Protecting your printer and the data that travels through it is a leading priority. While in use, you are proactive about keeping software up to date and changing passwords regularly. Now that it’s time to get a new printer do you know how to keep your files on the printer hard drive confidential? For companies operating in the public health industry or those taking care of personal financial records, privacy is a significant concern. Read on to learn how to protect your files when you recycle your old printer.

1. Always Install Encryption Software

Encryption is when you write over your files, so they are unreadable should a hacker get ahold of them. If you haven’t been using this software, previously it’s your best defense against malware and should be implemented in your systems immediately. If you’re recycling your printer, why do you need to encrypt your information now? You’ll want to encrypt it now in case you decide to move any of these files to the cloud or another hard drive. This ensures that they are uncompromised in the transfer.

2. Wipe the Hard Drive

The next step in recycling your printer is to make sure you wipe the hard drive completely. When you delete a file, the hard drive merely marks the record as deleted, but until you overwrite the disk, it still exists in some form. A disk-wiping tool will over-write everything on your drive and make it unreadable. Once you have overwritten your data, you can pass the printer on to a new owner.

3. Know Your Hard Drive’s Final Destination

If you are returning your printer to a copier dealer at the end of your lease, ask whether your hard drive will be destroyed or not. While not necessary for every situation, deconstructing the hard drive ensures no data will be leaked. If you […]

Your printer incurs daily use and obviously takes energy and products to use. While you know that some expense must be made, it’s hidden costs that are an issue. Here are five to look for.

1. Consumables

Having to pay for paper and ink isn’t a hidden cost, but there are ways they can sneak up on you. If the ordering of consumables isn’t managed correctly, you can end up spending a lot more money than you wanted. Make sure everyone in the office is on the same page about when to order and who will place it, so you don’t end up with a closet full of extras.

2. Hardware

When you purchase a printer, the initial cost is upfront and visible, but it’s how much expenses pile up in the long run that can be hidden. Before you automatically choose a printer because it’s cheaper, remember that the cheaper the printer, the higher the operating cost.

3. Lost Productivity

Downtime means lack of productivity, lack of productivity means minimized profits. If you are wrestling with a printer that continually requires service calls your probably losing more money than you think.

4. Unnecessary Use

If your office does not have printing policies in place, it’s time to consider implementing them. Without guidelines, printers can be abused for personal use or inefficiently. If people are printing emails in color, it’s time to set some rules.

5. Maintenance

When there is an issue with the printer who do you call? If you said your IT department, then you’re not alone. Your IT team can repair and service a printer but then they are not focussing on the tasks on their list, therefore costing you.

Your printer can run more efficiently if you are aware of hidden costs. If you have more questions about strengthening your printing fleet, call us today! […]

Replacing or purchasing a new printer gives you the chance to invest in equipment that suits the needs of your company. If you haven’t worked with a multifunction printer, you may be wondering how it might serve you better than a standard printer. Here are some pointers on deciding what’s best for you.

Analyze Your Needs

The first question to ask yourself when deciding between multi or single function printers is, what are the needs of your office? There’s no sense in bringing in a fax or scanner if they are rarely going to be used. On the other hand, if you’re continually outsourcing copy jobs because all you have is a single function printer you will benefit from a multifunction printer. Another feature to consider is speed and quality. If you are printing graphics that need high-quality ink, you may not find a multifunction printer that can fulfill that. In this case, investing in a single function device will better suit your needs.

Ease of Use

A benefit of multifunction printers that many offices claim is ease of use. Instead of having to learn multiple brand functions and equipment types, a multifunction printer only has one manual. Another benefit of a multifunction printer is being able to complete a project with one device. You can switch between functions and scan information that is printed and then copied multiple times.

Which Do You Need?

When it comes down to deciding between a multi or single function printer you’ll have to figure out which you will get the most benefit from. If your office doesn’t regularly scan or copy it’s easy to say you only need a single function printer. Investing in a multifunction printer will be worth it if you are continually producing documents. If you want to learn more about choosing the best office equipment for your company, 

Only being able to use a printer from one specific desktop is inefficient and unproductive. Fortunately, in today’s wireless world there are mobile solutions for making the office more accessible wherever you are. Mobile printing allows you to use a printer without being connected to a cord. Here are three benefits of mobile printing.

1. Increase Collaboration Opportunities

Mobile printing removes the need to be in office to print. This opens the door to diverse employee situations as well as expansion plans. If someone is sick or taking leave to stay at home with a partner or child they can still contribute to needed projects. The other situation that mobile printing enhances is offices that are spread out geographically. For company’s who are expanding rapidly, many people will work remote as they set the basis for a new office.

2. Ability to Work on Your Own Device

Office technology comes in all forms and from many different brands. That being said people tend to have a favorite computer or smartphone interface. Mobile printing allows people to use their equipment of choice as they are not tied to a network and connected PCs. If someone wants to bring their laptop to work every day, they will still be able to use mobile printing. Same goes for people who are on the move and want to use their smartphone. Mobile printing increases the accessibility of a printer.

3. App Compatibility

Working with mobile printing means you can take advantage of apps either on your printer or printing device. This gives you the flexibility to edit documents with text or apply changes to images. Some modern printers even have specific apps that allow you to go in-depth with creating an impressive project.

If being able to use printers more freely is something you want in your office, call us today! […]

Patient records are confidential which means whenever a medical facility is printing they have to take extra care to protect their data. HIPAA compliance can be kept up with by following these four tips.

1. Locked Paper Trays

The accessibility of printers in hospitals and medical institutions is necessary to receive required paperwork. The downside of this convenience is that it compromises patient confidentiality. To combat this problem healthcare environments can implement locked paper trays. This straightforward term means that the paper tray will release when an authorized user is present. This simple step will keep you compliant with HIPAA.

2. Secure Print Software

When printing prescriptions who is there to intercept it? If you don’t know the answer, then you need to secure your print software. Printing should only happen after verification. Verification can be swiping a badge or entering a passcode. An authorization step should be required for any printing that involves patient information.

3. Hard Drive Security

Printers are like computers and have hard drives. These hard drives receive and store information, including confidential client data. To protect your printer hard drive, there are three things you can do: Encrypt the hard drive Scrub and erase when replacing a printer Destroy or safeguard old hard drives

4. Tracking and Managing Devices

Medical facilities have a lot of printers on site, so it is essential to keep a record of them. If someone performs maintenance or replaces a part, there should be a note. This holds all staff and service people accountable for what information does and does not end up in the wrong hands.

These four tips will ascertain that you are following HIPAA guidelines. If you have more questions, we are happy to help answer them. Please contact us today!

Print needs vary between industries and they indeed differ in each business and organization. Here’s how to find the right printing solution for your enterprise.

Government

Political processes require a lot of paperwork to print, file, scan, and redistribute. Without serious oversite, you can compromise sensitive information. Only high-level security is acceptable for printers in government offices. These offices can also benefit from print management. Digitizing files and archiving them in a secure online database provides a valuable back up storage in case physical records are confiscated or destroyed.

Education

Teachers and staff of educational facilities interface with printers and other office equipment every day. Secure printing solutions are necessary for institutions that deal with confidential student records. Setting printers up with passcodes allows only authorized individuals to release print jobs.

Legal Services

Legal offices have a hard time reducing their paper output because they need to keep documentation on record. Printers in a legal setting need to handle a high volume output. When purchasing a printer for the legal industry, make sure it can handle an above average workload. It will be more economical in the long run to spend more on a printer upfront than have to replace one.

Healthcare

Healthcare is an industry where there is no wiggle room when it comes to regulations. Whatever your printing solution is, it must include the ability to meet HIPAA requirements. Document management can help cut down on the cost of printers while keeping patient information secure.

Business

Every business is going to have a unique printer set up. Some require detailed graphic printing, while others are more geared towards high-volume text documents. Whichever your business falls under document management will analyze your print environment and help create policies that minimize costs.

Each industry and business will rely on different printing solutions to achieve their needs. By looking at the unique […]

Printers are the lifeline of many companies. It only makes sense that you would want them to work to the best of their ability while functioning securely. Here are three ways your printer can improve security and efficiency.

1. Wireless Printing

It’s likely that your company has phased out individual printers on desktops. It is much more common for businesses to use network printers that also operate wirelessly. While many people are still printing from desktops, employees are also often printing from their mobile devices. This is a convenient feature but can also pose security issues. Your business should embrace mobile printing for flexibility and still protect your data.

2. Security

Productivity is a priority, but you should always keep security measures in mind. Your printer acts as a computer in the fact that it has a hard drive where data is processed. A public printer is unprotected meaning anyone can send print jobs to the device, but it also means anyone can see the information being handled by a public printer. This is why you need to encrypt your device. You can also add a security layer by requiring a pin code to release print jobs.

3. Customizing User Interface

As you learn the ins and outs of working with your printer, you will discover how you like it set up best. To increase printer efficiency, you should experiment with settings and home screen options. The way you customize your control panel can either increase productivity or irritate.

Mobile printing through a network device has become the standard for businesses. It allows more freedom for employees and if done correctly, won’t compromise security. Besides, you can enhance the safety of your printer with encryption and additional steps such as pin codes. Lastly, you’ll get the most out of your printer by making it your own.

For more information on […]

The office equipment universe is an expansive one, with a plethora of brands, features, and devices to choose from. Making the right decisions for office equipment is an ordeal in itself, but there is another question to consider after you’ve determined what your business needs:

Should my business buy or lease office equipment?

While there might not be a right or wrong answer, one option might be a better fit for your company than the other. Let’s consider some pros and cons of each.

Buying Office Equipment

One of the most significant benefits of buying is owning the equipment that your business uses. The equipment is yours; therefore you get to do what you think is best with it. If you want to make changes, upgrades, or customizations, you have the freedom to do that.

You also will have the opportunity to sell the equipment whenever you’d like, which can be put towards upgrading towards new office equipment. Another benefit is having the ability to claim many office equipment purchases on your taxes.

There are some reasons that buying equipment might not be the right decision for your business, however.

Buying office equipment presents a much higher upfront cost. Leasing equipment will give you the opportunity to spread out costs through payments, so it doesn’t get in the way of cash flow. This benefit is helpful to companies with cash flow limitations or with low spending budgets.

Equipment maintenance is another important consideration for this decision. Even if you have a warranty on specific equipment, manufacturers might have you jump through hoops to get equipment repaired and back in your business. You will be responsible for scheduling on-time service appointments for your equipment.

Leasing Office Equipment

The first benefit of leasing equipment is the lack of upfront cost. If controlling cash flow is a concern for your business or if you are on a […]

Businesses all around the country are flying through printer cartridges. Millions of ink and toner cartridges end up in landfills every year and sit there for years based on their lengthy decomposing process. Recycling these old cartridges has never been as important as it is today.

Luckily, there are some incredible solutions available for the modern business who wants to reduce their contribution to the carbon footprint that is left from old cartridges.

Return to Local Office Stores

Many office retailers have also realized the impact that cartridges have on the environment, so they have taken steps to solve the problem. Check the websites of local retailers, and you’ll be sure to find a supply store who would gladly take your old cartridges.

Return to a Recycling Facility

You might not realize it, but there are local recycling facilities available for your business to return cartridges to. To find a facility near you, check out Earth911’s Website where you can filter recycling centers for different materials. This is a great option if a local office store doesn’t recycle cartridges.

Return for Cash or as a Fundraiser

eCycle Group has made it possible for businesses to earn extra cash by recycling at least 20 items or 20 pounds of products. They also help businesses and organizations organize fundraisers and offer tools to help gather recyclable products for returned cash. Just collect the cartridges, package them up together and then ship them off. Checks for recycled materials are issued monthly.

Refill Original Cartridges

The last option to consider is refilling original cartridges with brand-matching ink. Most big name brands sell refill kits for their products, reducing the number of cartridges a business goes through. A cartridge can only be refilled a couple of times, but this is an excellent option for reducing the number […]