Long Island Copier Blog

Scanning Tips for Copier Machine

john : June 15, 2017 8:14 am : copier blog

If you are someone who  frequently scans many documents on your copier, then it’s important that you get the right machine and know how to avoid causing damage or headaches. Here are some scanning tips to get the most from your machine.

Get the right office machine

Find the right copier machine that works for your business’s needs. Regular desktop scanners can perform about 10 scans per minute. A powerful office machine can do over 1000 scans an hour. Make sure you have a copier that can keep up with your workflow and company’s needs.

Get an Automatic Document Feeder

An Automatic Document Feeder (ADF)  is a standard feature for most printers, fax machines and large copiers, but some older models may not have it. An ADF will help you significantly reduce the amount of time it takes for you to scan.  It allows multiple pages to be copied or scanned at one time without the need to place each individual page in the copier or scanner. It will feed your documents without human interaction so you can focus on other important jobs.

Install a metal detector

Often, staff may forget to remove staples or paperclips from large documents that they want to scan. This can be a major problem for most machines. A metal detector will be able to help you find paper clips and staples and avoid any damage to your copier.

Pay attention to paper tray

Some copiers will automatically detect when a machine is low on paper. You can prevent that annoying beeping that announces an empty tray and a complete stop in printing. Check the paper tray and refill it with printer paper after your project is finished. The next person who needs to scan and print a document will definitely be thankful.

At J & B  Business Copiers, we have a variety of MFP and copiers for your office’s needs. Contact us today for more information.

 

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Ways to Cut Costs for Your Business in 2017

john : May 15, 2017 12:49 pm : copier blog

Minimizing business expenses is always a smart idea. These include spending less money on supplies and better organization in the office. Here are the top ways to cut costs for your business for 2017.

 

Limit color printing

Printing in color ink may not be required for every office document. It is okay to reduce and limit color ink usage by having your employees select black and white for their documents. Additionally, you can set permissions and restrict color printing to specific documents, departments or employees.

 

Use less paper

Most copiers can perform double-sided printing projects. Simply posting a notice asking employees to use both sides of the paper when possible will help your business use less paper.

 

Save on office supplies

Don’t throw your money down the drain with extra office supplies. For some offices, buying supplies like printer paper, staples, staplers and paperclips in bulk can help your business get a discounted rate. You can avoid making duplicate orders by assigning a designated person who will keep track of and make new supplies orders. Many office supply stores have loyalty programs that offer lower prices and rewards to customers who join. Some machines can even automatically notify you via email when they are low in toner or ink.

 

Manage print workflows more efficiently

Some multifunction printers can save documents automatically to the right folders and locations, so your employees don’t have to do it manually. There are mobile apps such as the RICOH Smart Device Print & Scan, that allow you to scan and print documents directly to and from cloud storage.

 

Negotiate with suppliers

If you have a good and longstanding relationship with a supplier, there is a chance that you can come up with an arrangement for receiving their products at a lower cost. Some companies offer incentives like setting up automatic payments, paying in cash or even purchasing in bulk. Depending on the product or company, negotiating with the supplier can be fairly easy.  

 

Review your credit card statements

Have someone, like an office manager, check if there are any unnoticed expenses or charges, such as memberships to old organizations or magazine subscriptions for publications that you no longer read. It might also be a good idea to look for a new credit card that offers lower interest rates or better rewards.

 

Sign up for manufacturers’ emails

Get email newsletters from the machine’s manufacturer. By doing this, you can get alerts about sales, promotions and the latest office equipment for your business.

If you are interested in copiers or multifunction printers in the Long Island area, give us a call at 631-379-7628.

 

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Why You Should Protect Copier Hard Drive Data

john : April 19, 2017 12:07 pm : copier blog

If you are leasing a copier or MFP, make sure you erase the data stored on the hard drives before returning it. Before moving a machine from your office or business, you should take precautionary measures to prevent a breach of confidential company information.

 

Most copiers built since 2002 are equipped with one or two hard drives that help with data storage, which actually have turned into a security concern. For each document you scan and print, the image and data is stored onto your copier’s hard drive. While encrypted storage is available on most of the current copiers, there is a chance that hackers will be able to crack the encryption code and get into your copier’s hard drive. Through the use of recovery software, hackers can get a hold of the hard drive’s data for sensitive information.

 

There are also other measures that you can take in your office to prevent any leaks of company data or sensitive material on your business’s copier. Place your copier in a high-traffic area. This is a way to ensure that the copier and authorized users are visible at all times. People that may use the machine can include employees, customers, and service technicians, so it is crucial to make sure that the wrong type of personnel does not have access to highly sensitive data.

 

Make sure to set a password for the copier’s web interface. Most MFP’s have a web-based interface to gain access to the address book, but it is usually set on a default password that is easy for most people to figure out. So, ensure the copier’s security with a strong password that only authorized users know.

 

Consider how your data will be deleted from the hard drives when signing the end of lease agreement for the copier. Typically, you will have the option to have the technician destroy the hard drive, keep it on-site, or have the MFP distributor scrub the hard drive using an approved process.

 

For more information about copiers and MFP data storage and security in the Long Island area, contact us today!

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What is Copier Toner?

john : March 15, 2017 11:17 am : copier blog

Copiers are an office appliance that often gets taken for granted. So many things revolve around a company’s efficiency, including a functional copier machine that is easy to use for office staff. Working the copier can be easy, once you take the time to learn what about what goes on when you copy something. It also helps to know a little about toner, an essential component to your machine.

Have you ever wondered what happens when you push “start” on your office’s copy machine? It actually has a lot to do with static electricity. When you copy something, you are using toner. Contrary to popular belief, toner is not ink. While some people may refer to it as dry ink, it is actually a very fine powder that can be charged with static electricity.  Inside of every copier is a drum that allows the toner to gain charge and stick to the page. The drum selectively charges certain sections of itself to attract toner on the specific parts that have charge. Light is what gives toner the power to charge. When the paper finally comes through the drum, it is statically charged and the toner becomes attracted to the paper. Since toner particles are very sensitive to heat, the toner is then fused to the paper with a laser through the use of heat. In order to make sure the particles stay, the toner particles are made with plastic in them that become melted to the paper once the toner is heated.

Toner cartridges are commonly used in laser printers. Most businesses use laser printers because laser printers are more efficient and can print a larger volume of black and white pages much faster than most inkjet printers. Toner powder comes in the standard colors of black, white, clear, cyan, magenta and yellow.

To keep your printer running efficiently and increase its lifespan, it is essential to take care of your printer, do regular maintenance, and clean your toner cartridges.

At J&B Business Copiers, we carry toner for many makes and models of copiers. If you have any questions or concerns about your copier machine, contact us today at  631-379-7628. Our experienced technicians are trained to work with all major brands and are dedicated to quality customer service.

 

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Common Copier Issues and Solutions

john : February 15, 2017 11:57 am : copier blog

Many office staff know all too well about the frustration and chaos caused by malfunctioning copier machines and printers. Although they were built to make office life easier and more productive, issues with copiers do arise. Here are some common copier issues and their solutions.

Paper Jams

This is among the most common copier issue. The wrong paper size or badly loaded paper typically are the reasons why copiers produce paper jams. Improperly loaded paper causes the copier to pull through the wrong way and jam. If this happens, you have to manually reload or realign the paper. Another factor that may seem odd is paper dust. Paper dust can clog the machine and lead to a paper jam. To prevent this issue, wipe the feed tires occasionally and vacuum any dust that has accumulated inside.

 

Wrinkled pages

Sometimes, the copier machine produces pages with wrinkles. No office worker wants to submit documents or reports with wrinkled pages. The usual culprit for wrinkled pages are worn out feed and exit rollers that cause sticking or jamming. Moisture caused by humidity, worn out paper trays and fuser assemblies can also lead to unwanted wrinkled pages. You can purchase paper tray replacements if they are not functioning properly. Contact a copier professional or technician for issues with feed rollers and fuser assembly.

 

Cartridge or toner issues

Toner and cartridge issues can affect any copier. A replacement should be an easy solution for low or empty toners. But if yours is malfunctioning, it may require a different fix. If you try to use an incompatible cartridge on your copier machine, your print quality will suffer.

 

Lines on paper

Streaks or lines on copies may stem from an object obstructing the scanner glass or mirror. There may be a problem with the drum cleaning blade, creating large lines vertically down the page. Additionally, it could also be an issue with fusers, which need to be replaced occasionally because of the constant wear within the printer. Dust particles also get attached to parts of the printer.

 

Copies too light or too dark

Usually this happens because of a density level imbalance. Adjusting the density setting to a high level makes the copies dark, whereas selecting a low density level results in a light copy. To resolve this problem, you can easily reset the density levels on your machine.

 

Dots on page

Random dots polluting copied pages may be due to smudges or debris on the copy mirror or glass. Cleaning off the glass and mirrors will get rid of any spots on your page. It may also be caused by a malfunctioning drum, which might need to be replaced.

 

At J&B Business Copiers, our experienced technicians are trained to work with all major brands and are dedicated to quality customer service. Contact us today at 631-379-7628.

 

 

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