storage up to 80 GB+.

The other difference between analog machines and digital machines is it’s graphic rendering. High performance copiers can provide exact reproduction of artwork and schematics. When graphic rendering is built into a high performance copier, companies can manipulate artwork and product high-quality documents, presentations and brochures. There’s also more control with digital machines.

Types of High Performance Digital Copiers

The types of high performance digital copiers include monochrome, digital color, all-in-one and multifunctional. A monochrome digital copier is a black and white copier that save more on expensive consumables when compared to their color counterparts. You won’t find the graphics-editing capabilities as in color copiers. This type of copier works well for small businesses who only require occasional copying.

High performance digital color copiers are a major step up. They offer the ability to produce high-resolution reproductions with a variety of source material. Business professionals and marketing departments rely on these to create professional looking pamphlets and presentations. Speeds range up to 90 prints per minute and may include up to 1,500 additional sheets in a cassette. These high performance copiers are around 30 percent more expensive than their monochrome counterparts due to its high resolution color.

Multifunctional, High Performance, and Add-ons

All-in-one copiers may be multifunctional. Basic functionalities include fax, scan and print. And the price on all-in-copiers is hard to beat at $600 on the high end. Multifunctional digital copiers usually include fax, scan and print options.

Office managers have a lot of high performance copiers on the market to choose from. Knowing what you need and want is essential to choosing the right one for your business. Always consider print speed, print volume and graphic capabilities. You can also purchase new and used high performance copiers along with leasing one. And advanced high performance copiers include account codes, duplex copying, full-bleed printing, sorter, stapler, three-hole punch and transparency interleaving.

How To Properly Move Copiers and Printers

How To Properly Move Office Equipment

Whether you’re moving a copier or printer to another floor or across town, it should be done using the proper procedures. It also takes thought and proper planning. As a matter of fact, if Xerox printers are moved without using proper procedures, the warranty may be void. Here are some helpful tips on how to properly move copiers and printers.

Print The Configuration Page

First, print the configuration page and maintain a copy on the copier glass. This provides ready information on the settings, accessories and IP address. It comes in handy if you have to reinstall the device at a new location. Power down the device and unplug the copier. Detach all fax lines and network cables. Wind all cables with appropriate tape. Be sure to wait at least 30 minutes for the device to cool down before removing any consumables from the device. Following the proper shut down procedure is important.

Remove all toner cartridges. Secure the toner cartridges in a sealed box just for cartridges. A zip-lock bag can also be used. Empty all liquid tones and fuser oils. Then, remove the waste toner cartridge and package them securely for transport. Accessories need to be removed for safe transport of a copier or printer. Accessories include things like sorters, paper decks, finishers and sorters. Be sure to consult the instruction manual for instructions on how to remove, store and transport all accessories. And if you’re moving multiple printers or copiers, it’s a wise idea to use identifying tags on all accessories.

Secure the automatic document

Secure the automatic document feeder by taping it down. This will prevent the document feeder from flipping over during the move and protect the copier glass. Unlock any wheels or casters. Depending on the floor type, you may want to place floor protectors before wheeling copiers or printers. Keep in mind that most devices are intended to be wheeled only on smooth surfaces like finished flooring or carpet. It’s also wise to use a furniture dolly. Bubble wrapping the device is recommended.

It’ also important to understand that you may need building permission to use freight elevators for the moving of a copier or printer. And if your Xerox copier is leased, you’ll have to notify the leasing company of its new address location. It’s a mandatory on all copier leases.

Moving copiers and printers can be stressful and requires careful planning and an attention to detail. But, it all pays off in the long run. Use the right steps, and you won’t have to contend with a broken copier or printer. Preparing the device for transport is just as important as the move itself. Don’t skip any steps in getting your printer or copier ready for a move. Do it right and you won’t need a repair or a new device.

Triangle Business Systems provides unparalleled customer service to our customers. Whether you’re purchasing a new copier or printer in the Triangle or looking to lease a copier, we’re here to help you get a great copier price. We specialize in copier sales and copier leasing. In today’s business world, businesses are under constant pressure to ramp up productivity. Our reliable copier systems help by creating, managing and distributing documents faster and more efficiently. Plus we have the best Xerox printer on the market, offer free copier inspection and provide financing for copiers and printers.

What Is Managed Print Services

What is managed print services

Managed print services covers a broad range of benefits. It helps improve document security and gain visibility of your printing. Plus, it helps save money, boost productivity and improve environmental sustainability. The cost of manage print services includes offset printing, production print operations, IT help desk support, maintenance, paper, tones and other consumables. These costs can tally up to as much as 15 percent of a company’s annual spending. Cut costs by as much as 30 percent through managed print services.  So, what is managed print services?

More Than Just Overseeing Printers

Managed print service companies do way more than just oversee printers. They:

  • Provide network management and information technology integration
  • Give telecommuters easy printing access
  • Conduct upfront assessment of current printing infrastructure
  • Provide a roadmap to reduce the number of printing devices
  • Proactively solve potential printing problems
  • Monitor, optimize and manage total print output environment
  • Reduce environmental footprint
  • Train employees
  • Deliver a proven track record in deploying managed print services with a network of highly skilled experts
  • Turn paper-based processes into an automated one

Get Rid of Print Security Threats

Managed print services can help secure your printer from real-time threats. Secure threats from outside the company, unauthorized use, remote users, exposure of documents at the device and exposure of documents sent to and from the device. So, with managed print services, companies can have printers that detect, protect and self-heal from attacks automatically. It’s powerful security for any office. Add user authentication with sing-in options, such as smartcards and PIN. Add a secure encrypted printing feature for confidential documents. Secure, track and control distribution of scanned content. Assist employees print from their notebooks, tablets and smartphones while maintaining security policies.

Most managed print services offer printers with embedded security features. Security features fix any affected device security settings across the fleet, validate genuine codes at device startup, reboot to a secure recovery state and prevent intruders from introducing malicious code into memory.

Gain Control of Your Printing Environment and Costs

With managed print services, you can gain control of your printing environment and costs. Also, manage, allocate and monitor resources by tracking usage on each product and in each department. Gather data and analyze results to pinpoint saving opportunities. Consequently, you can contain costs by setting print quota. Streamline printing practices by ensuring the right device is used for the proper job. Furthermore, with gathered data, you can motivate employees to print smarter and provide IT with the needed data to improve forecasts.

Managed print services provides companies with the solutions they need. They can deliver an integrated suite of solutions that are scalable and helpful in attaining business goals. Reel in out-of-control printing processes and regulate company-wide printing initiatives. So, it’s the way business should be run in order to capitalize on growth. As a result, print service companies will review your current printing environment, identify risks and recommend security strategies.

Hardware Recycling and Onsite Data Destruction

Obsolete printing equipment and recycling old printing equipment is a concern for all types of businesses today. Hence, improper data destruction and recycling could put private date at risk and incorrect disposal may harm the environment. Managed print services help companies recycle hardware and destroy data in a way that meets security and sustainability needs. They offer recycling at state-of-the-art recycling facilities, onsite data destruction, asset tracking and certificates of destruction.

Without a doubt, managed print services offers companies of all sizes many benefits, including small and mid-sized organizations. As a result, it comes at no surprise that many companies used managed print services today.

Why Printer Maintenance is Essential

Why Printer Maintenance is Essential

It’s hard to imagine an office without a printer. It’s one of the few pieces of office equipment that keeps business activities running smoothly on a daily basis. Just think of all those documents that you need for daily meetings, business presentations and general office use. But just like any other piece of office equipment, extensive use of a copies can lead to malfunctions. It’s a major inconvenience when a printer breaks down. Cleaning and maintaining a printer is essential for smooth operations. Here is why printer maintenance is essential to maintain a steady workflow in the office.

Convenience

No matter what industry field, convenience is always a big deal. With a service agreement with a specialized company, you can have your printer serviced on a regular basis to keep in running properly and to avoid frequent breakdowns. It’s also convenient to have a copier maintenance service agreement for expedient service for those times it does unexpectedly break down. And if for any reason the printer cannot be serviced on the premises, the service company will often leave you with a replacement loaner while it’s being repaired off-premise. All around, it’s very convenient to have service technicians on-call if you ever have a problem with your office printer.

Lower Operational Costs

When it comes to routine maintenance of a printer, cutting corners on it is not a wise decision. Breakdowns, errors and paper jams reduce office efficiency and lead to higher operational costs in the long run. If you factor in the costs of repeated downtime, it quickly adds up every time your copier stops functioning. Whether it’s days or weeks, routine maintenance of a printer adds up to lower operational expenses.

Software Maintenance

With today’s printers, it’s all about the technology. Software maintenance ensures the proper functioning of the hardware components. In addition, printer software maintenance entails tasks like upgrades to the latest software version, problem diagnosis, installation of security patches and programming changes. With routine software maintenance, you can keep your printer running properly and avoid breakdowns.

Inkjet Printer Maintenance and Laser Printer Maintenance

Every inkjet printer needs an occasional tune-up. Some maintenance like print head alignments and cleaning nozzles can be done via the printer itself. Maintenance tools can be accessed through the computer systems printer control panel. Once a maintenance procedure begins, let it run full cycle before turning the printer off. Laser printer maintenance entails interior cleaning, exterior cleaning and other maintenance procedures. The interior compartment of a laser printer can be cleaned with a toner vacuum. The exterior can be cleaned by using a damp cloth and a little bit of isopropyl alcohol on the exterior casing. Just never use an ammonia-based clean or solvent to clean the interior or exterior of an inject printer. Other maintenance procedures include replacing the toner with a new cartridge when prints begin to face.

Not only does Triangle Business Systems sell and lease Xerox printers, offer free copier inspection and financing, they offer managed print services. Outsourcing your copier maintenance services allows you to focus on your core business. And as a Zeros managed print services provider, they can help you reduce and manage your printing costs. They will also show you how to capture those savings with a specified program. In addition, they will provide printer services that will increase uptime and employee productivity. Give Triangle Business Systems a call today to learn more.

Regular Maintenance Checks Are Important For Office Equipment

Regular Maintenance Checks Are Important For Office Equipment

Regular Maintenance Checks Are Importance For Office Equipment

In a regular office, there are likely photocopiers, printers, computers, faxes and other pieces of technology. Regular maintenance checks are important for office equipment in order to maintain office efficiency and avoid frequent breakdowns. Preventing problems is way better than having to patch things up when they arise. And it’s a lot cheaper, too. A maintenance check on office equipment can save money when compared to a replacement or repair. Think about it. How many times have you gone to use the copier and it doesn’t work? How many times has the ink gone haywire and destroyed documents? How many times has the paper gotten jammed and the machine just keeps beeping? The primary purpose of having office equipment maintained is to ensure that your staff can do their jobs professionally and efficiently, while cutting down on repair and replacement costs.

How and When Office Equipment Should be Serviced

Maintenance of office equipment should be performed by a knowledgeable person. Many suppliers of office equipment offer service plans with maintenance checks. Sometimes, the service check is even free. The passing of time isn’t the only way to determine when your office equipment needs some TLC. Mostly, it’s the workload on the equipment. And the heavier the workload, the shorter the periods between maintenance should be. Some printers may need a tune-up after 300 hours of operation. So, is any office equipment is a workhorse, keep “operational hours” in mind.

Sometimes, office equipment will tell you when it needs to be serviced with a flashing light or a message on the information screen. Another telltale sign is when the office equipment goes on the fritz. That’s literally your equipment screaming for maintenance. So, if your office equipment has been malfunctioning recently, it’s a sign that help is needed.

Which Office Equipment Needs Maintenance?

Printers, color copiers, fax machines, computers and paper shredders are just a few types of office equipment that need regular maintenance. Each item will have different maintenance needs. Likely, color copiers and printers will require the most amount of maintenance attention due to the big quantity of small parts. For example, paper shredders require less maintenance attention than copiers and printers. Printers and copiers may need worn or damaged rollers, belts or ribbon reflectors replaced. The rollers, head and transport track will also have to be cleaned, and the belts must have the right amount of tension to operate correctly. Plus, software updates need to be installed. If the updates aren’t installed, you’ll be missing out on the benefits of the newer technology.

The Cost of Maintaining Office Equipment

Sometimes, leasing office is a smart move for operational costs. Most office equipment leasing contracts include regular maintenance and technical support. On the flip side, when you purchase office equipment, you usually only get a one year warranty. If your company is seeking to cut operational costs and keep more money in their pockets, leasing office equipment just may be the way to go. Just be sure to always read the fine print to ensure that the company you are leasing the equipment from will supply the service technician at no additional cost.

Triangle Business Systems sells and leases Xerox printers and offers the best copiers on the market. Customers get free copier inspection, and financing is available. Plus, they deliver exceptional customer service.To learn more about their office equipment products and services, give them a call today. You’ll be glad you did.