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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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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When is it Time to Replace your Office Copier?

Almost every office relies on a copier or printer for its daily operations. That means that copier downtime can be a big drain on your business’s operations and productivity. If your copier is requiring more frequent repairs, and you’re thinking it might be time to upgrade, here are a few key things to consider that will help you make the right decision.

Track Repair Costs and Expenses

Copier repairs can get costly, especially when you’re dealing with an older machine. As your copier ages, it’s going to require more maintenance to keep it functioning properly. If you’re thinking it’s time to upgrade your machine, take a look at your repair and maintenance costs for the last few quarters and compare those to the costs of leasing a new machine.

Consider the Cost of Downtime

Parts and labor costs for fixing an older copier can be a burden, but they’re nothing compared to the cost of lost productivity. If your printer is constantly experiencing downtime, chances are it’s costing you a lot more in wasted time and missed opportunities. If your employees are constantly having to put projects on hold or send out for costly printing services, it’s time to start looking for a new copier.

Evaluate your Usage Patterns

Even if your printer is fairly new, you can still run into problems if it’s not suited well for your office’s needs. Overworking your printer or copier can lead to more frequent repairs and maintenance. Replacing an underperforming copier with one that’s more suited to your business can save you and your employees tons of time and increase efficiency across the entire organization.

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4 Tips to Keeping your Office Copier Running Smoothly

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For many businesses the copier is one of the most frequently used pieces of equipment in the office. When the business copier is not working properly, it can bring several departments across the company to a screeching halt. Ensuring that your copier is operating correctly is crucial to keeping your business running smoothly.

Having a reliable copier technician to conduct regular updates and maintenance on your business copier will help to ensure that you get the most out of your copier’s lifespan. In between scheduled maintenance visits, there are also some simple steps you can take to help keep your office copier running smoothly.

Use Quality Toner and Supplies

Using quality toner and replacement parts from the original manufacturer will help to ensure your copier is operating at its best.  Stay away from cheap toner refills and ask your copier technician which toner and parts will work best for your particular machine.

Store Paper Properly

It’s important to store your copier paper in a clean and dry place. This will help to prevent moisture and dust particles from getting into the copier.

Choose a Good Location

Your copier’s location within the office plays a large role in its ultimate lifespan. Avoid positioning your copier in areas with a heat or cooling vent in order to avoid exposing your machine to drastic fluctuations in temperature.

Keep the Lid Closed

Keeping your copier’s lid closed can help protect the inside of your copier from foreign particles, and also reduces wear and tear on the drum.

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Business Copiers: The Lease vs. Buy Question

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When the time comes for your business to purchase a new copier one of the first questions you’ll need to answer is whether you’ll be leasing or buying. While most companies opt to lease their business copiers, it’s important that you evaluate the benefits associated with both leasing and purchasing options.

To help you better understand which option is best for your business, UBSNA has outlined the benefits of leasing a business copier vs. the benefits of buying a business copier below.

Benefits of Leasing

Access to the Most Up-to-Date Equipment

The technology behind business copiers and MFPs is always rapidly changing; especially as businesses make the shift towards an increasingly paperless office. One of the largest benefits to leasing your business copier is that it allows you to upgrade to the newest and most updated model after your lease term is over. This helps ensure that your business always has the latest technology available.

Low Initial Cost

Unlike purchasing, leasing allows you to receive and begin using your new business copier without having to pay the full purchase price upfront.  This allows your new business copier to start generating revenue for your business before having to pay for it.

Predictable Expenses

Along with a low initial cost, leasing also gives you fixed and predictable monthly expenses for your business copier. Since most leasing agreements have maintenance and repair costs built into the monthly payment, you don’t need to worry about unexpected copier repair costs popping up during the lease term.

Benefits of Buying

Lower Cost over Time

Generally speaking, purchasing a business copier can lead to a lower total cost over the lifespan of the machine. As long as no large unexpected repairs are needed, and you’re able to operate your machine for many years, you can save a significant amount when compared to leasing.

Control of Maintenance Costs

When leasing, you’re typically locked into a maintenance arrangement so that the leasing company is confident that their machine is being properly serviced. When you purchase your copier outright, you have the freedom to select a maintenance provider and schedule that works best for your business and budget.

Streamlined Process

The process of purchasing a business copier is generally easier than leasing. Since you’ll be using cash on hand to purchase your new machine, all you need to do is select the machine best suited for your needs and purchase it. Leasing a machine will require a leasing agreement and a check into your business’s financial records and stability before you receive your new equipment.

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Three Advantages of Multi-Function Printers (MFPs)

mfpMulti-Function Printers (MFPs) come in all shapes and sizes, and offer various options and functionalities, but most offer some combination of print, copy, scan, and fax functions. Combining all of these functions in one machine can offer many benefits to both small and large businesses.

To help you determine whether or not MFPs are a good fit for your business, Abe Thomas, CEO of Universal Business Solutions, has compiled the three of the largest advantages of Multi-Function Printers.

Cost Savings

Multi-function printers are typically more expensive than single-function printers. However, when you compare the cost of purchasing a separate printer, copier, scanner, and fax machine to the cost of an all-in-one solution, MFPs can offer huge cost savings.

Space Savings

Having a separate printer, copier, scanner, and fax machine can take up valuable office space that could be put to better use.  Compact, all-in-one printers can be a great way to regain space in your office and improve your overall workflow. If space is of particular concern in your office, you can even opt for a desktop MFP for extra space saving.

Convenience

One advantage not to be overlooked is the convenience of combining your printer, copier, scanner, and fax functions into one easy-to-use machine. Not only do MFPs save time and improve workflow by combing functions, they also reduce the number of supplies and resources needed to operate multiple machines from different manufacturers.

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UBSNA Presents the Top Three Things to Consider when Purchasing a Copier for your Office

Whether you’re purchasing or leasing your new commercial copier, there are a few things to consider that will ensure your new machine can meet your current and future copying needs. Each business’s copier needs are different, and understanding which copier features best suit your particular needs can help save money in the long run.

Universal Business Solutions, North America has put together this brief guide to aid in your decision process.

Understand your Copying Requirements

Having an understanding of your copier requirements is crucial to selecting the proper machine for your business. Consider how much paper you need your new machine to print, and how quickly you need the printing done. If you consistently have print jobs that consist of more than 500 copies each, you should consider purchasing a deluxe model – that offers more paper storage than basic copiers – to cut down on reloading time.

Consider the Cost of Supplies and Maintenance

The copier with the least upfront cost initially may not end up being the most cost-effective over the entire length of the copier’s life. Consider the cost of supplies for each copier you are considering, and map out how these costs playout over the lifespan of each machine. It’s also important to consider maintenance costs and the likelihood of repairs down the road. Seek out reviews and other third-party evaluations of each copier’s performance and maintenance requirements before making your purchase decision.

Add on Features

Explore the various add-on features that are available for your new copier. Businesses evolve quickly, and ensuring that your copier can handle changing demands will be crucial to your long-term success. Consider what types of functionality your copier may need in the future, and evaluate how easily and cost-effectively you will be able to add to your copier’s core functions.

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