keeping your printer in top condition

How To Keep Your Printer In Top Condition

Printers are no doubt an important machine in any office or business. Despite the stronger inclination towards digitalization, no one can deny an organization’s need for a well-functioning printer.

The latest printer models have been updated and upgraded with incredible specs and functions. Some of these convenient innovations include faster production, wireless printing, and all-in-one printer and scanners.

The different functions and settings of a printer can confuse anyone and can sometimes cause complications. Improper use of these kinds of machines can expose it to damage, malfunction, or system error. This can happen regardless of how expensive or sturdy the printer is.

Despite the wide range of printer models available , each with their unique advantages and functionality, replacing a printer can still cost you a lot of money. This is why certain steps must be taken to ensure that any printer works at its best at all times. There are some simple but effective ways to keep  printers  in top working condition. Here are some of the things to consider when caring for your machine.

1. Keep Your Machine Clean

One of the ways to keep your printer running in prime condition is to ensure that it stays clean. Most printer issues are caused by dusty or dirty machines. Neglecting  to clean a printer for too long  can largely affect its output. K Cleaning your printer at least onece or twice a month is one of the easiest ways to prevent malfunction, damage, or jamming.

It will not only prolong its lifespan, but give you the best printing results every time. Each machine is different so make sure you check with your printer provider or user manual on the right ways to clean your printer and the proper materials to do so.

2. Regularly Check For Paper Jams

Aside from keeping a clean machine, you should regularly check under the hood of your printer for jammed paper. Any material stuck in the machine may not be evident right away so make sure to periodically take a look inside  for any objects that don’t belong.

A maintenance kit can help you check for any paper stuck inside your printer without unnecessarily removing or touching a machine part. In addition to paper, residual ink may find its way to other parts of a machine where it does not belong. Getting materials stuck in the machine will affect its speed and output quality. If left unaddressed, it can also damage  parts that can be costly to replace. Routinely checking for foreign objects inside of your printer can save a lot of potential headache and expenses in the future.

3. Choose The Right Cartridges

Choosing the right ink cartridge for your printer is another simple but important way to keep your printer running properly. With the overwhelming number of ink  cartridges to choose from, it can be overwhelming to finda replacement l. It can become tempting to lean toward off-brands, or special deals, but you must be careful that you aren’t sacrificing the print quality..

Every printer must be refilled with the cartridge it’s compatible with. Incompatible cartridges can jam your printer and cause the machine to fail, or worse, break it entirely. If it does work, it might produce sub-standard output that you will likely leave you dissatisfied.

If you are looking to save money, try having your old cartridges refilled by authorized dealers that often advertise special deals If your budget allows, you can also save by getting them in bulk. Same goes for picking the right paper for the document to be printed. By choosing the right materials, you can keep your printer running well, while producing the best possible output.

Planning to Upgrade Soon?

If your business requires a high amount of print production each day, it might be time to switch to a machine that adequately fits your needs. Caltronics has an extensive catalog of digital press and multifunction printers to choose from. You can also consider one  of our other print solutions, such as document management, production print workflow, and web submission services, to help take your business to the next level with a higher quality and more efficient production.

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Making Document Management Fun and Easy

Despite offices becoming more and more digital, documents hard copies are often still important, but they aren’t ideal for work collaboration. A lot of people now rely on online communications despite being in the same office or floor. This creates a higher possibility of misunderstandings or miscommunications regardless of the business.

Keeping documents at the ready can save operations from that. Troubles with communication can cost a business time and resources. A great document management system will outline the proper storage procedures for hard copies as well as for their electronics counterparts.
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How To Get The Most Cost-Effective Managed Print Services

Choosing the right managed print services provider depending on your needs will allow you to produce large quantities of prints or documents efficiently and save time and money in the process. Of course, cheaper services are not always the best way to go, as you may end up with bad prints. Before selecting a managed print service, here are some steps to take to ensure that you find the right balance between high quality and cost-effective.

Compare Costs

Since there are no one-size-fits all packages, managed print services are highly customized to your business needs. You’ll want to put together some basics about what services you need before contacting any service providers.

Things to consider include the volume of prints, when you will be needing them, the material to be used, and even how much colored ink your design will need. Don’t settle for the first quote that fits your budget. Asking for quotes ahead of time will allow you to check with more suppliers and find the best price. You can ask for sample prints and include those in your comparisons.

Create A Production Estimate and Plan

Rush jobs cost extra, so strategic planning can really help you cut back on costs without sacrificing quality. Plus, by creating your estimated print or copy volume, you can forecast printing expenses in the coming months and create backup plans in case of difficulties with the production or any other issue you may face during your next printing runs or projects.

Scheduling your prints and orders ahead of time will also allow you to save some money and even get discounts as rushed orders will cost you more. If you’re about to place your first printing order, take that opportunity to learn about all cost factors. Some examples are equipment, materials, and the quantity needed.  A larger corporation printing thousands per day may charge you a bit more for smaller orders. So, if you have lower volume demands, consider working with a company that is used to dealing with smaller orders. Use this information to create pricing estimates and even compare costs in the future.

Learn How to Negotiate

This may not work for every managed print service provider out there. However, learning how to enter into a negotiation alone can help you work with the company in coming up with the best deal or package based on your needs.

Talking with managed print service providers will also help you find the quality you want for your prints. You can even negotiate and strike a long-term deal with a certain vendor if you’re going to be requiring their services more than once. Becoming a loyal customer may give you first dibs on special offers and the ability to strike even better deals in the future.

Printing Getting Too Much To Handle?

Is your printing production getting more demanding every day? It might be time to consider managed print services. Contact Caltronics Business Systems to see how we can help.

How To Cut Printing Costs

How to Cut Printing Costs

When looking for ways to cut and reduce costs, you may not consider the things that are commonly used and needed in your office or business. However, doing so will allow you to discover unexpected but great ways you can save money.

If you’re looking to cut costs around the office, you don’t have to do it alone. You can involve your coworkers and employees by setting up simple but effective guidelines that will cut printing costs in your office. Printing is an important and necessary part of almost any business, but if the use of equipment and materials are properly managed, it doesn’t have to eat up a huge portion of your budget.

Here are some simple way to cut printing costs.

1. Recycle

A great way to start cutting your office printing budget is to promote recycling among your employees. Encourage them to print only when needed and to print on recycled paper whenever possible. If you save as many as 10 pages per person every week, imagine how much you will be able to save in one year by cutting down paper, ink, and energy costs. Another way to promote recycling is to ask employees to re-use printed materials. For example, if you accidentally print out too many copies of a document, try using the extras as scrap note paper instead of reaching for a fresh notepad.

2. Scan. Don’t Copy

With the help of a multifunction printer with scanning capabilities, you can start digitizing documents in your office. You will be able to save a lot of paper and ink by sharing documents electronically instead of constantly printing new copies. Scanning documents also ensures that documents are never lost, as they are always available electronically. As an added bonus, you can free up space around the office by filing more things electronically as opposed to in bulky filing cabinets. Some scanners also work with software to make documents searchable, which can greatly increase productivity. Instead of thinking “hm, what page did I read that on?” you can search the document in a matter of seconds.

3. Produce Materials in Bulk

If you’re in need of printed materials that you will use for a long time, you can produce them in bulk. Ordering them in small quantities every once in a while will cost you more in the long run. Bulk orders are discounted, thus offering you more savings. If you are printing the materials in-house, you can also use paper-saving measures such as printing on both sides of the paper, or even using formatting options such as foldable pamphlets that may allow you to fit more text on a single page.

4. Print on Both Sides and in Black and White

In case you really need to print out documents for approvals, presentations, or other important purposes, consider printing on both sides of the page. This will save you a lot of money on paper alone. Printing in black and white will also significantly cut down your costs. While most people tend to focus on the amount of paper used, ink is actually the more expensive material.

Consider setting up two printers in your office, one for color prints and one for black and white. The Black and white printer can be set as the default for everyone in the office, which will help you avoid accidental full-color prints. By requiring employees to specifically choose to use the color printer, you can be sure that color ink is truly needed. You can also restrict access to the color printer so that only specific employees will have authorization to print in color.

5. Set Up Printer Usage Protocol

You can also save a lot of money if you can minimize small printing mistakes. Provide complete instructions on proper printer use to prevent printing errors such as malfunctions and inappropriate print settings. You can even assign someone to turn it off after use. Setting up protocols and guidelines on printer usage will help you keep track of costs, prevent unnecessary use of your supplies, and find opportunities to cut more costs.

Finding The Right Solutions

Caltronics can help you find the right equipment or managed print solutions for your business! Check out the rest of the services here or contact Caltronics for more information.

better printers deliver better return on income

Why Better Equipment Delivers Better ROI

Any smart business will put a heavy focus on optimizing their return on investment or ROI. After all, no one wants to invest a large amount of money and see no returns.

One of the many ways to improve one’s ROI is to invest in better equipment. While it may seem like a no-brainer to some, a lot of businesses today are actually still relying on old and faulty equipment. Regardless of the nature of your business, the right equipment can end up paying for itself in a variety of ways.

Faster Productivity

This is a digital and wireless world, so your equipment should be able to keep up! For a printing business, the latest digital press equipment will be able to produce twice or thrice as many prints in a short period of time. An office with a large amount of employees sharing the same printer would benefit from a wireless printer that’s capable of receiving multiple printing jobs at the same time.

This will allow the business to accept more jobs and spend more time on other important tasks, resulting in much more productive days. No more time wasted standing by the printer waiting for your prints – updated wireless printers can show you exactly where you are in line so you can continue working and pick up your prints when they are ready. These types of printers are also much easier to use and understand. While digital and more high-tech printers feature more benefits and specifications, they are created with user-friendliness in mind.

Fewer Repair Costs

As printers and copiers age, they start to have more and more problems. Paying for repairs on the inner workings of a machine can get expensive quickly. Investing in a new machine can save you money and frustration. Plus, with less down time, you can focus on your work and avoid delays.

Over time, small but consistent repairs and maintenance on broken parts, ink cartridges, faulty cable connectors, paper jams, etc. will amount to unexpected costs. Those constant repairs, parts change, and maintenance won’t keep your machine going for long. Soon, you’ll find yourself in need of a new one which will cost you double.

Many manufacturers guarantee that these old repetitive problems are solved with their newer counterparts. Not only that, the latest printers are compatible with a variety of inks which allows you more flexibility when it comes to purchasing ink, which can be one of the biggest expenses when it comes to standard office supplies.

Better Output and Customer Satisfaction

People nowadays show more appreciation for well-designed and produced materials. Customers appreciate seeing professional brochures, flyers, booklets, etc.

Better looking materials allows you to present your company in a better, which will lead to more confidence in your brand and customers that keep coming back.

When it comes to producing printed products and materials, you need updated printing equipment that is designed for the materials you want to create. Once you’ve invested in the proper equipment, you’ll find that there would be less need to allocate budget on repairs and emergency situations that can end up costing you dearly.

Don’t know where to start?

Almost every office needs a strong and durable printer. Caltronics has a complete catalog of compact or multifunction printers, digital presses, and scanners to fit every office or business. You can also let us handle every print and scan job through our managed print services.

Our team is ready with strategic print management, optimizing a print infrastructure, improving and transforming workflow processes, and many more! Just call 800-755-9545 and let us know how we can help.

 

 

Checking your printer's security features

How To Check Your Printer’s Security Features

Have you ever thought of how much information is being passed from your computer to your printer? While it’s just a simple home or office equipment to most of us, it can actually pose unexpected risks when it comes to our personal data and information.

As manufacturers create smarter and more efficient equipment with digital capabilities, data security risks go up. We’re long past the days of clunky, basic printers. They are now capable of being accessed through a wireless network which allows anyone to use your printer and many printers store information, making previously printed documents available to anyone who has access to the machine.

Wireless access is incredibly convenient, but it also presents a security risk which may lead to unexpected data loss.

Data Loss from Printer Security

In a recent report, it was revealed that 6 last year. The report showed average losses of $400,000 per year from printer-related data loss alone.

However, most of these breaches are not caused entirely by outside attempts. In fact, the majority of the reported data breaches came from inside the organizations.

If your printer is accessible to anyone in the office through a network, all the information passed from your computers through your office printer can be accessed by anyone in your office if proper security measures have not been put into place.

As a business owner, you know that not all information should be accessible to everyone within the organization. If you haven’t given your printer security much thought recently, you might want to reconsider now.

Checking for Security Features

Your printer might already have some security features that you are not aware of. Most printers are already installed with basic safety and security features that we often ignore.

Passcode protection

Some printers carry a pass code installation feature. Pass code protection will hold a printing job until you enter the code and allow the document to be released for printing. If you’re a busy person in an office environment, you tend to forget files you’ve queued up which may lead to your document being lost, seen, or accessed by someone else. Adding a pass code to your printer will prevent such from happening.

Device authentication

A device authentication feature will allow you to double check all the devices which are connected to your printer. It will even allow you to monitor and remove certain devices that may pose a data breach to you and your computers.

Such features are usually accessible through the printer’s software. You can check your user manual or reach out to your manufacturer to know more about your device’s unique features.

Data management

Most printers today are capable of storing the information you’ve printed or queued up for printing. This is an obvious risk that you should not take. Printers with data management features will allow you to keep printed information from being opened by anyone and even remove it from a printer’s hard drive if necessary.

Still Using an Outdated Printer?

Not sure if your printer has any basic security features? It might be time to upgrade! There is now a wide variety of highly secure printers depending on your needs. Whether you need a small compact machine or a full-size digital press printer, Caltronics can help you find the perfect machine. Choose from our Konica Minolta or HP office equipment catalog and discover the perfectsolution. For more information and further assistance, you can reach out to Caltronics at 800-775-9545.

 

 

tips to maintain office equipment

Simple Ways In Maintaining Office Equipment

Setting up your office with all the necessary equipment isn’t cheap, so you certainly want to make sure that you not only purchase high-quality machines, but also know how to properly care for that equipment so that it can last for a long time.

Printers, scanners, copiers, and multi-function machines get a lot of use. Dozens of people are putting the machines to work every day, so it can be difficult to keep them in good condition and avoid frustrating breakdowns. If you learn how to properly care for your machines, you can avoid equipment issues that can disrupt the usual workflow at the office.

Regular maintenance checks are important for keeping your machines are optimal efficiency, but there are also a lot of simple ways to prevent your equipment from malfunctioning. Regardless of your equipment or machine’s price or value to your office and employees, always remember to:

Keep your machines clean

Machines should be kept clean and free from dust at all times. Always clean your machines the right way. You may learn how from the care instructions that may have been provided to you by the manufacturer. Make sure that you’re using the right cleaning materials to avoid damage to sensitive parts such as screens, buttons, and electrical components. When in doubt, call a professional!

Put some thought into where you place your machines

Keep your machines in an area where it would less likely be affected by various factors such as sunlight and temperature.  For example, printers, scanners, and copiers should not be placed in direct sunlight. You’ll also want to limit chances of spills by keeping machines separate from break rooms and other areas were food and drink might make their way onto the machine.

Regularly check for small repairs and defects

Always check for any minor repairs or defects in your machines. These are usually composed of loose screws, broken seals, misplaced covers, and so on. As small as these repairs may seem, they can still lead to bigger damages. As a special tip, thoroughly check a machine before and after purchasing it to ensure that it’s free from factory or manufacturer defect. This will not only ensure that you have a fully functional machine but also save you from facing bigger problems in the future.

Follow instruction manuals for usage

Following manufacturer instructions will not only help a person use a machine or equipment properly, it will also protect the user from potential hazards and risks of dangerous chemicals, fire, and other hazards. Oftentimes, these manuals explain in detail small maintenance instructions for each piece of equipment.

Follow required inspection and maintenance

As much as you want to avoid additional or unnecessary costs, some machines do require a bit of professional help once in a while. It’s better to bring in an expert than potentially cause irreparable harm to your equipment.

Need help with your printing equipment?

Caltronics is a provider of leading-edge technology and services in the document management and software solutions industry. Discover how you can improve your daily business processes and what Caltronics has to offer by reaching out to us at 800-775-9545 for more information.