Category: Print Solutions

What is the best photocopier for business use?

Posted on by Oak & Bluebird
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What is the best photocopier for business use?

If you're looking for the best digital copiers of 2021, then you've come to the right place, as on this page we've ranked the best photocopiers money can buy.

There are plenty of reasons why you'd want the best digital copier your budget will allow. Modern offices will find plenty of reasons to use a fast and dependable photocopier. On this page, we'll list the best standalone digital copiers, as well as affordable and convenient multifunction printers (MFPs), which combine printing and scanning functionality in one device and slash the cost of producing printouts using inkjet or laser technologies.

In the past, MFPS had a bit of a bad reputation as a 'jack of all trades', but they have made significant improvements both in terms of quality, value for money and onboard features.

From usage tracking to improve security, auto duplex, mobile and wireless printing or digital touchscreen display, there's now a flurry of options available on the market, for the occasional printout and mailing all the way to digital agencies.

As a staple of most small businesses and offices around the country, multifunction copiers (MFC) have helped companies send, receive, print and duplicate documents for decades. Since these machines take up important real estate in your office, it's important to consider not just its size and weight. Still, how proficient the copier is at its job when it comes to print speeds, copy and print resolutions, and overall usability. After considering products from 10 of the world's top MFC manufacturers, we compared each device's functionality, price and ease of use to determine our best picks.

What to consider when buying a photocopier?

Below are five points to consider when putting together your checklist.

1. Can the photocopier your business is considering handle the capacity needed?

Photocopiers in the shape of multifunction printer come in all shapes and sizes. Many are aimed at the domestic market. Look closely at the stated capacity and match this to your business' workload.

2. How important is the quality of scanning and printing?

Many of the latest photocopiers using advanced print technologies that were, up until a short time ago, only found in high-end printers. If possible, look at samples of print and scanned output before making your choice. Many vendors now offer the option of sending samples by post.

3. Is fax capability needed?

Fax is far from a dead communications medium, with many large businesses still needing it. Look at the fax capability of the MFP, which today is likely to use the cloud as well as a direct dial to another fax machine.

4. Will your company need to manage sensitive information?

Access to the features of a photocopier should be controlled with PINs or passwords. Also, ensure that the MFP only prints the required copies to ensure data security. And think about whether the USB port should be disabled to mitigate any risk.

5. Does your business require remote printing?

With the rise of BYOD (Bring Your Own Device), printing from mobile devices is fast and efficient. Look closely at the apps that will use the photocopier to ensure these connect securely. An MFP can be a cost-effective asset that a business can build its workflow around.

With digital copiers now coming with a number of configurations, it's critical to assess your business' needs and match them to the right one.

 

Other Things to Consider

As with every product, educating yourself on the topic and knowing what to look out for saves money and makes sure that you get something that suits your needs best. It's the same with photocopy machines, and the only difference is that you'll be choosing what's best for your office and business.

There are several things to look out for, some are more important than the others, but generally, we'll mention the five that usually have the highest priority. Since other people will use the machine, it's also a good idea to check if the photocopy machine is easy and straightforward to operate with controls that everyone can understand easily.

Also, check out the size as well because depending on your office, the photocopy machine could be too big. At any rate, here's what you should look out for.

 

Speed

One of the essential things, copy speed, determines how fast the photocopy machine will finish copying a page. It's "measured" by pages per minute, and generally, mid-range photocopiers for small businesses have a copy speed of around 30 pages per minute.

Naturally, the higher, the better, but if you don't have that many people that will use the machine, you might save some money by picking a slower copying machine.

 

Volume

Copy or print volume is something you should take special attention to since this is entirely dependent on your office space and workforce. You see, photocopy machines are designed around how many pages can they print per month, before toner changes and the like.

So, it's essential to know how much use the machine will have in a month, and according to that number, you should pick a device that can process that much.

 

Scanner abilities

Different machines have different scanner features, so it's a good idea to check what abilities the scanner has. For instance, if the photocopier has a network capability, it can scan directly to your desktop. As mentioned, scanner features vary, so check out what those are to see if they are relevant to you, as some can really improve your workforce.

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Features and functions

Modern photocopy machines come with various functions besides the actual photocopying. They can fax, print, copy, scan, and can even have network capability, which speeds up the workforce productivity.

These are actually more basic features and are practically an integral part of the majority of photocopy machines, but it's still a good idea to check what they have.

 

Price

As small businesses can't afford to spend too much, the cost of a photocopy machine might be the most crucial part when purchasing. Still, there are decent photocopiers you can buy that are affordable, and it will depend on your business needs, but the truth is, it all comes down to your budget so plan accordingly.

 

What is the price of a digital copier?

The cost of acquiring a printer can be dwarfed by the cost of purchasing the consumables - the toner or ink, but also the paper, the drum, transfer/fuser kit - and the value of the warranty plans or after-sale services. And because you are likely to have one copier embedded within a group in an office or in a business, downtime can prove costly and counterproductive.

Enlisting the help of a managed print service provider (MPS) can simplify the technicalities associated with operating a copier, especially in bigger businesses, as they take care of the lifecycle of the printer including its disposal at the end of life. Like a car lease, you will usually not own the printer after the lease ends (up to five years) and can generally pay a fixed fee for the printer plus an agreed cost per page.

 

Best Business Photocopy Machines

 

Pantum P2502W

A very cheap but quality printer, the Pantum P2502W might be the first choice if budget is the main issue. Costing less than $100, this printer has a sleek and compact design, allowing you to fit it anywhere in the office space.

Its printing speed is 22 ppm (pages per minute) with a recommended printing volume of 700 pages per month. The paper capacity is 150 sheets.

USB 2.0 and Wi-Fi connectivity are available, and wireless is effortless to set up so you can do mobile device printing and what's more, there is support for Google Cloud Print. The printing quality is fine, but there is no colour or duplex printing.

Not surprising considering the price, but if those are an absolute must for you and your small business, you should look at some of our other choices.

 

Brother HLL2390DW Monochrome

A best-seller on Amazon, the HLL2390DW model from Brother is an excellent choice for small businesses that just started and can't afford to spend too much. It's very affordable, and it even has scanned and copy capabilities.

The downside is that it can't print in colour, so if that is a dealbreaker, take a look at other printers in our review. That being said, this device has some excellent features and can print or scan directly from mobile devices, due to it being wireless-capable.

The print speed is 32 ppm, and the print volume is 1200 pages per month (standard yield cartridge) or 3000 pages per month (high yield cartridge). Its paper capacity is 250 sheets.

The device can do duplex printing and can also save on toner cost due to "Toner Save Mode". All in all, a pretty good machine for the money which can satisfy the needs of a lot of small businesses.

 

Canon Color LBP622Cdw

Canon LBP622Cdw is a budget-friendly printer that does its task pretty well. It has a print speed of up to 22 ppm and a volume of max 2500 pages per month. With this printer, you can create a Wi-Fi hotspot from the printer so you can establish a direct connection to mobile devices.

This is very convenient and will remove the requirement of needing an external router. There are also some security features, like the ability to mitigate the risk of personal information loss as documents are only stored in short term memory.

This printer has a paper capacity of 250 sheets in the standard paper tray, and the device is intended to be used for a small team of 5 people. Another useful feature of this device is that it is very compact, so it's an excellent choice for small office spaces.

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Lexmark B3340dw

An awesome budget-choice, Lexmark B3340dw is a speedy monochrome laser printer that can fit almost anywhere due to its very compact build. It has a printing speed of 40 pages per minute with a print volume of 3000 pages per month. The printer is network capable, and you can easily print from mobile devices using Wi-Fi.

Ethernet and USB connectivity are also available. Apart from being compact, the device is built to last with its very durable and long-life imaging components.

The printing quality is excellent, and the printer has two-sided printing, and there is an optional 550-sheet paper tray as well. As for security, Lexmarx's full-spectrum protection helps protect your network and proprietary information.

When you consider the cost, this printer offers some charming printing capabilities and is ideal for small businesses that only need printing with no colour.

 

Xerox Phaser 6510/DN Color Printer

Xerox Phaser 6510, should be an affordable choice for most small businesses, and it has some excellent features as well. It has a speed of up to 30 ppm and a recommended monthly print volume of 3000 pages.

With this machine, users can print emails, photos, and documents from various mobile devices, due to support for Apple AirPrint, Google Cloud Print, Xerox Print Service Plug-in, and Mopria.

This photocopier is equipped with some excellent security features, including IPsec, SNMPv3, IP Filtering, and Secure Print, so you can keep your sensitive documents safe.

The machine has a print resolution of up to 1200 x 2400 dpi, and its paper capacity is a minimum of 300 sheets and a maximum of 850 sheets. A nice bonus feature is an optional second paper tray that lets you load an extra 550 sheets at one time for extended interruption-free printing.

 

Brother HL-L3290CDW

Brother MFC8510DN Monochrome Printer offers flexible connectivity. It is excellent in performance as it has a print resolution of 1200 x 1200 dots per inch, and scan resolution is 1200 x 1200 DPI while the copy resolution is 1200 x 600 DPI. It has a speed of 38ppm for print and 38cpm for a copy.

With the high yield toner cartridge, you can reduce the per-page cost. It also allows you to send and receives faxes in a user-friendly manner. This Brother printer has a capacity to carry 300 sheets at a time and 35 pages in the automatic document feeder.

 

Canon Color imageCLASS MF644Cdw

Canon's MF644Cdw model is an all-around machine that's capable of everything. You can print, copy, scan, and fax, ensuring excellent convenience.

There's also a 5-inch colour touchscreen with smartphone-like usability, as well as the ability to create a Direct Wi-Fi hotspot from the printer, which is used to establish a direct connection to mobile devices removing the need for an external router.

The speed is 22 ppm, and the print volume is up to 2500 pages per month. This machine has a paper capacity of 250 sheets, is duplex capable, and can print multiple pages onto one sheet. The size is pretty standard so it should fit comfortably in most workspaces, just make sure you measure correctly so it can do in the workspace.

 

Brother HL-L8360CDW

The HLL8360CDW from Brother has some high-quality colour printing capabilities, with the resolution of up to 2400 x 600 dpi. It's got a printing speed of 33 pages per minute and a recommended printing volume of 4000 pages per month.

It's equipped with a 2.7-inch colour touchscreen for ease of use, and you can use either ethernet or Wi-Fi for network capabilities and printing. Speaking of network capabilities, this printer can cloud print, meaning it can print directly from Dropbox, Google Drive, OneDrive, and other similar services.

The printer has some useful security features too. For example, an integrated NFC card reader for easy badge authentication, and active directory support for network user authentication. This helps protect against unauthorized device access and can restrict printing on a per-user or group basis if needed. An automatic duplex printing is there as well.

 

HP M428fdn LaserJet Pro 

A good quality laser printer, the M428fdw from HP is an excellent pick for those a bit more demanding small businesses. Apart from printing (no colour), you can also copy, scan and fax with this machine, and in pretty good quality too.

The print speed is up to 40 pages per minute, and the recommended print volume is 4000 pages per month. The printer also has a 50-sheet auto document feeder, a paper capacity of 250 sheets and an automatic two-sided printing.

One of the highlights of this printer is its security. There is a good number of security-related features, including instant threat notifications and optional PIN/pull printing.

These will help protect your laser printer from being an entry point for attacks and help ensure the safety of your sensitive data. A problem for some might be that the printer doesn't have wireless capabilities, and its only connectivity is through ethernet.

 

HP M479fdw Color LaserJet Pro

HP's M479fdw printer model is a multifunction device that is capable of producing high-quality printing, copying, scanning, and faxing. It has a reliable printing speed of 28 ppm and a recommended printing volume of 4000 pages per month. 2-sided printing is also available, and there is a 50 sheet auto document feeder.

The printing capacity is 250 sheets. A built-in Wi-Fi Direct is there as well, enabling you to connect the mobile devices to the printer for easy mobile printing, even without a local network connection.

An exciting feature is the ability to automate all the steps in a complicated workflow and apply your saved settings at the touch of a button via the customizable touchscreen control panel.

 

What does an all-in-one printer do?

Posted on by Oak & Bluebird
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What does an all-in-one printer do?

The purpose of an all-in-one printer

An all-in-one business printer is a useful tool for both the office and the home computer room. Knowing what features to look for when considering a new all-in-one printer purchase can allow you to purchase a unit that will be more suited to your needs. Some printer features benefit all of the printer's functions, while others make an individual function, such as faxing, more productive.

Basic printers are simple and inexpensive enough to be nearly disposable. However, higher-quality printers offer a range of extra features to improve their versatility. For small to medium-sized businesses or entrepreneurs with a home office, one multifunction printer can replace several other office machines. While this poses a risk -- if it fails, you lose everything -- in practice, good 5-in-1 printers are durable enough to serve for years and can be inexpensive enough to replace easily.

In the past, you'd need a printer, fax machine, copier and scanner to do the things a single all-in-one business printer could do. Aside from actually printing, these multi-functional printers offer a range of other features that give them the title of "all-in-one." Wireless models don't even need to be physically connected to your computer to communicate with it.

Buying a new printer for your small or mid-sized business might seem like a relatively straightforward task until you realize the vast number of options associated with the decision: Should you opt for a standalone printer or one of those all-in-one machines? Inkjet or laser? Colour or monochrome? Do you need collating, two-sided printing, or large input trays? What about wireless?

Many small and mid-sized businesses today are opting for laser printers for large volume jobs, as opposed to an inkjet they might have at home for the occasional photo printing. At the same time, the multifunction printers can also handle scanning, copying, and faxing.

Scanning

The top of a 5-in-1 printer is a flat lid, covering and protecting the glass platen of a flatbed scanner. Windows, Mac and Linux computers all have software for scanning, and major applications such as Microsoft Office and Open Office/Libre Office scan directly into a document. The printer's manufacturer might also supply a standalone scanning program with the printer or as a free download, providing additional features. The ability to scan invoices, business letters, books and other hardcopy documents can be invaluable, saving physical space and ensuring easy retrieval. It's especially useful for incoming faxes that must be signed and returned to the sender.

Faxing

Although faxes are less important with the rise of email and instant messaging, they remain a useful method for sending original documents. Modern plain-paper faxes are essentially laser, or inkjet printers with telephony added, so incorporating fax capability into a multifunction laser or inkjet is straightforward for the manufacturer. A 5-in-1 printer can scan and send original documents, like other faxes. It can also fax a document directly from a computer, eliminating the need for a printout. Faxes can also be sent from the printer itself, by placing a document on the scanner platen and dialling the number manually. The printer must be connected to a telephone line.

Copying

Multifunction printers are also highly capable copiers for low to moderate usage. Copiers scan and print a document, and any 5-in-1 printer can do that with aplomb. If your business needs copying capability, but can't justify the cost of leasing or purchasing a full-time photocopier, a multifunction printer might fill that gap. Inkjet models are typically intended for low-volume copying, while laser machines will support higher copying volumes and their toner is usually cheaper and longer-lasting than inkjet ink. Higher-end models support duplex printing, the ability -- like a standalone copier -- to copy both sides of a page at once.

Network Printing

The only thing better than having a powerful, versatile printer for your computer is having a powerful, versatile printer for everyone's computer. Multifunction 5-in-1 printers are designed for network connectivity, giving designated computers on the network access to their features. Printers with an Ethernet connection can be added to a hardwired network, or connected through a router. Other printers are designed for wireless networking and can connect through the 802.11 g/n protocols, just as your laptops do. In a small business, one multifunction printer can serve everyone, or it can provide non-printing features to several people who have basic printers for ordinary print jobs.

All-in-one printers have become increasingly popular, especially in smaller organizations, where desk space and technology investments must both be maximized. However, the myriad models, features, and functions can prove bewildering when researching and selecting an all-in-one printer (also known as multifunction machines). From features -- such as flatbed scanners and resolution -- to functionality -- printing, copying, scanning, and faxing -- there's much to think about when making a purchase decision.

Consider these things when you're evaluating your choices.

 

Functionality

The first question to ask when researching an all-in-one printer purchase is what functionality the device must provide. Besides serving as a printer, all-in-ones typically include scanning and copying capabilities and in some cases, fax technologies.

Manufacturers, of course, face relentless pricing pressures. To help maintain competitive price points, they must frequently sacrifice the quality of print and scan engines when including other capabilities (such as fax services) within a unit. Thus, you should consider carefully those functions the all-in-one must provide within your organization. By selecting a unit with only required functions, and foregoing unnecessary functionality, you can reduce the unit's cost while increasing the likelihood that the features you do receive will be of higher quality.

Photo printing is another function that certain all-in-one printers deliver. If you must frequently print high-quality photos, be sure the model you choose supports photo printing. At a minimum, such models should support assorted photo paper sizes, including 4 x 6, 5 x 7, and 8 x 10 prints, as well as colour printing resolutions of at least 4,800 x 1,200 pixels.

Print engine

The second factor to consider when purchasing a multifunction machine is the device's print technology. Inkjet versus laser, that's the question.

Inkjet printers have many advantages. Replacement cartridges are less expensive than lasers. Inkjet machines, overall, are typically priced less. And they usually have a much smaller desktop footprint. Inkjets also typically accommodate a wider variety of print media.

Laser printers, however, have a few of their advantages. Print quality is typically better and more consistent, and their prints, over the long run, are usually less expensive. This is because inkjet cartridge life is but a fraction of that for laser printers. Lasers are also quieter. But they're almost always larger than inkjet counterparts.

Scanning features

Although some organizations only occasionally rely upon their all-in-one printer to scan documents, other firms depend on such devices to scan numerous multipage documents daily. Be sure to give your scanning requirements careful consideration.

If you need to scan multipage documents frequently, insist on purchasing an all-in-one printer that has a capable automatic document feeder. The ability to load several pages at once in the device's document feeding tray, as opposed to having to feed each page separately, will save considerable time each month.

Offices emphasizing scanning should purchase models that scan documents at high resolutions. They should avoid all-in-one models that can't scan documents at optical scan resolutions of at least 600 x 1,200 DPI (dots per inch) and 24 bits. The higher the DPI and scanner bit depth, the crisper and sharper those scanned images will appear.

If you regularly need to scan odd-shaped documents or photographs, seek device models that have a flatbed scanner. Otherwise, those odd-size items may have to be taped to 8.5 x 11 paper so you can feed them through a device's automatic feed mechanism -- a process that's both cumbersome and wasteful. Fortunately, many all-in-one manufacturers (including Brother, Epson, HP, and Lexmark) produce flatbed models that also feature automatic document feeders.

Print resolution

When print quality is the priority, pay special attention to the black and colour print resolutions the multifunction machine produces. Print quality is typically measured in DPI. The higher the number, the better.

Inexpensive inkjet printers typically produce 600 x 600 DPI black resolution, while other models produce even 1,200 x 1,200 DPI. Inexpensive inkjet printers' colour capabilities, meanwhile, often start as high as 4,800 x 1,200 DPI.

Entry-level laser printers' black print quality almost always outpaces that of inkjet machines. Lasers usually produce 1,200 x 1,200 DPI black resolution, at a minimum.

Laser printer colour quality can be misleading. While typically not as high as inkjet colour printing, laser systems' colour print resolutions of 1,200 x 600 are common, which should prove acceptable for most corporate needs. When you're shopping for a specific model, almost all retailers can provide test samples for your review.

One item important to note is manufacturers' strategies in listing all-in-one printer specifications. When manufacturers list a model's highest print quality, the rating they list is almost always generated using the printer's slowest print speeds.

Printing performance/duty cycles

Print speeds are important in almost every office. Whether an organization needs to regularly generate lengthy multipage reports or frequently print just short forms for customers, print delays and slow page performance can prove frustrating and costly (especially in the form of lost opportunities).

Entry-level inkjet and laser printers boast speeds of 20 to 30 pages per minute for black pages. Colour printouts take longer to produce, particularly on inkjet machines.

However, keep in mind that manufacturers usually list an inkjet's draft mode print quality when listing maximum pages per minute. Laser printers usually produce higher quality printouts faster. Further, manufacturers typically list page per minute totals after the first page prints; most laser printers generate the first page more quickly than inkjet printers can.

Duty cycles, too, must be considered. A machine engineered to manage 2,500 printouts per month will require more frequent cartridge changes and likely sustain a shorter service life if it's used in an environment in which 5,000 or more prints a month are required. Carefully match a device's production with its estimated recommended monthly volume or duty cycle rating.

Network connectivity

Network connectivity is a critical factor to consider when purchasing an all-in-one printer. If a multifunction device is going to be accessed by multiple users or PCs, whether for scanning or printing, choose a device that includes an integrated Ethernet network interface. Without a network connection, a multifunction device's service capacity is limited to essentially a single PC (or requires that a clumsy network share be created on the host PC and that the host PC always be available to the other systems).

Wireless connectivity

The other option for networking an all-in-one printer (besides a wired Ethernet connection) is wireless LAN connectivity. In environments in which many wirelessly networked laptops (or desktops connected to the local network via a wireless network) will need to print to or receive scans from the multifunction device, wireless network capability is required.

When selecting a multifunction machine that PCs will connect to using wireless connections, be sure the machine is compatible with the existing wireless network. Many organizations are moving to 802.11n as their WLAN standard. Whether your organization uses 802.11b, g, or n, confirm the multifunction model being purchased matches the deployed standard.

Driver support

Users of Apple Macintosh, Linux, and even older Windows operating systems (including Windows 2000 and Windows 98) should check whether all-in-one printer manufacturers provide driver support for their operating systems. Driver support is essentially standard for Windows XP systems, but organizations should still verify that the all-in-one models they purchase support Windows Vista, as well. Without drivers and supporting print, imaging, and fax software, users of other operating systems may find themselves unable to use the multifunction device.

Duplex printing

Duplex printing is an element that's often overlooked. Organizations that need to print anything from reports to forms using both sides of a sheet of paper will find themselves out of luck if they buy an all-in-one device that doesn't support duplex printing. Check to ensure that the model you select matches your organization's needs.

Replacement cartridge availability

Replacement cartridge costs, whether the cartridges are inkjets or lasers, are one thing. Finding replacement cartridges is another.

If you're considering purchasing off-model or lesser-known brands, you may find it difficult to locate replacement ink. Since ink cartridges often seem to fail at the most inopportune time (such as the evening before an important presentation is due), the ability to locate replacements at local office supply stores can be of particular importance.

By sticking with reputable brands, and by using only ink cartridges supplied by the original manufacturer, you can ensure that replacement ink is readily available and that the cartridges work as well as the original ones when the unit was new.

Pros of all-in-one printers

Buying a multifunction laser printer can save your company space, money, and aggravation.

Having one machine that does it all also makes it easier for maintenance, such as downloading just one driver update (opposed to up to four of them) and purchasing "consumables" such as ink or toner, paper, and other supplies. One machine also consumes less power than three or four printers.

Cons of all-in-one printers

As with any converged device, a clear downside is if something goes wrong with your product, you'll likely be without everything while it's being repaired or replaced. In other words, if the scanner in your all-in-one device fails to work and you send it out to be fixed, you're now without a printer, copier, and fax machine, too. 

When it comes to quality there isn't a clear difference between standalone products and multifunction ones anymore. Multifunction printers used to be a generation or two behind its single device counterpart when it came to quality, but this is not the case anymore. 

All-in-one printers, he says have come a long way -- the quality has caught up to the convenience for the most part -- so it boils down to your comfort level with the pros and cons, the cost per copy and what you plan on using it for.

While most standard all-in-one printers can print, copy, scan and fax, some go above and beyond to offer additional features. Such features include double-sided printing and photo printing. As of September 2013, some wireless models even offer apps. For example, some wireless HP all-in-ones provide apps to print directly from online news outlets and apps for novel purposes like printing colouring pages and paper aeroplane outlines.

 

What are the benefits of managed print services?

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What are the benefits of managed print services?

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    Managed Print Services - Why Businesses Need Them

    Managed Print Services (MPS) are becoming increasingly popular, especially in comparison to leasing or purchasing hardware outright. Rather than simply leasing hardware, an MPS vendor provides a full-service print contract, taking on responsibilities including network setup and management, software provision, and long-term print optimization across the organization.

    While MPS raises monthly costs over direct leasing on the surface, managed print services can offer numerous business benefits. With professional print-services rather than simply professional hardware, an organization can realize key changes in costs, print-production, information security, environmental footprint, and agility.

    Aside from your day-to-day business goals, have you ever considered learning about the benefits of managed print services, and how these services can help further the success of your company? You might be a little unfamiliar with managed print services, and the specific ways managed printing can help your business grow. If this is the case, you're in luck, and you've come to the right place!

    Let's start from scratch and first define what managed print services are. Managed print services (also known as MPS) are outsourcing services to help manage your print fleets, such as printers, copiers, and fax machines. Investing in managed print services is a further step you can take once you've successfully partnered with a business technology company.

    Running a successful business means that you need to prioritize your daily tasks to be able to reach your goals. Take one thing off your plate and hand over your print services to an expert. Even though worldwide business practices are becoming more and more digital every second, there is still a place paper and ink. Copying and printing aren't going away, so do you have a strategy to get it done quickly and effectively for your business?

    What are managed print services?

    Managed Print Services (MPS) are services offered to assist businesses by identifying their printing goals and defining a strategy to help them achieve their goals. Managed print services are a necessity to grow your business because you'll spend less time on management and less money printing overall. You might be thinking, "I'm a small business owner. I don't have the money to spend on managed print services. I'll do it myself!"

    This has the potential to hurt your business in the long run; you'll end up spending more money and time.

    Managed Print Services, commonly referred to as MPS, is a service offered by print providers to assist businesses with streamlining printer management and minimizing costs associated with printing. MPS came about because the majority of organizations do not define a print strategy, typically for two reasons:

      • It's time-consuming.

     

      • It falls low on the priority list.

     

    Because let's face it, businesses are busy, and there's always going to be something else that's more pressing than print strategy. But that doesn't mean it's not important. Not having a print strategy can cost businesses a lot of money, especially year over year. Print costs can take up anywhere between 1-10 per cent of an organization's total revenue.

    Managed Print Services is a way for businesses to outsource the day-to-day services for their print fleet, and it can be customized to meet specific needs.

    Business benefits of Managed Print Services

     

     

    Cut Your Costs

    Managed print services increase monthly costs over a simple lease. However, you receive a lot more for what you are paying. Rather than simply selling hardware, your MPS vendor will provide software, network management, IT support, printer supplies, ongoing print-network assessments and optimization, and hardware optimization and replacement.

    With everything included in one flat-rate monthly fee (although this varies), you receive a single, predictable rate for all printer costs. Over time, this can greatly reduce costs over purchasing and maintaining your printer hardware, especially as hardware gets older, requires replacing, or is replaced by your MPS to introduce newer and more efficient hardware.

    How does this work? Most printer costs relate to usage (paper, toner), maintenance and support (IT support, parts and repair, software issues), and replacing hardware. Over time, your printers will become costlier to repair with increasing frequency of required maintenance. MPS will ensure you replace hardware before it reaches this point, cutting total use and repair costs.

    MPS also reduces costs by optimizing your printer network to ensure that hardware and software meet the needs of the teams using it. With no one over or under-equipped, you won't be paying for hardware you don't need, losing money to lost productivity, or investing in hardware that isn't meeting your needs. It might seem like a good idea in the short term to keep your current printers, but when they break down, you're left with a hefty bill to repair or replace them. And how about when you run out of toner right at the most inopportune moment and can't wait for it to go on sale?

    With managed print services, you don't need to worry about these expenses. With a predictable monthly fee, you'll get all of your bulky, outdated printers replaced with faster devices. Imagine having a multi-functional printer with all the necessary functions built-in and having your managed print service maintain it so that you can get down to work.

    Optimize Your Printing

    Managed print service is, as it sounds, well managed. One key aspect of MPS is ongoing management and optimization, which begins during the initial takeover. An MPS vendor will conduct a print-needs assessment across your organization to determine what is needed and where. This allows the vendor to supply print solutions, including printers, scanners, servers, and software that meet the needs of individual departments. Non-efficient or under-performing solutions will be removed and replaced, allowing for increased productivity and performance.

    Print assessment to meet needs also allows an MPS to install printers on an as-needed basis. Here, departments with high-quality or high-volume print needs can install to those needs so graphics departments can print banners, posters, and ads while giving other departments simpler and more needs-appropriate solutions.

    Ongoing optimization means that your hardware will be updated as needs change. If you previously outsourced professional printing and chose to move it in-house, those printers could be supplied. If you switch a department to all-digital, high-quality graphic printers could be removed to reduce total costs.

    This ongoing optimization will work to reduce total costs, but the largest impact is an effect on productivity. If printers always meet office needs, individuals will always have what they need to perform their work, which will boost results.

    Improve Information Security

    Printers often have huge security risks, which can be massive problems in areas where trade or business secrets are printed and handled, where sensitive data is handled, and in industries requiring compliance. While information security is difficult to install and manage over the long-term yourself, it's included as part of MPS.

    Managed Print Services include printer software and servers based on needs assessment. Here, your provider will also assess security and provide access management according to your needs. This could include a printer-queue, individual user accounts, print-history, and printer logins for users. This reduces instances of sensitive documents left in print trays, enables tracking to see who prints what, and prevents individuals from simply accessing and printing whatever is in the queue. In combination with information about printer security, these steps will greatly improve information security.

    Consider that next time you're standing at the copier. With managed print services, you and your team will be able to cut this waiting time in half because your MPS experts will be monitoring your printing systems and making sure they are up to date before problems can arise. This means the responsibility of dealing with malfunctions, changing cartridges, and adding paper is taken off you, giving you more production time.

    Reduce Your Environmental Footprint

    While reducing environmental footprint is often a secondary concern for businesses, it is an important one, especially as regulation enforces a reduced carbon footprint. MPS can play a valuable role in keeping hardware up-to-date, reducing instances of having too many printers, reducing waste, and reducing instances where high-end or high-volume printers are used in situations where they are not needed. With ongoing optimization, reducing the environmental footprint of hardware is a process that will continue to positively impact your business for the duration of your MPS project.

    MPS also works to reduce print waste through a combination of print management, education, and user access. For example, with strong printer software solutions in place and user access management, individuals can see how much they're printing (as can their managers). Online backups and print-history mean users won't have to print backup copies of documents until they're needed.

    Print management software also allows you to take steps to greatly reduce the number of printed pages, using tactics such as double-sided printing, reducing margins, and automatically removing instances of ads and banners in internet articles and papers. Most print management software also tracks total usage, giving each person a better idea of how much they are printing and why. This will reduce total print volume over time, with many organizations seeing as much as a 4.75% decrease in used printer paper by simply decreasing margin size.

    Want to help save the planet? Working with a managed print service provider is a great place to start. You'd be amazed at how much paper, toner, and electricity is wasted on outdated systems. You could be banking significant savings on your paper costs by switching to a high-performance duplex printer. When creating your custom service agreement for your managed print services, your provider will assess all of the ways you can minimize waste and reduce your footprint.

    Are you looking to make a positive impact on the environment? A managed print services program may help you go greener without making a huge impact on your bottom line.

    First, think of the major negative impact that your print fleet has on the environment: waste. Reducing waste, whether paper or toner, can help reduce your environmental footprint. A well-structured MPS program can help you monitor your usage and help manage your printing workflows to reduce wasteful printing.

    If you're wondering what to do with your empty toner cartridges, don't throw them out! There are toner cartridge recycling programs that can keep that extra plastic out of the landfill. A thorough MPS provider will be able to make toner recycling easy and efficient for your team.

    Another great way to make a positive impact on the environment through your printing through programs like PrintReleaf. For every 8,333 pages you print, they'll plant a tree to help sustain and grow the global forestry system. 

    Increase Agility

    An MPS takes over your print services to provide a managed solution that meets your needs throughout the process. This will improve organizational agility by allowing you to meet print needs without increasing investment, supplying print-hardware and software on an as-needed basis to teams including those with high-volume, high-quality or even special needs.

    At the same time, MPS frees other departments up to focus on value-added tasks. An estimated 40% of all IT help-desk calls are printer related, and IT teams often don't have the resources or printer expertise to handle those requests internally. When hardware breaks, tickets still have to go to an external repair organization. MPS internalizes everything, setting up a print-help line which can automatically schedule printer repair and maintenance through the vendor, reducing third-party involvement. This means printers are fixed more quickly while freeing IT up for more value-added tasks such as infrastructure management.

    MPS has a lot to offer for most businesses, but the end-results and actual value will depend on your current print-hardware, total needs, and total internal business structure. The best way to find out if MPS can offer value to your organization is by conducting a needs analysis or having an MPS vendor perform one for you.

    Increase Your Device Uptime

    Your operation needs to have functioning tools and equipment. Stopping to fix something takes away from the resources you need to stay on task and keep productive.

    An MPS provider should be keenly aware of this and do everything they can to maximize your print environment and make sure your equipment isn't down. A proactive service team that performs preventative maintenance can help increase the life of your entire print fleet. 

    A truly outstanding MPS offering may also include "hot swap" backup printers at your location, to have an option on deck in case a crucial piece of equipment were to break unexpectedly. They should be able to loan your devices as well if the repairs are going to take any length of time.

    Know You're Covered

    An obvious benefit of a managed program is removing the fear of the unknown.

    If you're managing your own devices, there are a lot of unknown variables that can leave you scratching your head:

      • Will your toner quality stays the same, and will your supplier continue to stock it?

     

      • Will you be able to Google how to fix that printer when it breaks?

     

      • Will there be parts available for that model? How long will they stay available?

     

      • How much will it cost to call in someone to fix that printer when it breaks? With a managed print services plan, that fear is removed. You can rest easy knowing that service, parts, and even toner are all covered under the terms of your agreement.

     

     

    Increase team productivity

    Consider that next time you're standing at the copier. With managed print services, you and your team will be able to cut this waiting time in half because your MPS experts will be monitoring your printing systems and making sure they are up to date before problems can arise. This means the responsibility of dealing with malfunctions, changing cartridges, and adding paper is taken off you, giving you more production time.

    Free Up Cash Flow

    You want to manage your fleet of printers effectively. You don't want to spend an arm and a leg to do it.

    If you're tempted to drop a significant amount of cash on a new fleet of brand-new printers, with the aim of reducing your long-term costs, you may want to take a look at a managed print approach before you do. Many times, a managed print provider is able to take over your print fleet as it sits and still helps control your costs without that huge upfront investment. If you do need new devices, a robust managed print provider can lease those depreciating assets to you at a reasonable monthly cost.

    Aside from the investment of devices, consider your maintenance and supply expenses. Are you likely to throw out a printer and replace it? Think of the reduced expense if a service call can resolve the issue. Like to keep backup toner on the shelf? When your MPS provider covers supplies, your money isn't tied up in those supplies. Keep your cash ready to make investments in other more crucial areas of your operation.

    In most contexts, taking a managed approach to your print environment is a great way to remove the burden of desktop printer maintenance from IT's desk, while helping to control the costs of your fleet's supplies over time. Suppose you're considering whether or not managed print services are right for your organization. In that case, it's important to start with the most important step: establishing the baseline of what printers you have in your fleet, how much you're using them, and how much it costs to do so.

    Choosing a Managed Print Services Provider for Value and Service

    While the potential cost savings are enough to get you interested in managed print services, choosing a provider requires looking at more than just your print budget. Place priority on local providers that can quickly and professionally respond to service calls and that offer the following elements.

    How Much Does It Cost To Rent A Copier?

    Posted on by Oak & Bluebird
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      Wondering if you should rent or buy your business photocopier?

      Are you in the market for a new business office copier? If so, are you wondering if you should buy a copier outright? Or are you considering leasing options on this valuable and often expensive piece of office equipment? Choosing the right office equipment is a big decision. There are so many brands, technologies, and features to choose from. 

      Once you have settled on the product that best fits your needs, there is still one major decision left to make: should you buy or lease your office equipment? The question is one that seems to come up time and time again when there is a significant business decision to be made. You may have also considered the pros and cons of buying and leasing your office space.

      Since not all companies are the same, there is no single right answer.

      It's impossible to say that buying is always right or leasing is still correct. However, there are some essential questions to ask yourself before coming to a final decision about whether buying vs leasing a copier is best for your business.

      It's a question that seems pretty straight forward. How much does it cost to lease a copier? You type it into a search engine looking for an answer, and you discover that very few places seem to want to answer your question fully. If you haven't purchased one before or it's been a few years since your last purchase, things have changed. Canon, Xerox, HP, all make great machines!

      You look to the right of the results page and see some machines listed at different prices, but if you're like me, you start to ask important questions like: "If my machine breaks down, who's going to fix it?" and "What does that cost?"

      Today, you're in luck. I'm going to break down all of the price considerations needed to make an informed decision so that when you reach out to make a purchase or ask for a quote, you don't experience sticker shock.

      Leasing or purchasing a copier can be affordable if you know what you're doing.

       

      What Should I Consider When Purchasing a Copier?

      A lot has changed in two years. Prices for office copiers have changed a bit, as well.

      If you haven't purchased one before or it's been a few years since your last purchase, things have changed. So, why is it so difficult to get straightforward answers on copier cost questions?

      Because the answer to the question depends on a variety of factors, you might think copiers haven't changed a whole lot over the years. Still, the reality is that the manufacturers make significant improvements, often.

      Copier Considerations

      Consider a car purchase. When you purchase a car, you weigh a variety of factors:

        • Price
        • Make and Model
        • Features
        • New vs. Used
        • Maintenance Costs

      As you can imagine, the considerations for your copier are very similar. After all, there's a big price difference between the Kia Sorento and the Mercedes-Benz GLS.

      There's also a big difference in the features and service you receive with each, as well.

      But not everyone needs a brand new high-end SUV, and likewise, not everyone needs a high-end copier. Your budget is the most important consideration, but making sure your machine does what you need it to do also has to be a top priority.

      There's no point in purchasing a copier that can't complete the necessary functions required of your business.

      Let's breakdown the costs associated with the following considerations:

        • Equipment/Hardware
        • Features
        • Black and White vs Color Copies
        • Service

      Businesses can choose from a vast range of photocopiers, with a huge price range to match. Basic photocopiers can… well, photocopy, and that's pretty much it. You could pick one of these up for around £100. Then you have machines that can print hundreds of pages a minute, bind documents automatically, wash your tea mug. Okay, that last one is not strictly true (yet). They're significantly more expensive but will add a lot of value to the right business.

      It all boils down to this: what do you need, and how much could you, and indeed should you, pay for your photocopier? Read on to find out, or simply fill in this short form now to request quotes tailored to your business needs.

      Copier Cost Considerations

      The following numbers are total costs for individuals wishing to purchase a machine outright and do not include higher-end production printers. Prices may vary between vendors; however, this guide can serve as a typical range.

      The price of renting a photocopier largely depends on the volume of copies required rather than the length of time the copier is needed. By calculating how many documents you need to make each month, you can determine the volume of photocopier required and the approximate rental cost of this.

      The copier you choose will depend on the needs of your business, as mentioned earlier, you can choose from low, medium or high volume models depending on how many copies you need to make. The price of the individual photocopier will rely on its functionality and abilities - the higher volume models tend to be able to handle over 40,000 copies per month and often come with advanced or optional features such as automatic stapling, stacking and binding.

      Your hardware (what model of copier you choose) is very important to consider. Ensuring that your copier will be able to keep up with the demand you place on it is as important a consideration as the overall price.

      Why?

      Because if your machine can only handle 100,000 impressions (pages) before service, but you need to run 500,000 images every month, you may spend more money on servicing the machine than the upgraded model would have cost you.

      A combination of copier model upgrades and/or additional units can be the solution to a volume problem. Convenience often factors into the equation here, but finding an appropriate balance will best serve the needs of your budget.

      OK, you've picked the machine(s) that can handle the monthly volume your office requires. Now what?

      Making copies is excellent, but most offices require more than essential copy functions. There's a reason copiers are now technically referred to as multi-function printers, and it's because they offer so much more than a single part to users.

      Copiers can send emails, scan documents directly to shared folders and edit documents now from their displays. Some can even intuitively sort individual receipts checked during the same job, and all offer significant upgrades to their security.

       

      Features that you should consider include:

        • Finishers: staplers or corner folders; a necessity for most offices that do not come standard on machines
        • Hole Punch: most are available in single or triple whole punches depending on what is required by the user
        • Letter Folding: the ability to fold letters/documents, increasing efficiency in your office by not wasting time on simple manual labour
        • Booklet Making: a combination of various features that allow small booklets to be created through folding, hole punch, and stapling features
        • Faxing: older technology that is still commonly used by firms transmitting a great deal of sensitive information (ex: hospitals, law office, CPA's, etc.)
        • Large Capacity Paper Tray: increases the standard capacity of the tray to allow for more reams of paper to be loaded, increasing office efficiency
        • Document Feeder: a necessity for most copier users, document feeders can be configured to include single pass and reversing options
        • Fiery: an essential add-on for organizations in need of the highest level of colour matching available for their print media
        • Card Readers allows for security cards to be implemented for users to gain access to a machine, incredibly helpful in situations where security must be higher, or department spending is more closely tracked.
        • Follow-Me-Printing: the ability to create a print job from a desktop computer or smartphone and release the job from any machine connected within an organization's network
        • Software Upgrades: this may include popular software like e-Copy, Uniflow and Drive, Infodynamics

       

      Should You Buy Office Equipment?

      First, let's consider the benefits and drawbacks of buying office equipment. This equipment will be an essential part of your operation, so it's necessary to make the right decision for your particular organization.

      One of the main benefits of buying is ownership. Once you have paid for the equipment, you are the owner of that equipment, and that means the decisions are entirely up to you. If you want to make customizations or changes to the equipment, then you can make that call.

      By owning the equipment, you are free to sell it whenever you want. This allows you to recoup some of the original cost which you can put toward new, upgraded office equipment. Purchasing costs can often also be claimed on your taxes, but you should consult an accountant to see if the tax benefit will be worth it for your business.

      Of course, some reasons for buying your office equipment may not be the right decision.

      The upfront cost of buying is higher. Leasing allows you to spread out smaller payments over time which may be more budget or cash flow friendly for companies with slim budgets. There are often financing options for businesses that choose to buy, but the interest costs may not be something your business is willing to take on.

      Standard maintenance is something that should be always be considered over and above the original purchase cost. A manufacturer's warranty may cover faulty parts, but they may also require you to take the device to a regional facility or even send the equipment back for those repairs. 

      There are many moving parts in a copier or printer, and they will require regular servicing and maintenance beyond the occasional replacement of a broken part. Will you pay for this servicing on a time and materials basis or will you purchase a service contract? Many buyers choose the predictability of a service contract, but in either case, this is a cost you should budget for.

      Finally, if technology changes and renders your equipment severely outdated, you may be stuck with equipment that cannot be resold or repurposed. This isn't likely to happen quickly but should be a consideration if you plan to keep your gear for a number of years.

      Business Tax Benefits

      Leasing equipment instead of buying has distinct tax advantages. When leasing, the payments are considered to be a pre-tax business expense which means each time you make a payment; you can deduct the entire payment. However, when you purchase the equipment, you can only deduct the machine's depreciation value. Usually, that would be 40% of the buying price in the first year, followed by 25% in the remaining years.

      Should You Lease Office Equipment?

      Choosing to lease office equipment has its own advantages and drawbacks for your business.

      One of the main reasons to consider leasing is the upfront cost, or rather, lack thereof. Instead of having to put down a large lump sum, you can spread out payments over several years. If managing cash flow is a concern for your business, this may be the best solution to get new equipment without having to make significant changes in the budget. The lower payments of leasing may open up more options for higher-end equipment that is merely unaffordable when paying the entire cost upfront. If you want the newest technology working for you, then leasing could be the best way to achieve that within your budget.

       

      Finally, the equipment belongs to the leasing company. Depending on how you look at things, this could also be a disadvantage. You cannot sell the equipment to recoup costs, but you again don't run the risk of being stuck with equipment after the lease term.

      If you plan on regularly upgrading your device, then leasing will be the right solution for you. Dealers are often willing to help you roll your lease over into a new contract for a new device before your current term is finished.

      Lease agreements typically require the purchase of a regular maintenance service contract for the device. Often, the dealer will help you save a few dollars by bundling this into the total price of the copier or printer. The peace of mind and billing predictability of a service contract is valuable for almost any organization. With all of those benefits in mind, it's time to look at the cons of choosing to lease your office equipment.

      While your monthly payments may be less when choosing to lease, over time, the total cost may actually be higher than buying. Plus, at the end of the agreement, there is no property left. It would be best if you also were careful about the lease terms you agree to and what your options will be at lease expiry. Choose a reputable company with flexible agreements and a record of exemplary service; otherwise, you may be stuck in a lease that only serves to frustrate you.

       

      Why Leasing Your Copier is a great idea

      • The ability to upgrade allows for more flexibility when your business grows, and your copier no longer fits your needs. 

      • Initial upfront costs are less expensive. Which means you can keep more money in your business when first starting out. 

      • Equipment stays up-to-date and can be exchanged if old equipment needs upgrading. Plus, it has the added benefit of no additional out of pocket expenses. 

      • Many companies have the option to buy out your device at the end of your lease, often at reasonable market value. 

      • Add more features to your copier that you may not have been able to afford if you purchased the copier outright, such as the copier doubling as a printer, scanner and fax machine that allows you to email and scan multiple documents. 

      • Service contracts and maintenance are built it. If there are ever any issues with the copier, you can place a call for easy upkeep and repairs. 

      • Leasing has the added tax benefit of being an expense, whereas if you were to purchase the copier outright, it would be a depreciable asset. 

      How long should a copier last?

      Posted on by Oak & Bluebird
      Office-Business-Photocopying-Machines-05

      Is it time to buy a new printer or copier for your business? Before making this big purchase, you'll want to know how long the machine is likely to last. Also, what should you know before purchase that'll help ensure your device can survive as long as possible?

      Frequently, manufacturers like to say a printer should last around seven years, give or take, depending on the specific model. However-as with most things in life-it's a little more complicated than that. That's because a printer's lifespan is tightly tied to how well you care for the device itself, as well as by choosing the perfect one for your specific needs.

      Ultimately, many variables contribute to the lifetime of your device. From the machine's overall quality to prioritizing proper maintenance to important security features, countless factors come into play-and most are wholly in your control. Whether it's a standalone multifunction copier, a laser printer/copier combination or a simple scanner with a copying feature, modern copier technology represents some impressive engineering and copying capabilities.

      The sophisticated copier equipment available today can do a lot. But, regardless of how well a copier is made, it's just a matter of time before it just doesn't make sense to have it anymore. Obsolescence can contribute to this, as well as improvements made by competitive copiers.

      And, of course, there's the inevitable malfunction. Even the best copier is going to require repair or servicing eventually. Granting all of this, it makes sense to ask the question, "How long should a copier last?". In this blog post, we're going to be giving you a few things to think about when it comes to modern copier life expectancy.

      Estimates are that the lifespan of a floor-standing copier that experiences heavy use is about two to three years. After this time, the companies warns that hiccups and breakdowns may begin to occur. As a baseline, however, five years seems to be a generally accepted average lifespan for a typical floor-standing copier used regularly. At maximum, high-end copiers and floor-standing models that are not used often may last up to seven to 10 years.

      How Is a Printer's Lifetime Determined?

      As mentioned above, all devices arrive with estimated longevity. Often, manufacturers will suggest around a seven-year lifetime (more on that in a bit). Within the industry, however, a lifetime estimate is actually determined by the number of clicks per month a machine is capable of-a click meaning how many single pages are printed or copied.

      Usually, the larger and more robust your device, the more clicks it can take. Just like a car, the bigger the engine under-the-hood, the stronger the machine as a whole. Therefore, a more powerful printer or copier can comfortably take more clicks than a more modest device. In contrast, forcing a modest device to carry out more jobs than it was designed for can cause excessive wear-and-tear.

      Say your company chose a machine designed to handle 2,000 prints per month, but you're sending it 3,000 prints per month. In the short-term, the printer may be able to carry out those jobs. In the long-term, however, the machine's total lifespan will be significantly reduced-not to mention the additional and avoidable maintenance.

      Lastly, also like a car, the more power within your machine will almost always equal a higher price tag. It's integral to choose the perfect device for you and your organization's particular needs. But at the same time, if your company pushes your print quantities to the limit, that higher up-front price will likely pay off in the end.

      To determine what your new printer's capabilities will need to be, start tracking how much your company currently prints at a comparable machine each month. A data collecting software or managed print service representative can help you find these numbers.

      If you don't have a data collecting software available to track these metrics, here's an extra tip-watch how many reams of paper the machine goes through each month and use that to find the number. Your accounting team can also be a great resource as they'll likely know how often paper is purchased, and in which quantities.

      WHAT MAKES A COPIER "GROW OLD"

      There are two main criteria that will definitively answer the question, "Is this copier too old?". They are:

        • How much the copier has been used. Most copier manufacturers have a baseline for how many hours their machines can be expected to operate effectively throughout the course of their lifespan. Even the copier manufacturers know that nothing lasts forever. A copier that has seen minimal use over a two-year period is going to be in much better shape and have a lot more 'life' left than a copier that ran nearly constantly, from 9-5 every weekday, in the same time period.

       

        • Whether it is meeting ongoing copy and print demand. As businesses grow and scale, their needs for copying and printing are going to naturally change. So, a mid-range copier may not be adequate for a company that has been experiencing significant growth. Even a fairly new copier can be considered 'behind the times' if it can't perform against the demanding needs of the company or individual who owns or leases it.

       

      When we look at these two criteria for any given copier, we're able to determine with some degree of certainty whether or not it's time has come, or if it has a few more years of use.

      In taking into account all of the variables that impact commercial copier lifespans, a good average to use when estimating the performance life of a modern copier is five years. That is to say, with moderate use and with reasonable printing demands, most copiers can be expected to perform well for five years.

      This estimate increases, however, when we look at the class of higher-range copiers and multifunction printers that are more efficient than their mid- or lower-tier counterparts. Some premium copiers can be expected to still be office productivity workhorses as much as ten years after their date of manufacture. This is because they're able to complete more copying and printing tasks faster, without as much wear-and-tear on precision components.

      Another key factor that will contribute to longer copier lifespans is who services it. Copier technicians that use the right replacement parts, maintenance best practices, and specialized tools are going to do more to keep the copier running smoothly.

      How Do I Make My Printer Last Longer?

      For any machine to last for the long-haul, there's no such thing as setting it up once and forgetting about it. Even if you never exceed your monthly clicks, you or your managed print service team must conduct regular and preventative maintenance. An alert within your device will let you know when that support is necessary.

      Also, whether it's for regular maintenance or an unexpected repair, it's always best to use parts and materials created and approved directly from the manufacturer. Within the industry, these parts are called original equipment manufacturer-or OEM-parts. Specially designed for your device, OEM parts will significantly boost your printer's longevity.

      Keep the scanner glass of your copier clean with anti-static liquid cleaner and use a mylar bar -- included with most business-grade copiers -- to clean the drum regularly. Likewise, removing dust from the innards with a copier vacuum and cleaner the fuser with a light coat of silicone oil can greatly extend the life of your machine. Above all, always follow the maintenance instructions provided by your copier's manufacturer to get the most life out of your device.

      You can always go straight to the source to find out what the MFP/copier lifespan is. Most manufacturers determine printer/copier life expectancy based on duty cycle (the absolute maximum number of pages that can be printed per month at the rated print quality of a machine) and recommended monthly volumes (the maximum amount to print to keep your machine in optimal condition). Bear in mind. However, that duty cycles often represent an inflated number of the machine's actual limit, and it's a good idea to choose a machine with a duty cycle that is much higher than your expected print volumes. Otherwise, you may find your machine coming to the end of its life much sooner than anticipated.

      Understanding How Long Copiers Last

      The lifespan of your copier depends on the brand, model, and style of the copier itself. There are no hard-and-fast rules when it comes to how long a specific copier will last. There are, however, some steps that you can take that will help you determine whether it is time to replace your existing copier.

      In addition to the specific manufacturer, model and duty cycle, your copier's lifespan depends largely on your copy volume and maintenance. As such, each individual copier's life expectancy varies. Refurbished copiers typically don't last as long as copiers that were bought new, but they can provide greater value in terms of cost of ownership -- for instance, a two-year-old refurbished copier purchased at a value price may still have up to eight years of life. When your device does kick the bucket, recyclers across the country accept large copiers and other office machines, and some copier manufacturers take back their own products for recycling purposes.

      Check the manual.

      The first step is to check the manual for your copier to find out how long it is designed to last. Most manufacturers will include information on the average lifespan of the copier in the manual. That way, you can tell if your copier is approaching the end of its usable life.

      Check the service recommendations in the manual.

      Most manuals will have specific recommendations on how often the copier needs to be serviced. This includes information on regular tasks such as cleaning and maintenance as well as other more intensive tasks such as replacing parts. In many cases, they will also have recommendations on how long you should wait before upgrading to a new copy machine.

      Do the math yourself.

      There is a simple calculation that you can use to get an approximation of how long your copier will last. Start by checking the manual to see how many copies the manufacturer recommends making in between major service visits. Then, all that you have to do is multiply that number by ten. The answer that you get will give you an approximation of how many copies your machine can make before it needs to be replaced.

      Printer And Copier Repair

      Modern-day photocopiers are capable of performing a variety of different tasks. They can be integrated with other systems to help streamline the overall workflow of your business. Unfortunately, if your photocopier starts experiencing problems, it could disrupt the overall flow of your office, keeping work from getting done as efficiently as it should be. Paper jams or other issues can wind up throwing a wrench in the entire system, slowing down work to a crawl. When a breakdown occurs, you can either choose to repair the copier or replace it altogether. In most cases, your best bet is to go ahead and make the repairs. There are, however, some situations where replacing the copier makes more sense.

      Most MFPs, particularly enterprise size units, will need to be serviced regularly in their lifetime. MFP problems can disrupt the overall flow of your office, keeping work from getting done as efficiently as it should be. Even something as simple as an ongoing paper jam can slow down work to a crawl.

      Start by having the machine serviced to determine if the problem only requires a minor repair or represents a larger issue. If your copier is on its last legs, there is little to be gained by delaying purchasing a new one. The sooner you get a new copier, the sooner you can get back to business as usual.

      If you're leasing your copier and have a Managed Print Services (MPS) contract, it likely covers all of the on-site servicing, maintenance and repair. MPS contracts give you peace of mind knowing that if your MFP experiences any issues, the amount of down-time - and associated costs - will be minimal. For best service response look for a reputable area dealer who carries all parts and supplies in your region vs contacting multinational call centres where you're just another number.

      If you do not have an MPS services contract and your multifunction printer copier needs repair, understand that it's not something that should be tackled yourself. Contact a professional to ensure the repair is conducted to the highest standard, prolonging the life expectancy of the machine. Get a quote for the copier repair before it is started as there are some cases when it makes more sense to replace the machine rather than repair, especially if there are better models available that can increase efficiency and productivity. Take these cost benefits into account when weighing up the pros and cons of repairing versus replacing.

      Is It Time to Get a New Printer or Copier?

      From the perspective of the sales team, a copier should last you around 3 to 5 years. Usually, this is the average length of a copier lease. That isn't as cynical as it might sound. At this point, a sales representative who has your best interests in mind already will know whether or not the machine that you have currently is meeting your needs or whether it is time for you to replace it.

        • Are you maintaining the same print and copy volumes that you estimated originally at the time of purchase? Is it less? Is it more?
        • Have there been any changes within your organization like the number of people using the copier, new requirements for printing 11×17, need to print colour documents, technology improvements, etc.?
        • Is your current copier compatible still with the technology you are using both now and into the future?

      Cloud-based, mobile, scanning and security technologies are continuing to evolve very rapidly, so if your copier is unable to keep up, then holding onto a piece of equipment just to squeeze a bit more mileage out of it, in the long run, could end up costing you a lot more. So although your copier could potentially last longer, it might be better to consider upgrading it - or getting an additional copier. A good salesperson will help identify what you actually need, and not simply what they would like to sell to you.

      Even for the most diligent teams, a printer's lifetime will eventually come to an end. 

      Concluding if your machine's time has come involves more than the printer literally falling to pieces. It also goes back to that seven-year timeline which relates to more than the physical survival of the printer. It also concerns the availability of those broken-and all-important-OEM parts.

      Seven years after a device has been discontinued, the manufacturers have the right to stop producing its parts. If your equipment breaks down after these parts no longer exist, then it's likely time to retire the machine.

      Also, just like OEM parts, a device's security and firmware update features can be discontinued after seven years. In today's world where data protection should always be a top priority, it's critical to stay up-to-date with the latest security best practices to protect your network, your business, and your customer's sensitive data.

      In short, the lifetime of a printer really comes down to proper maintenance and choosing the perfect machine for your company.

      Think it might be time to purchase a new printer or copy machine? Have questions about your current office printer environment?

      How does the photocopier work?

      Posted on by Oak & Bluebird
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      Have you ever wondered how photocopiers work?

      You may think that the process of photocopying a document is really simple. You take a document, put it on the glass screen of a photocopier, a green light passes along the glass. After a few seconds, an identical copy of the document you placed on the screen comes out of the side of the machine.

      But have you ever wondered what goes on underneath the glass? Photocopiers are quite complex pieces of machinery; here is our very simple guide to how a photocopier works.

      A photocopier relies on the principles of electricity and photoconductivity to work. There's a light-sensitive photoreceptor inside the machine that first attracts and then transfers toner particles onto plain paper to form a copy of a document.

      So how does a photocopier work?

      After you've put your piece of paper (the master copy) on the glass screen of the copier and pressed the big green button, the machine takes several steps before your copy comes out.

      Photocopiers work on the principle that 'opposites attract'. Toner is a powder that is used to create the printed text and images on paper. The powder is negatively charged, and so it is attracted to something positive - the paper.

      The drum, which is located in the heart of a photocopier, is positively charged using static electricity.

      An image of the master copy is transferred onto the drum using a laser. The light parts of the image (the white areas on a piece of paper) lose their charge so become more negative, and the black areas of the image (where the text is) remain positively charged.

      The toner (being attracted to the positive areas) sticks to the black areas of the image on the drum. For colour copies, the drum attracts the cyan, magenta and yellow and black toner. From these four colours, a wide spectrum of colours can be formed.

      The resulting toner on the drum is transferred to a piece of paper, which has a higher negative charge than the drum.

      The toner is melted and bonded to the paper using heat and pressure rollers. Then, finally, your photocopied document comes out of the copier. Because heat is used, the paper that comes out of a copier is warm.

      The Basics 

      The human-end of making a copy begins with a few basic steps:

        • Open the copier lid
        • Place the document to be photocopied face-down on the glass
        • Select the options you want (number of pages, enlargements, lighter/darker)

       

      Press the Start button

      What happens inside the copier at this point is amazing! At its heart, a copier works because of one basic physical principle: opposite charges attract.

      As a kid, you probably played with static electricity and balloons. On a dry winter day, you can rub a balloon on your sweater and create enough static electricity in the balloon to create a noticeable force. For example, a balloon charged with static electricity will attract small bits of paper or particles of sugar very easily.

      A copier uses a similar process.

      Inside a copier, there is a special drum. The drum acts a lot like a balloon -- you can charge it with a form of static electricity.

      Inside the copier, there is also a very fine black powder known as toner. The drum, charged with static electricity, can attract the toner particles.

      There are three things about the drum and the toner that let a copier perform its magic:

        • The drum can be selectively charged so that only parts of it attract toner. In a copier, you make an "image" -- in static electricity -- on the surface of the drum. Where the original sheet of paper is black, you create static electricity on the drum. Where it is white, you do not. What you want is for the white areas of the original sheet of paper to NOT attract toner. The way this selectivity is accomplished in a copier is with light -- this is why it's called a photocopier!
        • Somehow the toner has to get onto the drum and then onto a sheet of paper. The drum selectively attracts toner. Then the sheet of paper gets charged with static electricity, and it pulls the toner off the drum.
        • The toner is heat sensitive, so the loose toner particles are attached (fused) to the paper with heat as soon as they come off the drum.

      The drum, or belt, is made out of photoconductive material. Here are the actual steps involved in making a photocopy:

        • The surface of the drum is charged.
        • An intense beam of light moves across the paper that you have placed on the copier's glass surface. Light is reflected from white areas of the paper and strikes the drum below.
        • Wherever a photon of light hits, electrons are emitted from the photoconductive atoms in the drum and neutralise the positive charges above. Dark areas on the original (such as pictures or text) do not reflect light onto the drum, leaving regions of positive charges on the drum's surface.
        • Negatively charged, dry, a black pigment called toner is then spread over the surface of the drum, and the pigment particles adhere to the positive charges that remain.
        • A positively charged sheet of paper then passes over the surface of the drum, attracting the beads of toner away from it.
        • The paper is then heated and pressed to fuse the image formed by the toner to the paper's surface.

       

      Parts of a photocopier

      A typical photocopier (also casually known as a 'xerox machine') consists of the following components:

      A photoreceptor drum (or belt), which is covered by a layer of semiconductor material, such as selenium, silicon or germanium. This is arguably the most critical part of the machine.

      A toner, which is just pigmented liquid. Sometimes referred to as 'dry ink', a toner is a dry mixture of fine, negatively-charged plastic particles and colouring agents that create the duplicate image on a piece of paper.

      Corona wires, which, when subjected to a high voltage, transfer a field of positive charge to the surface of the photoreceptor drum and the copy paper.

      A light source and a few lenses, which shine a bright beam of light on the original document and focus a copy of the image onto a specific place, respectively.

      A fuser can be considered the 'final' main component of a photocopier, as a fuser unit melts and presses the toner image onto the copy paper and imparts the final touches to the duplicate image just before it's ejected from the machine.

       

      Here's how the process works today:

      Charge. 

      Inside every copier and laser printer is a light-sensitive surface called a photoreceptor. It consists of a thin layer of photoconductive material that is applied to a flexible belt or drum. The photoreceptor is insulating in the dark but becomes conducting when it is exposed to light. It is charged in the dark by applying a high DC voltage to adjacent wires, which produces an intense electric field near the wires that causes the air molecules to ionise. Ions of the same polarity as the voltage on the wires deposit on the photoreceptor's surface, creating an electric field across it.

      Expose. 

      In a digital copier or printer, the image is exposed on the photoreceptor with a scanning modulated laser or a light-emitting-diode image bar. In older analog copiers, reflected light from an illuminated image is projected onto the photoreceptor. In either case, the areas of the photoreceptor exposed to light are selectively discharged, causing a reduction in the electric field. The darker areas retain their charge.

      Develop. 

      The pigmented powder used to develop the image is called toner. Toner particles made of colourant and plastic resin have precisely controlled electrostatic properties and range from about five to 10 micrometres in diameter. They are mixed with and charged by magnetised carrier beads that transport them to the development zone. The particles are charged by the phenomenon of triboelectricity (often referred to as static electricity). The electric field associated with the charge pattern of the image on the photoreceptor exerts an electrostatic force on the charged toner, which adheres to the image. A colour document is formed by a printer with four separate xerographic units that create and develop separate cyan, magenta, yellow and black images. The superposition of these powder images produces full-colour documents.

      Transfer. 

      The powder image is transferred from the photoreceptor onto paper by bringing the paper in contact with the toner and then applying a charge with polarity opposite to that of the toner. The charge must be strong enough to overcome the powder's adhesion to the photoreceptor. A second precisely controlled charge releases the paper, now containing the image, from the photoreceptor.

      Fuse. 

      In the fusing process, the toner comprising the image is melted and bonded to the paper. This is accomplished by passing the paper through a pair of rollers. A heated roll melts the toner, which is fused to the paper with the aid of pressure from the second roll.

      Clean. 

      Toner transfer from the photoreceptor to the paper is not 100 percent efficient, and residual toner must be removed from the photoreceptor before the next print cycle. Most medium- and high-speed copiers and printers accomplish this with a rotating brush cleaner.

      Xerography is a unique process that depends on chemical, electrical, mechanical and software know-how. The rapid and economical digital printing process easily produces either one print or hundreds of identical prints in black and white or colour. More importantly, the capability of page-to-page variable imaging with xerography enables on-demand printing of complete documents such as brochures and books. Such on-demand printing can save time, reduce cost, and eliminate document obsolescence, overruns and warehousing.

      Key Principles

      If you've ever been curious to know just how a photocopier gets ink onto all those copies, you would be surprised to learn that it's quite an easy operation.

      The design of most photocopiers is based around giving opposing electrical static charges to the 'ink' (actually a black powder called toner), and a rolling drum, to attract them to each other. Light is also an important part of the process for producing the image on the drum. The final process involves heat to fix the toner to a sheet of paper.

      Step 1 - Creating an Image of the Original Document on the Drum

      The process starts when the document is placed onto the glass. The copier scans the surface of the glass (the bright light). The light bounces off the white parts of the original document, and through mirrors, it is reflected onto the drum, which has been given a positive electrical charge.

      The drum is surrounded by a photoreceptive layer or special coating that conducts electricity when light falls onto it. Where the light falls (the white parts of the original document), the drum conducts, and the electrostatic charge is lost. Where there is no light (the black parts of the document), the drum does not conduct and maintains its positive charge.

      An image is produced onto the surface of the drum, but the image is made up of positively charged static electricity. A photocopier gets its name from the process of light that produces the copy of the image.

      Step 2 - Charging the Toner Powder and Transferring It to the Drum

      The toner is a black powder which is also charged by the machine. This time the charge is a negative one. The negative toner is drawn from the cartridge and attracted to the positive parts of the drum, which correspond to the black parts of the original document. You now have a drum with an image made up of black fine toner powder, which is a perfect replica of the original document. It now needs to be transferred to the paper.

      Step 3 - Transferring the Image onto a Sheet of Paper

      The drum now rolls onto a heated sheet of paper. The toner powder transfers onto the sheet with the heat and becomes fixed into place, which is appropriately called 'fixing'. When the sheet of paper with its photocopied image rolls out of the machine, it still feels warm from the final part of the process.

      What's different about digital photocopiers?

      Copiers that work like this are essentially using analog technology: they scan an original document and reproduce it-using nothing more than optics and static electricity-as a faithful copy. From 1949, when the very first Haloid Xerox photocopier went on sale, to the early 1980s, all copiers worked this way. Everything changed in 1981 when Ricoh patented a crude digital photocopier. The first digital copiers from Ricoh, and later Canon, went on sale several years later.

      Today, analog copiers are essentially museum pieces and most copiers work digitally: they scan a document using an image-sensor chip (CCD or CMOS), create a digital version (typically a JPG or TIFF file), and then print that digital image in the same way as an inkjet or laser printer. Since they scan very hi-resolution digital images, they can reproduce with the same resolution as a high-end laser printer (several times better than an analog copier). Once a document is in digital form, it's easy to enlarge or reduce it by any amount. Digital copiers also produce "cleaner" copies with better control of the image density and contrast than analog copiers.

      You can think of a digital copier as a combined scanner and printer, coordinated by a built-in computer; and, indeed, the popular all-in-one print, scan, copy, and fax machines you can buy for home offices work just like this, with separate scanning, printing, and faxing "modules" hooked together. They start with a digital image (either a document you've scanned, fax from a phone line, or something received from a computer through a USB cable or wireless connection-Wi-Fi Direct or Bluetooth), store it, and then print it. Some digital machines allow limited editing of documents before they're printed. Some let you save documents for printing again later (without the need to rescan them) on a built-in hard drive, flash drive, or SD card. Copiers with memories also make it much easier to duplicate complex, multi-page documents without the need to scan any of the pages more than once.

      Although digital copiers are versatile, convenient, and inexpensive, there are some risks of using them in offices or other shared/public places. If they have hard drives, the documents they process are usually stored there, which can create a security risk: even when documents are deleted, recoverable traces can be left behind. Some copiers use encryption to get around this, while others take pains to erase documents from their hard drive more thoroughly and securely.

      Photocopier Health & Safety

      As with any big piece of machinery, there are certain health and safety precautions to remain aware of throughout the life of the copier. By following the tips below, you can extend the life and effectiveness of your machine for years to come.

      Ventilation

      You should ensure that your copier has plenty of space around and, if up against a wall, that the ventilation shafts have room to expel air. If the copier room is small or the office not particularly well ventilated, then we suggest using electric fans to keep a cool and steady temperature.

      Location

      Following on from ventilation, you should also ensure that your copier is placed at a suitable height. This means a height that does not encourage excessive bending and stretching to insert/change the paper or collect finished prints.

      Read the Manual

      When installing a new copier, you should do your best to encourage those who will be using it regularly to take a look at the manual and familiarise themselves with how to use it safely. This may include reading up on any heat emanating from the machine, the replacement of lamps and toner material. You also ensure that those responsible keep the copier clean and tidy as build-ups of dust and debris can cause issues and shorten the lifespan of the copier.

      And there you have it. Now you know exactly how a photocopier works and have a great conversation starter for your next company event!

       

      How do you maintain a copy machine?

      Posted on by Oak & Bluebird
      Office-Business-Photocopying-Machines-02

      Gone are the days when businesses and organisations considered a photocopier a luxury they can do without. Nowadays, this machine is a regular fixture in offices, schools and hospitals, among others. It has even become an indispensable office tool that aids in accomplishing various tasks, from printing files to scanning documents.

      Given the importance of a photocopier in your day to day business operations and the amount of money you invested in it, keeping it in tiptop shape is imperative. Listed below are maintenance tips to prevent your copy machine from bogging down and to ensure its longevity.

      Whether you purchase or rent copier equipment, it is an essential tool in your company's arsenal. When a photocopier is down, the whole work comes to a sudden halt, which is typically not affordable for businesses. It is only time when we seek maintenance services for the jammed machine.

      However, this one of the most expensive office equipment needs constant regular maintenance efforts to handle the excessive usage of the copier properly. Talking about the repairing cost, advanced versions of photocopiers cost hundreds of dollars for repairs.

      One of the most useful -- and most expensive -- pieces of equipment you might purchase for your office is a photocopier. The larger, more professional versions can run thousands of dollars, and repair and maintenance can also become costly. To avoid unnecessary calls to your manufacturer's service department for repairs, you can follow some simple maintenance techniques to keep your copier clean and functioning, saving your business some money and saving you some headaches.

       

      Tips to Keep Your Office Copy Machine in Great Shape

       

      Office Copiers Need (a little) care

      If the copy machine hasn't been used for several days, such as over a weekend, it's important to run a few test prints before using the copy machine intensively. You would warm your car up after storing it for a few days.

      Most copiers, when left idle for an extended period of time, go into sleep mode and initiate a calibration mode once started up again.

      Be patient. The machine is doing this for a reason and pressing the copy button a million times won't speed up this important process. It's not a button at a crosswalk.

       

      Paper Can Be The Death of Your Copy Machine

      Many people fill their copier's paper tray to the brim when replacing paper. This is not necessary. Always check the paper capacity, typically indicated with a fill level line somewhere on the inside of the paper tray. Fill just below this line, never over it.

      Have you heard that it's also good to fan the stack from one corner to help put a little air between the pages? Well, it's an urban myth.

      Different weights of paper may change the number of sheets you can load as well (thicker paper = fewer sheets). So follow the rule above about not filling above the guideline and keep the paper stored in a dry, clean, and organised place, so it's ready for use.

      Crinkled or used paper can jam the copy machine, and humidity can cause the paper to ripple and curl, resulting in low-quality prints.

      There's a wrong way to repair copiers -- these free tips will keep your equipment working >>

       

      Even YOU Can Destroy Your Office Copier

      Yes, you. Handle the machine with care. There are a right way and a wrong way to fix a copy machine. While your first instinct might be to throw open the machine, yanking the drawers open, and dive in to look for the source of a paper jam, always follow the recommended screen prompts on the display panel for clearing a jam. Don't forget to unplug the machine first. It's not easy to get an electric shock while reaching into a copy machine to clear a paper jam, but it's happened before.

      Open the machine carefully as a paper jam is just that - a backup of paper - that could result in a single page or multiple pages being partially engaged between two sections of the machine. If you open the components too quickly, parts of your paper may tear and be impossible to retrieve without the tools and expertise of a service technician.

       

      Leave the Lines to the Fashion Designers

      Ever had a line appeared on your page that does not want to go away? Place a service call. Lines on your copies or prints can be a sign of a dirty or failing roller inside the machine that requires a trained service technician to access, remove, and clean.

      Lines on your copy can also be a result of a page jam before it has time to finish its fusing process in the machine and loose toner residue may be left behind in the place of the jam. If you are in a rush and don't have time for a service call, try running a few blank copies on a new clean piece of paper. Sometimes, this can help lessen these marks by picking the loose toner up as it passes through the machine.

      Another source of black lines on your copier's pages is dirt or a spot on the glass. Using a soft cloth and alcohol-free glass cleaner, clean the platen glass (that's the big sheet of glass where you place your paper to copy)--or you can even try using Windex.

       

      Not All Suppliers Are Created Equal

      Toners vary in their viscosity and quality. If you don't use the right toner for your multi-function printer, you can cause serious damage that will require a costly repair and even void your warranty. The copy machine owner's manual will list all recommended toner the machine is compatible with. Make sure you don't stray from their specific recommendations.

      If you find a bottle that looks like it still has toner inside, don't attempt to top off another bottle you may have. Toner bottles are designed to release their contents only when placed in a machine for a reason; toner can make a huge mess. Check with your service provider to ensure you are ordering the right supplies and make sure everyone in your office is using the right product for the right job. Beware of "Toner Pirates"!

       

      A Clean Office Copier is a Happy Copier

      One of the easiest things you can do to keep the copy machine working properly is to clean it regularly. This includes a light wiping of the machine's exterior and a regular wiping of the bypass and exit trays.

      Always wipe away from the entry areas of the machine, so dirt and debris do not fall into the paper path. Many copiers come with a cleaning cloth to wipe the glass platen as well. Always check the glass before you make copies or scans, as looser dirt will inevitably show up on your future documents.

      Whenever clearing jams, be sure you retrieve all parts of the page that has jammed, even the tiniest scrap of paper left inside the paper path can cause great damage during your next copy run.

       

      Choose a Copy Machine Suited for Your Needs

      In some cases, MFPs break down because the machine is not well-suited for the demands the office staff members will place on it. If you have a copy machine that regularly breaks down, overuse could be the reason.

      Don't fall for the false advertisements of "cheap" copiers that will cost you more in lost downtime, repairs, and productivity in the long run.

      Don't overbuy either. Some machines are designed to be used almost non-stop throughout the day and to function better in high-use environments. Under-using those copy machines can also lead to more maintenance than "should" be required.

       

      Schedule Regular Maintenance and Service Calls

      Another idea to reduce downtime related to a broken copy machine is to schedule regular maintenance. Whether you are leasing your copy machine or you have purchased it, most manufacturers recommend regular maintenance service.

      The frequency that these services are recommended may vary, and some leases may include periodic maintenance service. However, even when it is included in a lease, you may still need to contact the service provider to set up service. Research the maintenance recommendation for your equipment, and set automated reminders so that you remember to request the service you need.

       

      Discuss Your Needs With a Representative

      If you are struggling with frequent repair issues with your office equipment, you can request assistance from your repair professional. Your service provider may make recommendations regarding the Need for an upgrade or different types of services for maintenance. Following this advice can benefit your office in the future. Don't be afraid to ask for some direction.

      Let's face it; copy machines are the lifeblood of any business. Stop treating them like second-class citizens. From the walk-up copies and scans to the long print runs for a special project, your copy machine is there for you when you need it. Instead, use it with care, and maintain it. With proper use and maintenance, you will not only prolong its lifespan, but you'll also keep things running smoothly for everyone in the office.

      If your copy machine has a problem that you can't fix or identify, it's best to seek the help of a professional. It's best to call a service that specialises in copy machine repair rather than relying on people in your company who aren't familiar with the inner workings of these machines.

       

      Train your employees to use it

      As mentioned above, your office photocopier is one of the big investments for your firm. Technology changes every day, and so does the method of using technical inventions like a photocopier.

      So, to make the most out of your machine in the best possible manner, it's advisable to train your employees on how to use it up to an optimum level. It will not only educate them but also encourage them to be constantly efficient with the equipment.

      Hire A Go-To Person Within The Organization

      Choose a trustworthy person with great learning skills from your employees and train him or her, the maximum on your used copier machine. Also, share much of the internal knowledge with him/her.

      There is no doubt that service providers could address a multitude of rent copier problems within your company, better having a go-to person within the company makes the technical process extremely efficient and costs your company comparatively less money.

       

      Avoid DIY Fix

      You can fix the issue by following machine instructions and user manual. But, there are some issues, like frequent paper jam, for which you have to call a trained and professional service provider who will fix these recurring issues and allow you smooth business operations.

      Never put pressure on any component of the copier as it could cause damage to the machine. Also, don't forget to dust the exterior along with the interior of the machine while working on it. Finally, to clean the top of the ink nozzle, take a cotton swab, dip it in alcohol and rub it gently on the nozzle.

       

      Turn Off The Power

      Before you start cleaning or maintaining your machine, make sure you keep the power supply to your rent copier turned off. It will protect the device as well as you from unpleasant electrical accidents.

       

      Clear The Hard Drive

      Most of the modern photocopiers have an internal hard drive that stores day-to-day information that you process through the machine. Chances are the drive has extremely sensitive information stored in it. So, it's important to clean up your hard drive regularly to keep it running smoothly and protect your organisation from data theft.

      When the agreement of your rent copier is about to over, or you are planning to sell your machine, make sure you completely erase or destroy the hard drive to avoid data breaches.

       

      Use Appropriate Products

      Each copier of different model and brand may require a specific kind of product. So, make sure you use the best possible type of paper and toner for your machine. Using the highest quality paper for a copier will create less dust inside the device. And, less dust means less maintenance needed for your photocopier.

      Never keep the copier loaded with the paper as it might accumulate dust and moisture on it. Also, toners are available in a wide range. If you don't use a toner suggested by the manufacturers, you may end up facing severe damage, which will eventually lead to huge maintenance costs.

      Properly Load The Papers

      Most people take loading paper leniently. But to avoid your copier machine from jamming, it's important that you appropriately load sheets. Never load folded, crumbled or wet paper inside the machine, which could result in paper jam or printer failure.

       

      Keep It Covered When Not In Use

      Develop a good habit of turning off your rent copier and keep it covered when you are not using it. Ensure that the copier is completely dry before you cover it. With this simplest step, you can keep dust from depositing inside it. Moisture damages certain parts and affects print quality. So, make sure it's always dry!

       

      Clean The Machine Regularly 

      Giving a regular cleanup to your machine will extend its life significantly. Use a lint-free and soft nonabrasive cloth for cleaning the glass. Keep in mind; never use spray cleaner directly on the glass. Instead, spray the cloth and then clean the glass, which will protect it from scratching due to the existence of dust of staple pins. Never do these things with your multi-functioning copier.

      On the interior part of the rent copier, use a cloth to wipe out the visible dust. You can also use a small, fine-haired paintbrush to clean all interior components of the equipment-dust the ink cartridge holder, paper trays and other parts that are susceptible to house dust inside.

       

      Replace Air Filters Frequently

      The air intake of your device can pull unpleasant dust elements. All air intake panels in copier machines have filters on them. It's good to put a strip of clean cheesecloth to create a protective layer over the opening part of this filter. Change the air filter frequently to keep the machine free from dust and grime.

       

      Get Regular Maintenance Check 

      In spite of regular maintenance efforts, the copier machine will take a beat at some point in life. After all, it's working for you 7-8 hours or more for you. Moreover, there are a few inaccessible components, and you can't clean them.

      So, to keep your entire device in a good working condition, regular maintenance service checks from a qualified technician or service provider is a must.

      It's important, especially when you have a heavy reliance on your equipment and downtimes are critical for your business. Better stay in touch your supplier or service team so that they are available on a single call for any technical glitches.

      Last, but not least! Whether you buy a brand new or rent copier machines, it's your responsibility to keep it well-maintained and in a good working state. Just a little effort could save you from the big investment of repairs and maintenance.

      Many people don't realise the importance of maintaining their office machines. Taking care of your machines and keeping them clean, you can prolong the life of your copier. Below are a couple of easy ways to keep your copy machine well maintained and in good health.

      You are keeping the glass scanner area clean. Dust and dirt on your copier can scratch the copier glass and can mess up your copies. Make sure to use a soft lint-free cloth with an approved static-free cleaner when you clean the copier glass. Be sure to check your copier user manual to see what types of cleaners are approved for your machine.

      It is replacing toner when it needs it. Your copier should tell you when the ink is ready to be changed. It is important to change it out on a regular basis. Running a cartridge until it is completely out will not only produce low-quality copies, but it could also harm the copier.

      Turn off your copier. When it isn't being used, please turn off the machine or put it into hibernate mode to not only save power but also to prolong the life of the machine.

      When the copier isn't in use, don't use it as a shelf. This should be common sense, but for some people, it isn't. When the copier isn't in use, don't stack boxes and other items on top of it. Why? Because stacking things on top of the copier could crack your glass, break the cover, or even warp the copier surface. The best thing to do is to treat your copier with care.

      By following these easy steps, you can help your copy machine last longer. Be sure to check your copier's user manual for special instructions before cleaning any parts of the copier.

       

      How do photocopiers and printers work?

      Posted on by Oak & Bluebird
      Office-Business-Photocopying-Machines-01-1024x683
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        The secret behind the functionality of photocopiers and printers

        A photocopier relies on the principles of electricity and photoconductivity to work. There's a light-sensitive photoreceptor inside the machine that first attracts and then transfers toner particles onto plain paper to form a copy of a document.

        A photocopier works on two fundamental principles: the fact that opposite charges attract and the tendency of certain materials to become more electrically conductive after absorbing electromagnetic radiation, such as UV, infrared, visible light etc. (photoconductivity).

        Most modern photocopiers rely on a technology known as xerography, which is essentially a dry photocopying technique. It involves using electrically-charged particles to attract and then deposit toner particles onto a piece of paper.

        How does a laser photocopier work?

        When you print something, your computer sends a vast stream of electronic data (typically a few megabytes or million characters) to your laser printer. An electronic circuit in the printer figures out what all this data means and what it needs to look like on the page. It makes a laser beam scan back and forth across a drum inside the printer, building up a pattern of static electricity. The static electricity attracts onto the page a kind of powdered ink called toner. Finally, as in a photocopier, a fuser unit bonds the toner to the paper.

          • Millions of bytes (characters) of data stream into the printer from your computer.
          • An electronic circuit in the printer (effectively, a small computer in its own right) figures out how to print this data, so it looks correct on the page.
          • The electronic circuit activates the corona wire. This is a high-voltage wire that gives a static electric charge to anything nearby.
          • The corona wire charges up the photoreceptor drum, so the drum gains a positive charge spread uniformly across its surface.
          • At the same time, the circuit activates the laser to make it draw the image of the page onto the drum. The laser beam doesn't move: it bounces off a moving mirror that scans it over the drum. Where the laser beam hits the drum, it erases the positive charge that was there and creates an area of negative charge instead. Gradually, an image of the entire page builds upon the drum: where the page should be white, there are areas with a positive charge; where the page should be black, there are areas of negative charge.
          • An ink roller is touching the photoreceptor drum coats it with tiny particles of powdered ink (toner). The toner has been given a positive electrical charge, so it sticks to the parts of the photoreceptor drum that have a negative charge (remember that opposite electrical charges attract in the same way that opposite poles of a magnet attract). No ink is attracted to the parts of the drum that have a positive charge. An inked image of the page builds up on the drum.
          • A sheet of paper from a hopper on the other side of the printer feeds up toward the drum. As it moves along, the paper is given a strong negative electrical charge by another corona wire.
          • When the paper moves near the drum, its negative charge attracts the positively charged toner particles away from the drum. The image is transferred from the drum onto the paper but, for the moment, the toner particles are just resting lightly on the paper's surface.
          • The inked paper passes through two hot rollers (the fuser unit). The heat and pressure from the rollers fuse the toner particles permanently into the fibres of the paper.
          • The printout emerges from the side of the copier. Thanks to the fuser unit, the paper is still warm. It's hot off the press!

         

        How does an inkjet printer work?

        No matter where you are reading this article, you most likely have a printer nearby. And there's a very good chance that it is an inkjet printer. Since their introduction in the latter half of the 1980s, inkjet printers have grown in popularity and performance while dropping significantly in price.

        An inkjet printer is any printer that places extremely small droplets of ink onto paper to create an image. If you ever look at a piece of paper that has come out of an inkjet printer, you know that:

          • The dots are extremely small (usually between 50 and 60 microns in diameter), so small that they are tinier than the diameter of a human hair (70 microns)!
          • The dots are positioned very precisely, with resolutions of up to 1440x720 dots per inch (dpi).
          • The dots can have different colours combined to create photo-quality images.

        In this article, you will learn about the various parts of an inkjet printer and how these parts work together to create an image. You will also learn about the ink cartridges and the special paper some inkjet printers use.

        Impact vs. Non-impact

        There are several major printer technologies available. These technologies can be broken down into two main categories with several types in each:

        Impact

        These printers have a mechanism that touches the paper in order to create an image. There are two main impact technologies:

          • Dot-matrix printers use a series of small pins to strike a ribbon coated with ink, causing the ink to transfer to the paper at the point of impact.
          • Character printers are computerized typewriters. They have a ball or series of bars with actual characters (letters and numbers) embossed on the surface. The appropriate character is struck against the ink ribbon, transferring the character's image to the paper. Character printers are fast and sharp for basic text, but very limited for other use.

         

        Non-impact

        These printers do not touch the paper when creating an image. Inkjet printers are part of this group, which includes:

          • Inkjet printers, which are described in this article, use a series of nozzles to spray drops of ink directly on the paper.
          • Laser printers, use dry ink (toner), static electricity, and heat to place and bond the ink onto the paper.
          • Solid ink printers contain sticks of wax-like ink that are melted and applied to the paper. The ink then hardens in place.
          • Dye-sublimation printers have a long roll of transparent film that resembles sheets of red-, blue-, yellow- and grey-coloured cellophane stuck together end to end. Embedded in this film are solid dyes corresponding to the four basic colours used in printing: cyan, magenta, yellow and black (CMYK). The print head uses a heating element that varies in temperature, depending on the amount of a particular colour that needs to be applied. The dyes vaporize and permeate the glossy surface of the paper before they return to solid form. The printer does a complete pass over the paper for each of the basic colours, gradually building the image.
          • Thermal wax printers are something of a hybrid of dye-sublimation and solid ink technologies. They use a ribbon with alternating CMYK colour bands. The ribbon passes in front of a print head that has a series of tiny heated pins. The pins cause the wax to melt and adhere to the paper, where it hardens in place.
          • Thermal autochrome printers have the colour in the paper instead of in the printer. There are three layers (cyan, magenta and yellow) in the paper, and each layer is activated by the application of a specific amount of heat. The print head has a heating element that can vary in temperature. The print head passes over the paper three times, providing the appropriate temperature for each colour layer as needed.

        Out of all of these incredible technologies, inkjet printers are by far the most popular. The only technology that comes close today is laser printers.

         

        What additional functions do I get with an all-in-one office printer?

        Whether you call the office machine a 5-in-1, multifunction or all-in-one, these terms describe a printer type that you can purchase in retail outlets or online. A multifunction printer combines several office machines into one, allowing you to have more space for other items in your office. A 5-in-1 printer can vary greatly in quality and price, depending on the manufacturer and model.

        Printer

        Depending on which printer you choose, multifunction printers print documents from your productivity software either in black and white or colour ink. They can be laser printers or inkjet printers. Printing functions vary by speed and resolution. When you look at a printer's speed, you look at how many pages per minute, or PPM, the printer can print. The PPM varies because black and white printing are generally faster than colour printing. The higher the PPM, the faster the printer prints your documents. The quality of the printer also matters. Quality is measured in the number of dots per inch or DPI. DPI is the amount of ink produced by the printer in a 1-inch area. In contrast, all printers can print documents, printers with higher DPI print high-quality printouts like photos.

         

        Scanner/Photocopier

        A 5-in-1 printer takes the place of a scanner and a photocopier for some offices. Scanners will capture an image from a printed page, both text and images, and convert them into digital format. A photocopier makes a reproduction of text and images and prints out the results. Like with printing, you are looking for how quickly the multifunction printer produces copies and scans. Since you want scans and photocopies that are accurate, the resolution of the scan or photocopy needs to be high, so the copy looks like the original.

        Fax

        All-in-one printers include faxing as one of its functions, allowing you to connect the printer to a telephone jack or to your computer for faxing services. When you receive or send a fax, the printer converts the electronic signals into text and images and prints them out. As scanning and printing, you look for resolution and speed for the output of your faxed documents, but you also want to look at how much fax memory is included in the printer. Look for memory capacity to see how many pages the printer can store while faxes arrive or are sent. A higher capacity means more faxes can be sent to you while it is printing.

        USB Ports

        Most 5-in-1 printers feature USB ports so you can connect your printer to your digital camera and print directly from the camera. Some printers have memory card bays, allowing you to remove your memory card from your digital camera and print the photos or enable you to move the images to your computer.

        How do I connect a photocopier to my computer network?

        There are a number of ways in which you can connect your photocopier to your computer. If it is just one computer, then it can be connected via USB. If you're sharing your photocopier amongst a number of computers, the photocopier can be connected via your network, to allow every user in the company to print and scan wirelessly. By connecting your photocopier to your network, your IT Manager or IT provider has more control over its functions and can monitor the machine more easily.

        The network and training team will be on hand to help you get the printer working via an Ethernet connection. They will run through the following steps:

          1. Turn the photocopier off
          1. Connect the Ethernet cable to the LAN port on the connection panel of the photocopier
          1. Connect the other side of the cable into one of the open ports on your network switch. You will have to position the photocopier close to a network port for it to be networked.
          1. Turn on the photocopier
          1. Turn on your computer and connect to your network
          1. Install the printer driver for the specified photocopier.
          1. Enter the 'Control Panel', open the 'Network and Sharing Centre' and click the name of the photocopier to access this device on your network.

        Once these steps have been completed on all laptops, desktops and mobile devices, you will be able to use your networked photocopier from any linked computer, laptop or mobile device without having to connect it, making it incredibly efficient directly. Our network and training team will then provide your staff with full training, ensuring that everyone is able to use the photocopier efficiently.

        What sorts of breakdown are common with office photocopiers?

        Photocopiers are an office staple. Whether you rely on a single or multifunction machine, there's no denying an office photocopier can be busy as the staff themselves!

        Without regular servicing, the demand can lead to copy problems such as paper jams, cartridge and toner issues, streaks or lines on paper, wrinkled pages, discoloured printing, and random spots across your prints.

        Thankfully, the most common photocopier problems can usually be fixed in minutes. Some can even be avoided altogether with proper maintenance. Servicing does not only lengthen the life of your copier but ensures you don't have to troubleshoot problems at all.

        Paper jams

        A run-of-the-mill paper jam can cause a surprising amount of office disruption as it creates both a standstill and a backlog. Paper jams tend to happen at the worst possible times and are usually the result of a poorly set up machine. The reasons for paper jams include using the wrong type or thickness of paper, loading the paper incorrectly or allowing dust to build up inside the copier. If a user stacks too many pages in the supply reservoir, it is almost certain to result in a jam.

        To return your office copier to normal, you will need to manually remove the jammed paper and reload the proper paper size or correct the paper alignment. Be very careful not to pull out the jammed paper too quickly, or you may leave tiny, torn pieces of paper stuck in your photocopier. If your office copier is continually jamming, call a local copier specialist for repairs as they may need to come and clean your feed tires or check for built-up dust inside your machine.

        Most of the time, cartridge and toner issues occur because the photocopier hasn't been correctly set up. Problems can arise if you don't use the right toner cartridge for your specific printer model as most copy machines require a particular type of toner. If you unknowingly use an incompatible cartridge, your print quality will suffer. Low, empty or malfunctioning toner issues can also wreak havoc with your photocopier. If your toner is low or empty, a simple replacement should solve any problems. If it doesn't, that means there's a malfunctioning issue due to either manufacturer error or compatibility complications.

        In this instance, talk to a trusted copy specialist about what type of toner or cartridge you need - they will be able to help you determine which kind of toner is most compatible with your machine.

        Streaks or lines on paper

        If your copier's reproductions keep showing up with streaks, lines or other deformities - even though the paper is snowy white when you look at it in the feeder - it can make your important documents look sloppy and unprofessional. Streaks or lines on paper often occur because there are foreign substances on the scanner glass or issues with the photocopier's fuser. If you use a multifunction machine, they can also be the result of malfunctioning drum or developer units. For example, a drum blade malfunction can cause large lines appearing vertically down a printed page.

        Whatever the reason behind it, streaks or lines on paper is unlikely to be a copier issue you can solve yourself. Your best bet is to get your copy machine serviced by a dedicated copier specialist who will be able to identify and repair the problem quickly.

        Wrinkled pages

        Wrinkled or crinkled pages out of the copier machine are usually due to worn outfeed and exit rollers that cause sticking or jamming.

        To fix this problem, you can either purchase replacement trays or enlist a copy specialist to repair the fuser assembly. While it may look like it's merely a case of some paper getting stuck or overloaded in your machine, wrinkled pages are often an indication that your copier has endured too much wear and tear to be functioning correctly. If wrinkled pages aren't the only issue you're experiencing with your photocopier, consider whether it may be time to rent or buy a new machine. Technology changes rapidly, and ongoing repairs and maintenance to an outdated machine can be costly. Upgrading your office equipment can sometimes be a better investment for meeting your evolving printing and copying needs.

         

        Discoloured printing

        Smudges, poor image quality or discoloured printing can be incredibly frustrating to deal with in a busy office environment. If your copies are coming out too light or too dark, it could mean that the density controls on your photocopier are imbalanced. Consult your printer's manual to find out how to reset them or call a copier specialist to get expert advice. Our copier technicians have a lot of experience repairing and installing office printers. We know the ins and outs of all the leading copier brands and can usually resolve common photocopier problems in less time than it takes you to make a cup of tea and come back.

        Random spots across your copies

        No one wants their professional work documents looking like a dot-to-dot. If your printing is churning out copiers with random spotting across them, it could be due to debris on the copy mirror. You can fix this by simply cleaning the copy glass and mirror. Most copier manuals will provide some recommendations for how to go about the cleaning process and suggest which products to use.

        Random spotting across your copies is, however, a definite indicator that your office copier needs a little more TLC than it's been getting. As photocopiers are such an essential tool for completing daily office tasks, it's vital to invest in regular servicing and maintenance to lengthen their lifespan.

        How do I change the toner cartridge on a photocopier?

        The copier can be the workhorse of your office, so when the message "Toner Low" pops up, the toner cartridge must be replaced in order for the productivity to stay high. You should keep one set of replacement toner cartridges on hand so that you can replace a toner cartridge promptly when the toner runs out. In this article, we'll introduce you to six simple steps on how to change the toner cartridge in Sharp copier.

        Sharp multifunction copiers and multifunction printers are designed to make device setup easier and faster. Precision engineered to help enhance work-flow efficiency and provide excellent image quality, Sharp printers and copiers are easier to operate, control, monitor, manage and maintain, helping take your business to the next level of productivity and performance.

        Step 1 - Open the front cover.

        Step 2 - Remove the empty toner cartridge.

        Gently pull out the used toner cartridge horizontally. Hold the toner cartridge with both hands, as shown in the picture and slowly take it out of the machine. Set it aside for later recycling.

        Note: If the toner cartridge is pulled out abruptly, the toner may spill out.

        Step 3 - Take out a new toner cartridge from the box and shake it 5 to 7 times horizontally to evenly distribute the toner powder inside the cartridge.

        Step 4 - Gently push in the new toner cartridge, making sure it snaps into place.

        Note: A toner cartridge of a different colour cannot be installed. Be sure to install a toner cartridge of the same colour. (Y: Yellow toner; M: Magenta Toner; C: Cyan toner; BK: Black toner)

        Step 5 - Close the front cover.

        After replacement of the new toner cartridge, the copier automatically enters image adjustment mode. Do not open the front cover while this is occurring.

        Step 6 - Print a test copy.

        Print a test copy to see if the installation was successful.

        Above is a generalized step-by-step guide on how to change the toner cartridge in Sharp copier. For detailed steps specific to your copier model, please refer to your copier machine's documentation. Always have a set of replacement toner cartridges on hand so that you can replace a toner cartridge promptly when the toner runs out.

         

        If I move to a new office, can I renegotiate my printer contract?

        Most contracts (provided by any business) are long and stale to read. They are designed to cover as many scenarios as possible to protect both parties, but more times than not, they are designed to protect the party issuing the contract. Here are some things to look for when you are reviewing your managed print services agreement:

        Automatic Renewals

        A clause regarding automatic renewals will most likely be written into your agreement. This protects the service provider from losing someone's business at the drop of a hat. Traditionally, you (the customer) are required to provide a letter of intent to terminate service 30-90 days prior to the end of your agreement. If you fail to provide this letter of intent, the contract can auto-renew, and most contracts renew for an additional 12 months. Make sure you understand the cancellation procedure even if your agreement is about to expire.

        Breach of Contract

        It is possible to break a service contract, but like most contracts, it isn't easy. Contracts protect the customer and the provider. The only way you can get out of a service contract is with gross negligence on the part of the provider. This doesn't mean their service is slow or that the machine breaks down too often. Gross negligence would have to be more extreme, like the provider not maintaining the equipment at all and never coming out to fix your machine. Make sure you understand how often your copier should be serviced and know if your agreement is appropriate for your equipment; otherwise, you may expose yourself to extended downtime, without any recourse.

        Keep in mind that a quality service provider will do what they can to keep your business and build brand trust, even if that ultimately means objectively admitting their faults and allowing you out of your service agreement.

        Early Termination

        Many copier dealers and manufacturers will place penalties in their contracts for terminating early or breaching their policies regarding the termination process. Some only administer penalties if you breach their policies, and others will hold you to finishing your entire agreement, even if you switch providers. Before getting into a long contract with a copier company, make sure you know if they have early-cancellation penalties built into their contract.

        How long is the typical lifespan of a printer-photocopier?

        Printers and photocopiers are generally robust pieces of office machinery, with high-end models being designed for very large volumes of printing. With frequent servicing and the use of manufacturer-approved ink, paper and other consumables, there is no reason why a printer or photocopier won't have a considerable lifespan, even up to 10 to 15 years.

        Some parts, such as drums, rollers, belts and print heads may need cleaning or even replacing (which may be included in your maintenance contract), but this is cheap when compared to buying a new machine.

        What is the printing capacity of a typical printer toner cartridge?

        The amount of pages you can print or copy on one toner or ink cartridge varies greatly between makes and models, so there is no hard and fast guideline. As a general rule, manufacturer-approved toners and ink cartridges last longer and are more cost-effective, despite the higher initial outlay.

        You will also achieve a greater yield of printing by switching to a draft or lower resolution output where possible, as this uses less ink. However, for most printers and copiers, you are looking at a few thousand pages per toner. An estimate of yield is usually given with new toners to help you purchase.

        What is the fax number?

        A fax number is a phone number that can be used to contact a fax machine. It looks exactly like a regular phone number.

        Usage

        Fax machines communicate over the phone network to send and receive information. They use audible tones to send and receive information.

        Many offices have both a fax number and a phone number. Although fax operates over a phone line, it is a different phone number as fax services can interfere with services such as voicemail.

        How Does a Wireless Fax Machine Work?

        Fax machines may seem ancient but are still used all the time in business or other times when documents need to be sent.

        There are many services that will send a fax for you if you don't do much faxing. But what about the person who does a lot of faxing needs a fax machine and wants to go wireless? With technology such as VOIP, the fax can now be sent over the internet with no landline or be set up with a wireless dongle for an existing landline.

        How do I send a fax?

         

        Sending a Fax with an Online Fax Service

        With fax becoming less of a common method of communicating, many people are moving to an online fax service for their faxing.

        An online fax service offers some the same features that a fax machine provides, with the added benefit of being able to fax online, wherever you have an internet connection. If you already have an online fax service, then use the following quick guide to sending fax:

          • Open the program from the online fax service provider that you use.
          • Select the file that you want to fax
          • Enter the fax number that you want to send to
          • Press "Send."
          • Wait for the document to finish transmitting.
          • Send another fax, or close the program.

         

        Sending a Fax with a Fax Machine

        To send a fax with a fax machine your fax machine will need to be properly configured.

        We have put together a full guide on how to use a fax machine to help ensure that your fax machine is properly configured, as well as certain settings that you may need to consider. Once your fax is on and configured, then you will be ready to send your fax.

        To send a fax with your fax machine:

          • Place the document you want to send in the document feeder. There is usually a small icon that will show which was is "face-up" for sending your document.
          • Enter the fax number you want to send to, including and extensions to dial externally, and any international dialling codes.
          • Press Send or Go (depending on your fax machine model)
          • Wait for the fax to finish scanning and sending your document.
          • Take your confirmation page (if you have the feature enabled)
          • Take your original document with you.

         

        Sending a Fax with a Computer

        Most computers these days have the ability to double as a fax machine.

        While we primarily the use of an online fax service when using a computer as a fax, some people still use their computer as a direct replacement for a fax machine that typically sits on a desk. We have put together a full guide to enabling and configuring fax services on your computer, including Windows XP, Vista, and 7, as well as Mac OSX and Linux operating systems.

        If you already have a fax service installed on your computer, then usually the process of sending a fax with a computer goes as follows:

          • Open the program you want to use to fax
          • Select the document that you want to have faxed
          • Prepare a cover page to put on top of that document.
          • Select the option to "fax""
          • Enter the fax number you want to send to
          • Select the option to "send."
          • Wait for the document to finish sending.
          • Send another fax, or close the program.

         

        How to connect a fax machine?

        Connecting your fax machine to your network lets you fax important documents and invoices directly from your PC without having first to print out the documents. Wireless networks provide greater flexibility for where you can install your fax and what PCs can access it. You will, however, need to keep your fax close to your router, so it has a strong wireless connection and properly receives the data you want to fax.

        Establishing A Connection

         

          • Choose the "Wireless" network connection option on your installation wizard. This will appear after your drivers are installed or after you've reset your PC.
          • Select your wireless network from the list provided and click the "Next" or "Search" button. This tells your PC to look for the fax machine on your network.
          • Select your device from the list and click "Next." If your installation wizard asks you to change firewall settings, click the option to change the port settings to enable your device and select your device from the list. You will not need to adjust port numbers or other information from this installer.
          • Click "Install" if your wizard prompts you to install a driver. This applies the drivers you've already downloaded to the fax on your network.
          • Select the option to set this fax machine as your default fax. If it is a multipurpose machine, you can also set it as your default printer.
          • Click "Finish" to end the installation. You may be prompted to reset your computer again. After resetting, log in to your computer as an administrator to complete the installation process.
          • Send a test fax to see if your machine is properly working. Fax machine manufacturers operate test lines specifically for this purpose, and the number can be found in your manual.

         

         

        How does a wireless printer work?

        A wireless printer uses a wireless network connection to print from different devices. This allows users to send documents to the printer from computers, smartphones, and tablets without having to connect them via cable or transfer files between devices beforehand.

        Wireless printers are also known as WiFi printers as they often use wireless networks to receive communications. Other technologies used are Bluetooth, Personal Area Network (PAN), Near-Field Communication (NFC) and Cloud. This makes printing quicker and easier, particularly for those with mobile devices. Users can send documents instantly. For example, they could take a photograph on a smartphone and print without having to connect devices.

        Because the internal procedures of the inkjet printer are more simple than the ones of laser printers, they intend to be much cheaper. It is a fact that inkjet cannot print as quickly as laser printers. However, they can give the much better print quality of the photos. So this technology will be the right choice for those who are looking to print their images from DSLR or phone at home.

        On the other hand, lots of inkjet printer owners were disappointed by their printer's reliability. Extra small moving parts partially cause this can break. The small nozzles that were mentioned before can clog easily. Another confusing thing about the inkjet printers is the business model of their manufacturers. The printers themselves are frequently sold for the price that is lower than their cost. That is why the ink usually refills cost a lot. Some manufacture program microchips inside of the cartridges to request ink refill even when the cartridge is not empty.

        But things are getting changed slowly. You can find alternative systems that can be integrated into your printer instead of the cartridges.

         

        What is the difference between photocopy and print?

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          Printing & Photocopying, what's the difference?

          There was a time when photocopying is something you do not consider an option for your printing materials. That you would rather have them printed and spend more money to have a presentable print result, it cannot be denied though that copiers are getting more sophisticated and going digital as time goes on. This development is indeed creating a thin line between photocopying and printing.

          Photocopiers are standard pieces of office equipment and have been since the 1970s. As technology has developed, the majority of photocopiers in offices today are 'multifunction' devices. It can be hard to distinguish the difference between a photocopier and a scanner as they appear to operate in similar ways, yet the method of output is vastly different.

          The beginning processes of photocopying and scanning are identical. You place a document on the platen - the flat glass surface on the top of the device, or in the document feeder (which allows multiple sheets to be copied or scanned at once). You then push a button and the machine acquires a digital image of the document.

          The next stages of the process are quite different, however. If the machine is a photocopier, it merely prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image and transmits it to a computer (via email or network), or stores it on a USB or memory card.

          Copying documents is a simpler process than scanning. Most photocopiers require users to press a button to start the photocopying process. Additional buttons are available to change the print quality or increase the number of copies. In contrast, scanning requires users to have a basic knowledge of computers to manage the transmitting, storage and editing of scans. When you press the button for scanning, you may be faced with a pop-up message, asking you what to do next - scan to folder or email.

          Scanners are the tool for business owners that want to go 'paperless', yet if the paper is your medium of choice for document transmission and recording, then a copier will suffice. However, any devices combine the two functions today. Multifunction devices combine a printer, copier and scanner into one device, giving you all the options, as well as the option of fax.

          In photocopying, especially digital photocopying, a fast turnaround is given not only in large quantities but also in smaller ones. Copy shops now have more machines ready to cater to the copying needs that people require. This saves their customers the trouble of waiting in line and wasting a lot of their precious time. Besides that, preparations are not anymore needed as digital copiers are always ready for the next copy job. Moneywise, fixed and affordable prices are associated with the number of copies the customers may wish to have. This makes copying more ideal for lower quantities than for larger quantities.

          In printing, on the other hand, a printing job will take longer because of the pre-press preparation that should be done initially. Direct-to-plate printing could have done the printing job faster but only a few printing companies offers this kind of service now. If people choose this printing type, they would have to wait for the others who may want to have the same service. The customers can get the best quality in prints that the company can offer using their sophisticated tools. The money you pay for is justified by the best result you will get.

          Comparing these two in terms of quality, printing wins hands down. You would not be able to get the same or even close to the quality of printing in copying. You can have a variety of paper stocks to choose from that will best suit your printing needs. The cost is the downside, though. Printing is much more expensive, and only the people with enough budgets can afford having them done this way.

          Photocopying, obviously, is cheaper. If time is a consideration and not the quality, this is how you should go about reproducing your project. Also best for small amounts and budget-conscious people.

          Printing and photocopying have their advantages and disadvantages that can be likewise compatible with what suits the needs of their customers. It will all sum depending on the different needs that different people have. Knowing these facts would surely help them decide which is best for their printing needs.

          What Is Photocopying?

          A copier is a photocopying device that allows users to make duplicate copies of a document or an image, that too cheap. Copiers use xerography technology that is similar to the technology used in a laser printer. The printer is a peripheral device that creates a solid copy of the digital data that is represented on the computer screen. Printers can be used to connect to a computer using a USB or wirelessly.

          A copier is a machine that makes exact copies of something along the lines of a document, photograph, drawing, etc. The very first basic copy machine was released onto the market around 1959. Although they are not as popular as they once were as individual pieces of technology, copy machines can still be found being used in many places.

          You could expect to see one in many of the same places that you would see a printer. Despite similar technology, they serve a much different purpose. For example, a professor may use a copy machine to make copies of a chapter in a book for a class homework assignment. This situation would call for a copy machine instead of a printer.

          In the previously mentioned scenario, it can be assumed that the professor has a physical copy of the book needed. The copy machine would be used because the professor would need exact copies of the chapter in the book. In a slightly different scenario, maybe the professor wants to share an article that they found on a webpage with the class.

          A printer would be used in this case because the information needed is on a computer. Technically speaking, the professor could make copies of the article with the printer. However, it would certainly not be the same as making the copies with the photocopy machine.

          When thinking about creating duplicates for a document, two things come to mind; one can print two or more copies or one can photocopy the original document. These two options are because of two devices a copier and a printer. With the increasing technology, many people are confused in these two different devices as many multi-purpose printers come with copier features. It's quite simple to distinguish as a copier's main purpose is to make duplicate copies, while a printer's main goal is to print. However, a multi-purpose printer is able to do both and much more.

          A copier is a photocopying device that allows users to make duplicate copies of a document or an image, that too cheap. Copiers use xerography technology that is similar to the technology used in a laser printer. Xerography is a dry process of creating an image by applying toner and heat to the paper. The purpose of a copier is to create a duplicate document that is available faster and cheaper. Copiers were an alternate option to printers, which were initially expensive and time-consuming. Modern copiers have become multi-purpose and are available with features such as printing, faxing, stapling, hole punching and other capabilities. Patent attorney, Chester Carlson invented copier. It was also popularly known as Xerox machines with the process being referred to as Xeroxing for a while, before the Xerox Company fought to keep the trademark from becoming genericized.

          A copier is usually a vast device that takes up room and can duplicate multiple different types of paper and documents.

          The device works in 5 steps:

           

          1. Charging
          2. Exposure
          3. Developing
          4. Transfer
          5. Fusing

           

          A cylindrical drum present in the machine is charged electrostatically by a high voltage corona wire. The drum then develops photoconductive material. A bright lamp scans the document that is to be copied and reflects the white areas of the form on to the photoconductive drum. The photoconductive drum becomes conductive when exposed to light. The black portions on the document do not reflect, and that portion on the drum remains negatively charged. The negative charges pick up the positively charged toner, which is then transferred on to the document and fused by heat. Viola! The form is copied and printed.

          Photocopiers don't use liquid ink; they use what's called toner, which is a dry powder contained in a cartridge. While the process is pretty complicated, it's basically a combination of light, heat and static electricity. In ultra-simple terms, photocopiers use light to illuminate the image or text be copied, then charges the toner with a positive charge. At the same time, the page itself carries a negative charge to attract the toner. The charged toner jumps to the page while heat fuses the toner to the paper.

          What is a Printer?

          The printer is a peripheral device that creates a solid copy of the digital data that is represented on the computer screen. Printers can be used to connect to a computer using a USB or wirelessly. One printer can also be connected to many computers allowing all computers to be able to print on that printer. Many newer printers are also able to support memory cards, digital cameras or scanners. Higher-end models for offices also come with other features such as scanner, copier and fax. These models are known as Multifunction printers.

          A printer is defined as a machine for printing text or pictures onto paper, especially one linked to a computer. Now indeed you have at some point used, or at least seen a printer. They are widely used around the world in a multitude of spaces and for an extensive range of purposes.

          A few places that you are almost guaranteed to find a printer include schools, offices, libraries, photography studios, design studios, and a million other locations. They can be used to make tangible printouts of almost anything, from essays and webpages to posters and photographs.

          Printers take information from a device, such as a computer or a cell phone, and transfers the data onto any given paper type. Different types of printers have been created to tailor to specific industries. Some of the most popular printers are inkjet, laser, solid ink, and LED.

          They each have slightly different qualities that make some of them better suited for the printing of high-quality photographic works versus being solely used in an office setting.

          There are various different kinds of printers that are available. These printers are classified depending on the type of technology that is used in printing. Technology includes Toner-based printers, Liquid inkjet printers, Solid ink printers, Dye-sublimation printers and Inkless printer. Toner-based printers use dry powered toner as ink, which is then fused on the paper by hot rollers. Liquid inkjet printers use liquid ink that is heated into a vapour bubble and then sprayed onto the paper. Reliable ink printers use thermal transfer technology and use solid sticks of colour that are wax-like in texture; these inks are melted and then sprayed on a rotating, oil coated drum, which passes the image onto the paper. A dye-sublimation printer uses heat to transfer dye to a medium such as a plastic card, paper or canvas. Inkless printer printers work by heating regions of a heat-sensitive form that creates images or text on it.

          Many believe that printing multiple copies is more expensive than photocopying it. However, it depends on the number of documents, pages and the data on the paper that need to be printed. If many copies are to be published, then copiers are usually a cheaper option. However, if only a few pages need to be printed, then printing becomes much cheaper. Another major difference between the printer and the copier is quality. Printers usually produce high-quality images as they use the inkjet process (which is also available in copiers but quite rare), while images are produced using xerography are low resolution.

          Copying vs Printing

          When some of us think of copying, we think of placing a sheet of paper face down on the glass of a copier and keying in quantity on the control panel, pressing start and waiting for the copies drop into a tray on the side of the machine. Others may imagine even dropping coins into the device at a dime or a quarter a copy! The process is actually called photocopying and describes the process of transferring images and information to paper with toner, a dry agent that is transferred electrically and adhered to the page in a heated process. Copiers have evolved in the last 25 years from the descriptions above.

          Copy machines with document handlers were designed to accept stacks of paper so multiple page documents could re-circulate again and again for each copy that was made. Machines got bigger and faster, accepting larger quantities of paper and going longer between paper jams that seemed to be unpreventable. Copy machines still exist and still make copies, but most produced these days are utilized as printers connected to a network of computers and incorporated with scanning and fax capability. Colour copying too has evolved, and colour printers are becoming more common, although still more expensive to operate than basic printers.

          Documents can be shared electronically now over networks and emailed from one user to another. And when paper copies are needed, the document can be sent to a multi-function printer designed to collate, staple, 3-hole punch and even stitch into booklets. The document goes straight to the printer from the user's computer, and each "copy" is actually an original "print"! So the term "Copying" is often misused referring to "Printing", not to be confused with offset printing where images are transferred in ink from a plate to a blanket to the sheet. But that is another story for another day.

          Photocopy And Print Cost?

          While photocopiers generally cost more upfront than copiers, the per-copy cost when running a photocopier is much less. For example, a single toner cartridge typically produces thousands of copies, while an ink cartridge only gets you to the hundreds-of-copies range. However, the real cost to you and your business depends on how often you make copies. A good way to put everything in perspective is to determine how much it costs you to copy each page. To do this, determine how many copies you regularly make over a certain time period, such as per month. Then find out how much an ink cartridge costs as well as how many copies it yields per cartridge, on average. Do the same for a toner cartridge. Divide the cost of the cartridge and toner by their respective yield rates, and that's the per-copy cost. Multiply that by the number of regular copies you make to tell you how much you're spending.

          Can I throw away an old printer?

          Posted on by Oak & Bluebird
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            Should you throw away an old printer?

            When your copy machine or printer finally bites the dust or is replaced with a new model, you may be wondering what to do with your old machine. Many people don't know that these machines contain materials that can pollute the earth, and incorrect disposal of them is incredibly hazardous to the environment. Read on to learn how to dispose of a copier or printer properly.

            At an increase of about 8 per cent per year, electronic waste, or e-waste, is the fastest-growing segment of the Australian waste stream. Contributing to the problem is the fact that less than 10 per cent of electronics such as printers, fax machines, etc. are recycled - the remaining 90 per cent end up in incinerators or landfills where their harmful toxins are released into the atmosphere and can then cause harm to your health. Instead of allowing these chemicals (including mercury, arsenic, lead, cadmium, and selenium) to enter our air or water supply, consider the following alternatives.

            National Television and Computer Recycling Scheme

            E-waste recycling services are provided across metropolitan, regional and remote Australia as part of the Australian Government's National Television and Computer Recycling Scheme. This industry-funded scheme makes it easier for people to have their televisions, computers, printers, computer parts and accessories recycled for free.

            Where can I recycle my TVs and computers?

            The NTCRS provides around 98 per cent of Australia's population with reasonable access to collection services for televisions and computer parts. Location and opening times for recycling and collection services are determined by the organisations who manage them, with flexibility provided to suit local circumstances. Services may include a permanent collection site at a local waste transfer station or retail outlet, or one-off recycling events. These may be operated through local council or resource management centres. Services are free for households and small businesses, while charges may apply for larger businesses. Not all drop-off points in Australia are part of the scheme, and fees may be payable at some locations. Contact the providers below or your local council for details.

            Planet Ark maintains a database of television and computer drop-off points. Search for recycling near you:

            Four organisations have been approved to deliver recycling services under the scheme. For more information, including details of the collection services and drop-off points they provide, visit their websites:

             

            Printers are common computer accessories, and like most accessories will begin to experience performance loss and other problems over time. Whether you replace a printer because a newer model has additional features or because the old printer no longer works, you shouldn't simply throw the device into the trash once it's no longer needed. Proper disposal of computer accessories is environmentally friendly, and you may be able to help out a good cause by doing so as well.

            When your printer comes to the end of its life, where does it go? Are there recycling options? Do you toss it in the garbage? Most people don't think of what happens to their trusty printer once they're ready for a new one, but as with any other type of waste, your business needs to know how to dispose of a printer properly.

            Getting rid of old printers is like getting rid of other electronics - you can't just throw them out. Printer ink cartridges contain toxic substances, and many states have legislation against the disposal of electronic waste (e-waste). Businesses that illegally dump electronics can face huge fines. 

            So how do you get rid of those old printers that are sitting around collecting dust and cluttering your office? You can recycle them, donate them or sell them. Here's how.

            Hazards of E-Waste

            If printers aren't disposed of properly, printer components containing potentially toxic materials are placed in landfills or incinerated, allowing these materials to leach into the soil or enter the air like ash. In addition to chemicals in the ink and toner used by printers, circuit boards and other components can contain hazardous metals such as lead and mercury. 

            Printer Preparation

            Before disposing of a printer, make sure that any SD cards, removable memory or other add-ons have been removed from the printer. Remove the print cartridges from the printer, disconnect USB or other connecting cables and remove the power cord. The print cartridges should be disposed of separately through a recycling program. At the same time, the USB cable, power cord or other cables can be reused by other electronics or disposed of separately. If the printer is still in working condition, include the power cable with the printer when dropping it off so that it can be refurbished if that is an option.

            Check recycling drop-off point providers to confirm what's accepted in each location. Drop-off points may also accept other e-waste such as mobile phones, batteries and electronics.

            Where can I recycle mobile phones?

            The following government-accredited organisation delivers mobile phone and accessory recycling. Visit their website to find out about their collection services and drop-off points.

             

            Where can I recycle other products?

            You can search the Planet Ark database to find out where to recycle other products such as printer cartridges, batteries, light globes, paint, whitegoods and plastic.

             

            Further information

             

             

            Proper Disposal

            Once the printer is prepared for disposal, it should be taken to a centre that specializes in the recycling and disposal of electronic waste. These centres process the printers they take in, disassembling them and cleaning the parts to remove any link or corrosion that may have accumulated during the printer's lifetime. Recyclable plastic, metals and other materials will be separated so they can be properly recycled while any materials that cannot be recycled will be disposed of safely. Depending on the options offered by the recycling centre, you may be paid for the materials in the printer you bring in.

            Manufacturer Buyback Programs

            Some printer manufacturers offer buyback and recycling programs, eliminating the need for you to locate and visit a local recycling facility. Manufacturer buyback programs typically require you to visit the manufacturer's website to receive a quote and print a shipping label; in most cases, these buyback programs will accept printers from other manufacturers as well. Though you are responsible for packaging and shipping out the printer, the cost of shipping is typically paid for by the program. Once the manufacturer receives your printer, you will be paid based on the condition and model of the printer if the printer still has commercial value. In some cases, you may be able to drop off the printer at a retail partner of the manufacturer to eliminate the need for shipping.

            Recycling Print Cartridges

            Print cartridges are typically recycled separately from printers themselves to keep them and any ink they contain out of landfills. Many retailers that sell print cartridges offer drop boxes where used cartridges can be placed for recycling, and several printer manufacturers offer mail-in recycling services as well. Recycling print cartridges ensures that any ink remaining in them is drained safely and that the cartridges themselves are broken down and cleaned before any components are recycled or disposed of.

            Donating Printers

            If a printer is still in working condition, consider donating the printer instead of disposing of it. Some organizations accept donated computer equipment and, after performing testing and refurbishing if necessary, then distribute it either to programs or to lower-income families with school-aged children or others who would benefit from having access to basic computer equipment at home. Other organizations operate thrift stores or other sales outlets and sell working used equipment as a way to raise funds for community services.

            What to Do Before Disposing of an Old Printer

            When your printers or fax machines have been rendered obsolete for any reason, you may not be experienced in the proper guidelines for disposal. Handling potential electronic waste is a crucial process, and companies may require internal standards to be met alongside state and federal guidelines for e-waste removal. 

            Printers have removable components like print cartridges that may be required to be removed or recycled depending on the method of disposal. 

            Preparing a printer for disposal streamlines the process for all parties involved. Components like ink cartridges must be removed and recycled if possible beforehand. Cartridges left behind may complicate the e-waste recycling processor could be a hassle to replace for a donation recipient. 

            Almost all modern printers contain highly customizable software, allowing the user to set preferences for many printing/copying functions. Restore your old printers to factory default settings, especially before donation. Always remember to include critical accessories like print trays and power cables with the device. 

            Recycling Options

            If you are asking yourself, "How do I dispose of a printer?" The three main options that you have been selling, recycling, or donating the printer. In this section, we will discuss the various recycling options that you have. If you are looking for a quick way to dispose of your printer, recycling tends to be the best method of disposal. People often answer the question of how to dispose of a printer with recycling. However, those people are not fully aware of how or where your printer can be recycled. 

            Recycle Your Old Printer with a Retail Store

            Some of the most convenient options for printer disposal are as close as your nearest electronics store. Many big-name retailers feature electronic recycling programs that take the hassle out of the process for consumers and businesses alike. 

            Retail recycling programs will harvest out-of-use devices for valuable components for future use. 

            Local Recycling Centers for Quick Printer Disposal

            If your local recycling centre accepts electronic waste, your printer will most likely be an acceptable item for disposal. Many local recycling centres have dedicated electronic waste receptacles and may even offer a cash sum in exchange for materials. 

            If you're not sure whether your local recycling centre takes e-waste, you can verify via their website or call them on the phone. If a recycling centre doesn't accept your device(s), they will likely be able to direct you to one that does.

            Dedicated e-waste recycling vendors will be able to assess your needs based on the type and amount of electronics that you need to dispose of. 

            Recycling Print Cartridges

            Print cartridges are typically recycled separately from printers themselves to keep them and any ink they contain out of landfills. Many retailers that sell print cartridges offer drop boxes where used cartridges can be placed for recycling, and several printer manufacturers offer mail-in recycling services as well. Recycling print cartridges ensures that any ink remaining in them is drained safely and that the cartridges themselves are broken down and cleaned before any components are recycled or disposed of.

            How to Dispose of a Printer

             

            Selling Your Printer

            How to dispose of a printer is a worry of the past. There are so many options when it comes to selling your printer. Just think about it, selling a printer that is still in good working condition can help you offset the cost of a new printer. In this section, we will discuss your options when it comes to selling a used printer.

            Manufacturer Buyback Programs

            Many manufacturers such as Epson, Canon, HP, Sony, and Samsung offer e-waste recycling and take-back programs. These types of programs will eliminate the need to locate and visit a recycling facility. 

            To participate in a manufacturing buyback program, you will need to visit the manufacturer's website to get a quote on your printer. Keep in mind that most manufactures will recycle other printers as well. 

            You will be responsible for packing up the printer and shipping it back, but the program typically supplies you with a free shipping label. Once the printer reaches the manufacturer's facility, they will inspect the printer and offer a payout based on the condition and decide if the printer still has commercial value. 

            There are some cases where you may be able to drop the printer off at a retail partner of the manufacturer, which will eliminate the need to ship the printer.

             

            Alternative Methods of Selling a Printer

            Working with a manufacturer buyback program is not the only way to sell your old printer. Here are some alternative methods when wanting to turn your printer into cash.

            If your printer is not working, you still have some options. You may be able to sell it to someone who refurbishes electronics. There are loads of people who sell parts. It is all about doing the research and seeing if your printer has any value. If it is an older model, then it may not be worth it. You may want to opt for recycling.

            While selling your printer may take a little bit of your time, it is a great way to offset the cost of a new printer. Printers are expensive, and most will have you investing hundreds of dollars. This can be a big deal for small businesses.

            When pricing out your printer, make sure that you look at similar models and what they are currently selling for on the platform that you are using. This will help you get the proper value for your printer and give you the best chances of selling it to a potential buyer.  

            Donate Used Printer

            Is any of your out-of-use printing equipment still functional? Perhaps the company you belong to is revamping its office supplies, and you're left with perfectly capable older units as a result. Printers can be donated to schools, recreation centres, community organizations, thrift shops, as well as charities and nonprofits.

            Electronic donations can also provide extra benefits. Donating to an organization in need is a noble deed, and the good press that goes with it can be a strong positive for a company's public relations. 

            Recycling a printer is a great option, but if you can repurpose a printer that is in working condition, you can help out another organization that is in need. If you cannot find any local organizations to give to, there are specialized electronic outreach programs. 

            Don't have the misconception that your printer is worthless because it is not functioning properly. Some many charities and organizations will take non-working electronics to have them refurbished. While you're at it, take a look at other old equipment that you have laying around. Most of these organizations will also accept computers, monitors, and other old electronic devices.

            Always Avoid the Trash Heap

            I won't go into detail here, but remember that, other than the buyback programs noted above, you have plenty of options for selling your used printer if it's still in decent condition. This is especially true of well-built, higher-end business-oriented printers and AIOs, as well as professional photo printers. Beyond the buyback programs mentioned here, the web is loaded with sites for selling your used tech, with the most common and recognizable being Amazon, Craigslist, and eBay.

            But if your printer has hit the end of its life, or you're looking to do something altruistic, donating or recycling are easy options. Legislation has been enacted in 25 states establishing electronic-waste recycling programs, and many printer manufacturers and sellers have gone to great lengths to be responsible about disposing of their customers' second-hand wares. The good news is that it's relatively easy to find a way to keep these machines and the material from which they're constructed from doing more damage to the environment than necessary. Whether donating, recycling or selling it for cash, there is no shortage of ways to keep your printer out of the dumpster. Please do the right thing when the inevitable end of its service life comes.

            Outdated and out-of-use electronic devices that aren't handled properly can range from an inconvenience to a sizable liability. Now that you understand how to dispose of a printer, you can put a plan of action in place. Whether you are an individual or a member of an organization, you should maintain a simple plan for handling old printers - not only to stay ahead of the curve but to mitigate any potential legal/financial issues from improper e-waste handling. 

            Some options for printer disposal may not be convenient for your specific needs - perhaps your nearest recycling centre is just too far away, or your old devices don't fit the donation requirements for your local nonprofit. 

            Whichever method you choose, our professionals at Ok can help to point you in the right direction to get your old printers and fax machines out of your hair and give them a renewed purpose. 

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