Two Important Tips for Keeping your Copier Data Safe

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Copier data security has become a growing concern for businesses that frequently use business copiers to print, scan, fax, or email sensitive information. You may not realize it, but most modern copiers contain hard drives that store sensitive data much like a computer hard drive stores data.

Copiers that utilize an internet connection or are connected by a network need to be safeguarded from unauthorized access to the data and documents stored on the machine’s hard drive. Furthermore, since many copiers are leased or resold it is important to ensure that you take the necessary steps to protect your business’s and clients’ sensitive information after your lease ends or you sell your copier to another business.

Here are two tips that will help keep your copier’s data safe.

Before You Buy: Develop a Copier Data Security Plan

Work with your IT Department or Copier Supplier to implement safeguards against the unauthorized access of copier data. Most copier manufacturers and suppliers offer data encryption, which will encrypt any data sent to or from your copier so that it does not fall into the wrong hands. You can also opt for data overwriting, which will delete or overwrite data and documents on an ongoing basis.

When You’re Ready to Sell: Secure Your Copier’s Hard Drive

When it comes time to return or sell your business’s copier, it’s important that you secure your copier’s hard drive so that your business information and data is not passed on to the next owner. Contact your copier supplier and discuss your options for securing your copier’s hard drive. Some suppliers will remove the hard drive and return it to you for storage or destruction, while others offer hard drive clearing services that will wipe the hard drive clear of sensitive data.

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UBSNA Managed Print Services: What it is and why it’s helpful

Maintaining and managing office printing can be a time consuming and frustrating task. That’s why UBSNA offers Managed Print Services to help you manage and maintain every aspect of your business’s printer environment – saving you time, money, and frustration.

Utilizing remote email diagnostics, UBSNA is able to seamlessly gather valuable information from your printer fleet that can help to enhance the efficiency of your printing assets, reduce costs, save time, proactively provide service, and ensure that supplies are replenished in time.

Check out a few of the other services offered by UBSNA’s managed print services:

Track Print Usage

Tracking your offices print usage helps to quantify costs and identify efficiency problems across your entire printer fleet. UBSNA’s managed print services allow you to determine which devices or users are driving the most cost and whether or not there are ways to improve efficiency and reduce those costs.

Reduces Downtime

Printer downtime is a huge drain on office productivity. Utilizing UBSNA’s remote email diagnostics, we are able to identify preventative maintenance needs and also schedule supply replenishment for every device in your office. The result is less printer downtime and more cost-effective supplies.

Simplified Billing

Managed print services allow for consolidated costs, under one vendor, for all of your printer-related expenses.  Say goodbye to surprise maintenance costs or unpredictable supply expenses!

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3 Spring Cleaning Tips to Boost Your Productivity at Work

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Although it may not feel like it, Spring has finally arrived. Many people take this opportunity to spruce up their homes and apartments with some long overdue Spring cleaning, but it’s also important to use this time to clean and organize your office.

Maintaining a clean and organized work space has been proven to increase productivity and improve moods among office workers. Get a jump start on the new season with these Spring cleaning tips.

Schedule a Time

It’s important to dedicate a specific day and time to get your Spring cleaning done. Block off a few hours on your calendar, and turn off your email and phone notifications to avoid getting distracted. If you’re particularly busy, you might need to schedule your Spring cleaning early in the morning or on your lunch hour.

Eliminate the Non-Essentials

With so many things going on during your workday, it’s easy to accumulate clutter on your desk. Work on getting rid of unnecessary paperwork and filing the documents that you need to keep. You can also try scanning and digitizing hard copies to save extra space. Then go on to eliminate other unnecessary items on your desk. If it’s not something you use on a daily basis, it probably shouldn’t stay on your desktop.

Clean-Up your Computer Desktop

Once you’ve spruced up your physical desktop, you should move on to cleaning up your digital desktop as well. Create a new folder to consolidate any outdated or unnecessary icons on your desktop. Now is also a good time to archive old emails and clean out your inbox as well.

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Looking to Liven up your Holiday Office Party this Year? Here’s 3 Tips.

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The holiday office party is a great time to take a break from the end-of-year stress that accompanies this time of year. It’s also a great team building experience and can help to strengthen relationships among coworkers.

If you want to make your office party stand out this holiday season, here are a few tips to help out.

A Holiday Photo Booth

With a little construction paper and a string of lights you can make a holiday-themed photo booth that’s sure to add a festive spirit to your holiday party. Create a simple holiday background, set up a camera (or let people use their smartphones), bring in some fun party props, and Wa-La! You’ve got a holiday booth that’s sure to capture your employees’ holiday spirit.

Have a Decorating Contest

The end of the year can be a stressful time, especially for sales organizations. Try to break up your employees’ workload with fun games and contests throughout the month of December. A holiday decorating contest is a great way to add some festive cheer to your office and help your employees get into the holiday spirit. You can announce the winners during your annual holiday party, and offer small prizes for the most creative decorations.

Spice up your Catering Selections

Have a holiday party inspired from all around the world with clever catering selections from all different cultures. You can even have your employees get involved by asking for volunteers to bring in their favorite culturally-inspired dishes to share!

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November 13th is National Kindness Day!

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Today is National Kindness Day, a day on which we are all encourage to spread a little extra kindness in any way that we can. As you head out today, try and make your friends, family, coworkers, and even strangers’ day a little brighter with some random acts of kindness.

Here are a few ideas to help your kindness shine a little brighter today:

  • Write a Special Note to Someone you Care About
  • Give at Least 5 Compliments Today
  • Pick up the Tab for Someone Behind you at the Checkout Counter

Share Today’s Acts of Kindness with the #WorldKindessDay Hashtag

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UBSNA Rolls Out New FMAudit Diagnostic Software

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UBSNA is excited to announce the rollout of a new diagnostic software that will allow us to better manage our clients’ multi-function machines (MFPs) including printers, copiers, and scanners. The new software, called FMAudit, will be installed across all of our clients’ current and future machines over the coming weeks and will serve as an upgrade to UBSNA’s current Remote Diagnostic Service (RDS).

The new FMAudit program will allow UBSNA to remotely gather valuable information on machine attributes such as model, serial number, error codes, consumable coverage, and resource levels. All of this information will serve to help UBSNA remotely diagnose machine issues as well as deliver just-in-time supplies such as toners and ink. Additionally, FMAudit’s meter reading collection application will automate meter reading and reduce unnecessary manual intervention.

The FMAudit rollout is a great example of UBSNA’s ongoing commitment to providing leading technology that offers superior service to our clients and allows them focus on the things that matter most to their business.

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UBSNA Blog: October is Breast Cancer Awareness Month – Here’s How to Get Involved.

October is breast cancer awareness month, and a great time to rally behind and show your support for the millions of people who have been affected by breast cancer. Here are some great ways you can show your support in New York City this month.

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Get Educated on Breast Cancer

Early detection is one of the best ways to protect you and your loved ones. NationalBreastCancer.org has put together a free breast cancer guide to help you learn the basics about breast cancer.

National Mammography Day

National mammography day is held every year on the third Friday of October (October 20 this year) as part of National Breast Cancer Awareness Month. Early detection is the first line of defense against breast cancer, and mammography saves countless lives each year.

Avon’s Walk to End Breast Cancer

There are tons of community events and organizations you can get involved in this month to show your support. One of those events is the Avon Walk to End Breast Cancer in which participants take a two day, 39.3 mile walk to fight against breast cancer. Find out more at www.Avon39.com

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UBSNA Announces Fall Product Show to be Held in NYC on October 11th

New York, NY – UBSNA (Universal Business Solutions, North America), a leading supplier of copiers and office automation services, today announced the company’s fall product show to be held in New York City. The event, which brings together UBSNA’s full offering of products and services, will occur over two days on October 11th and 12th.

Hosted at Slate NY, one of New York City’s premier and most elegant venue spaces, UBSNA’s product show will showcase UBSNA’s full line of Multi-function copiers and printers, managed IT services, VOIP and Video Conferencing, and other business automation products and services. UBSNA business automation consultants will be on location to showcase and offer advice on the latest office automation and efficiency technologies.

Guests are provided free car service and enjoy free giveaways and prizes including American Express gift cards, Apple Ipads, Iwatches, TVs, and more!

“Our Fall Product Show is a great way for clients and prospective clients to preview UBSNA’s full line of copiers and business automation products”, said Abe Thomas, UBSNA’s CEO. “We are consistently working to add innovative solutions that allow our clients to improve their office workflows and increase efficiency. Our Fall Product Show brings all of these great solutions, along with thought leadership on the latest office automation best practices, under one roof”.

Event Details:                                                              

Date: October 11-12th, 2017

Time: 10am – 5pm

Location: Slate, NY | 54 West 21st Street, New York, NY 10010

For registration information please visit the UBSNA Blog or contact UBSNA at 212-643-4808.

About UBSNA:

Universal Business Solutions, N.A. (UBSNA) is an office automation and efficiency company that creates technology solutions tailored to clients’ needs. For over 10 years, UBSNA has offered the best service time in the tristate area, providing cost efficient document management and production solutions that encompass the entire document cycle. UBSNA has received the JD Powers Award for Excellence and often saves companies up to 15% on Multi-Function Products, Managed Print Services, Voice & Data, and Document Management Software. Headquartered in New York, NY, UBSNA is headed up by CEO Abe Thomas.

Read the official press release here: http://www.businesswire.com/news/home/20171005005707/en

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Abe Thomas, UBSNA CEO, Discusses the Importance of Properly Disposing of your Business Copier

If you own your business copier and are looking to upgrade or replace it with a new model, chances are you will be left with the question of what to do with your current machine. Copiers have components that can be dangerous to the environment when not disposed of properly. Before you toss it in the dumpster or drop it off at the local dump, you should consider a few more environmentally friendly options.

Here are a few options for properly disposing of your business’s copier (before you dispose of any business copier you should read our article on Copier Data Security).

Donate your Copier

If your copier is still in good working condition, you can donate it to a non-profit or school that may be able to get use out of it. Your copier will get a second life and provide value to an organization that may not otherwise be able to afford it. Your donation may also qualify as a tax deduction.

Return it to the Manufacturer

Even if your copier is no longer functioning, it may still have components that could be valuable to the copier’s original manufacturer. That is why many manufacturers offer a copier take back program. Utilizing these programs helps to keep your copier out of landfills, and also serves to put your copier’s working components to good use.

Find a Recycling Facility

If you cannot donate your copier and the manufacturer does not have a take back program, the next best alternative is to find a licensed electronic recycling facility. These facilities will ensure that your business copier is dismantled properly and that the parts are recycled and put back to use in the manufacturing process.

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