Tag Archive: Multifunction Printer

  1. Did You Know Your Multifunction Printer Can Do This?

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    A multifunction printer can scan, print, copy, and fax–but that’s not all. Many machines also have finishing options that take their efficiency to a whole new level. Here’s what your multifunction printer is really capable of!

    4 Multifunction Printer Finishing Options

    To find out which functions come standard on your multifunction printer, it’s always smart to start with the user manual. However, you need to know what to look for–and these four finishing options are especially impressive. Quick, efficient, and great for versatile print projects, these options are offered by many machines:


    Folding printed paper by hand can take all day, but it’s an important step in many print projects. Luckily, your multifunction printer may be able to help out. Read the user manual to see which fold types–from C-fold and Z-fold to the fun accordion fold–are supported by your device.


    Hole punching is another task that could eat up valuable company time if you do it manually. Your multifunction printer may have what’s called an “internal hole puncher” to do this automatically. The machine punches two or three holes through entire stacks of paper at a time, making sure everything is neat, perfectly spaced, and–most importantly–finished in seconds.


    Can’t find your stapler? Not to worry–your multifunction printer can help. You might need an additional attachment to make this feature work, but if you’re tired of organizing papers, stapling them by hand, and then repeating the process seemingly infinitely, this is the best solution for you.

    Booklet Finishing

    The grand finale of finishing options is the booklet setting. It folds, punches holes, and staples to create booklets you can share with your customers or even your entire company.


    So, can your multifunction printer do all this? It’s not just about printing, scanning, faxing, and copying; it’s about doing those things in ways that make sense–and often, that includes some combination of these finishing options.

    Want to see more of what a multifunction printer is capable of? Contact us today!

  2. Copiers vs. Multifunction Printers

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    It’s an office device grudge-match! When it comes to your company’s paper needs, which machine will win your loyalty: copiers or multifunction printers? Let’s find out!


    It’s an office device grudge-match! When it comes to your company’s paper needs, which machine will win your loyalty: copiers or multifunction printers? Let’s find out!

    Two Go in, One Comes Out

    Even the most environmentally conscious company will probably need a paper document processed at some point, which means copiers and multifunction printers still have an important place in the business world. However, that doesn’t mean these machines have to look and perform the same way they always have–or that one has the edge over the other just because it may be more familiar.

    Of course, there’s only one way to find out which machine fits into your company’s unique environment: an office device grudge match! Let’s get started:


    • Price: Copiers tend to be cheaper upfront, but the price per copy is higher than what an MFP offers. Copiers are also more expensive overall because they provide only one main job in your fleet, meaning that you’ll need other devices to fill in the gaps.

    • Paper size: Many copiers can work with your standard 8.5×11 paper, but they can also handle copy jobs up to 12×18. This gives them a bit of an edge in the flexibility department–but only if nonstandard copy jobs are a frequent occurrence in your office.

    • Features and functions: The truth is in the name. Copiers are, for the most part, just copiers, and although they may come with a few additional features, they usually aren’t hailed as multitasking workhorses in the business world.

    Multifunction Printers

    • Price: Multifunction printers are pricier upfront, but cost less to operate in the long run. They also save money by combining print, scan, copy, and fax capabilities in one machine, meaning you won’t have to pay for an entire fleet to get the job done.

    • Paper size: When it comes to multifunction printers, you have a little less flexibility with paper size. Keep this in mind when shopping for your ideal machine.

    • Features and functions: Naturally, multifunction printers are like the Swiss army knife of the printing world, which means they do a bit of everything. In addition to their four main functions, they often come with finishing options, advanced connectivity, efficiency tools, and more.

    So, when it comes to your needs, which machine is the winner of this office device grudge match? Whether it’s copiers or multifunction printers, we’re here to help–so contact us today!

  3. The Easiest Way to Choose a Multifunction Printer

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    Need a multifunction printer that fits your needs, budget, and office space? Having trouble deciding between all the bells and whistles? Here’s the easiest way to choose the right multifunction printer for your business!

    Need a multifunction printer that fits your needs, budget, and office space? Having trouble deciding between all the bells and whistles? Here’s the easiest way to choose the right multifunction printer for your business!

    What to Consider

    Printing isn’t on its way out just yet. In fact, smart companies are finding efficient, effective ways to print smarter and get the most out of their machines–which, often, means choosing a multifunction printer. These devices combine scan, print, copy, and fax capabilities, making them multitasking miracles–and along the way, they save time, money, and energy, too.

    Before enjoying those benefits, though, you actually need to get the machine. Here’s what to consider before you buy!


    First things first: what should this printer do for you? Scanning, copying, faxing, and printing are all excellent functions, but remember that today’s multifunction printers can do a whole lot more. Be sure to research the bells and whistles, keeping your current and future goals in mind.


    Even the best printer is no good if it doesn’t fit into your company. Make sure you choose a machine that is effective for your unique wants, workflow, office space, and connectivity needs.


    Price is just one factor in the buying process, but it is, admittedly, a big one. Remember to consider the whole price of ownership, including supplies, maintenance, repairs, energy, and more.


    It’s no fun to think of your brand-new machine eventually failing, but even the strongest device will have a moment of weakness. Don’t overlook support options when choosing a multifunction printer; you want a device that can be with you for the long haul, not just until the first thing goes wrong.

    Looking for that perfect multifunction printer? Contact us today for help choosing the device that’s right for you!

  4. Multifunction Printer Maintenance: Is It Worth It?

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    When it comes to business tasks, time really is money–so it’s important to ask yourself if everything you’re doing is really “worth it” when there are other things demanding your attention. Today, we’re here to show you why the answer is always yes when it comes to multifunction printer maintenance!

    When it comes to business tasks, time really is money–so it’s important to ask yourself if everything you’re doing is really “worth it” when there are other things demanding your attention. Today, we’re here to show you why the answer is always yes when it comes to multifunction printer maintenance!

    The Value of TLC

    One of the draws of multifunction printers is that they’re reliable, which means that they can do a whole lot of work with just a little help from you. However, even the hardest-working MFP needs some TLC–and the truth is that a little bit of maintenance goes a long way. You can quickly and easily create a schedule for routine maintenance tasks; that way, printer care becomes a habit, and your workflows and budgets will thank you.

    Here are just a few reasons why printer maintenance will always be worth it!

    #1: Longevity

    Multifunction printers are powerhouses, but even they don’t last forever. The good news is that, with regular maintenance, you can extend the life of your printer and protect your investment for years to come.

    #2: Reliability

    Getting into the habit of maintaining your printer can help you catch little issues before they become big issues. Well-cared-for machines are more reliable and perform better on average, and they create less downtime, too.

    #3: Efficiency

    At the end of the day, you want a machine that does what it’s supposed to do–and an MFP can promise that just as long as you offer a little help. Regular maintenance keeps multifunction printers operating at full capacity, which means no frustrating performance issues, no glitches, no jams, and no other errors that could waste time, money, and energy.

    Looking for a multifunction printer? Interested in tips for MFP maintenance? Contact us today for all the help you need!

  5. Should You Upgrade Your Multifunction Printer?

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    Upgrades help keep your printer fleet healthy, powerful, and reliable–but they shouldn’t have to break the bank to do it. Here’s everything you need to know about multifunction printer upgrades and whether they’re worth it!

    Shiny and New

    You might think that your existing multifunction printers are doing a good job–and if that’s the case, why upgrade them? After all, upgrades can be pricey, and they tend to come with learning curves and frustration if the new machine isn’t introduced smoothly.

    Here are a few reasons why upgrades are good news for your company:

    • security, since new machines, have more built-in tools and solutions to protect your data;
    • efficiency, including all the latest functions and features that could take your business to the next level;
    • environmental friendliness, because new machines tend to be more effective at using energy and consumables ;
    • and reliability, especially if your older machines are starting to cause trouble.

    So, we know that upgrades can be a great call–but is now the right time? Here are some things to consider:

    Remote work

    With so many employees at home with their work phones and laptops, solutions for remote workers are more important than ever. An upgraded multifunction printer can help keep your teams communicating and connected, no matter where they are.

    Budget challenges

    You don’t have to jump straight into an upgrade. Instead, you can budget for one over time–which, in turn, helps you navigate the uncertainty of the financial world while still getting the new multifunction printer you need.


    Security threats are getting smarter by the second–which means your printers need to do the same. Upgraded multifunction printers are far better at protecting your company, your data, your employees, and your customers from threats–both online and off.

    So, is it time for a shiny new multifunction printer? Contact us today for help upgrading your fleet!

  6. Is Your Multifunction Printer’s Hard Drive at Risk?

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    There’s so much to know when it comes to printer security that it’s easy to feel overwhelmed. However, there’s one simple thing you can do that will make a huge difference–but many companies don’t realize it. Read on to find out why something as small as your multifunction printer’s hard drive can be key to your security procedures!

    Hard Drives in Peril

    Your multifunction printer is on your side. Its job is to work hard while making your life easier–and one of the ways it does that is by saving and storing data about what you print. Now, this may sound nefarious, but the truth is that multifunction printers do this in order to process information quickly and efficiently, not to take down your business from the inside. However, that doesn’t mean someone else isn’t trying to do just that. Hackers will often target unprotected printers, hoping to access the gold mine of a neglected hard drive overflowing with sensitive information.

    Get Tech Savvy

    Don’t rush to crush that hard drive! Here are a few safe and savvy ways to protect your hard drives without impacting printer performance.


    If you’re returning a leased multifunction printer, it’s important to overwrite or “flush” the hard drive before it leaves your care. Don’t send sensitive data out the door!


    Encryption protects what’s on your hard drive just in case a hacker gains access. It makes data unreadable to anyone who isn’t meant to have it, which is excellent news for your printer security.


    There are three types of hard drive management you can take advantage of:

    • immediate, which automatically overwrites hard drive data;

    • regular, which is scheduled just like printer maintenance and clears your hard drive completely,

    • and complete, which empties your hard drive at the snap of your fingers.

    It’s best to combine these approaches to complete hard drive protection.

    Want to learn more multifunction printer tips and security tricks? Contact us today to get started!

  7. Are Your Multifunction Printers HIPAA Compliant?

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    Security and compliance are two sides of the same coin. However, that doesn’t mean either one of them is necessarily easy to implement. Here are a few ways to see if your multifunction printers are safe, secure, and HIPAA compliant!

    Analyzing Compliance

    While multifunction printers might be powerful, efficient, and great for boosting creativity in the workplace, they certainly aren’t invincible. This means that, like all printers, your multifunction device needs a little TLC to make sure it’s safe and secure. This is especially important when it comes to HIPAA compliance, which protects employees, customers, and your business as a whole.

    But how can you tell if your multifunction printers and workflows are HIPAA compliant and as secure as possible?

    Here are a few questions to ask yourself!

    • “Do we have secure printing?”

      Secure printing requires a code to be entered at the printer before any print job will be released. This helps make sure that the person who hit print in the first place is the same person who retrieves the document–rather than someone accidentally taking or distributing the file.

    • “Do we use encryption?”

      Encryption acts like a safety net for your data. It doesn’t necessarily prevent security breaches, but it makes data unreadable if it happens to fall into the wrong hands between your devices and your printer.

    • “Are our employees properly trained?”

      Employee training is a big part of maintaining HIPAA compliance. Make sure everyone’s on the same page when it comes to access, communication, protocols, security habits, and other important details, especially when it comes to the use of your multifunction printer.

    • “Do we update regularly?”

      If you’re putting off updates, you’re opening the door to all kinds of trouble. Software updates and patches help protect your multifunction printers, keeping you safe from hackers and other digital threats.

    Do you want more multifunction printer tips or need help with HIPAA compliance? Contact us today to get started!

  8. MFP TLC: Understanding Multifunction Printer Duty Cycles

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    When it comes to multifunction printers, you want to be an expert on “MFP TLC.” One thing you can do to make sure your machine lives a long, productive life is to brush up on printer duty cycles, what they are, and why they’re important.

    Understanding Your Machine

    The good news is that multifunction printers are user-friendly and easy to operate. They don’t require years of technical training, and they certainly don’t ask you to learn all kinds of tech jargon to get your files printed, copied, scanned, or faxed.

    However, one thing you will want to add to your vocabulary is the “printer duty cycle.” Here’s what you need to know!

    What is it?

    “Printer duty cycle” might sound complicated, but the chances are that it’s a more familiar concept than you might realize. Essentially, printers are tested during manufacturing to determine what their limits are under normal conditions so that you know how much you can expect from your machine.

    Keep in mind that the printer duty cycle represents your multifunction printer’s maximum capacity, while “recommended print volume” sets more realistic, everyday expectations.

    Why does it matter?

    Understanding printer duty cycles can help you make the most of your multifunction printer and avoid putting undue strain on the device. When you know what your machine is capable of, it’s much easier to put it to work for you. On top of that, regular printer TLC has all kinds of benefits for your MFP (and your workflows, and your budgets), including:

    • better performance,

    • improved reliability,

    • longer lifespan,

    • fewer print flaws and errors,

    • higher speeds,

    • and more.

    Want to learn more about multifunction printers? Are you looking for tips on MFP TLC? Contact us today!

  9. Do You Need a Multifunction Printer?

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    When it comes time to printer-shop, there are so many options that it’s easy to get overwhelmed. One of the biggest choices you’ll have to make is between a standalone machine and a multifunction printer. Here are a few quick questions to help you decide if multifunction is in your future!

    Getting Started

    The first step to buying a multifunction printer–or any business machine, really–is doing your research. You don’t need to make any decisions right away, but hopefully, some things will come easy–like whether you want to print in color or want your device to connect to the Internet. This will help you understand what you’re looking for and what probably won’t work for your needs.

    Certain things, however, might be a little more challenging to decide on. If you’re still wondering whether a multifunction printer is right for you or if you’d be better off with a standalone device, here’s a quick way to get started. It’s simple: if you answer yes to any of the following questions, you might want to consider a multifunction device!

    #1: Do you want to save money?

    Okay, this one’s easy–chances are, you definitely want to save money. However, a multifunction printer helps you save money in unique ways–for example, only needing to maintain one machine instead of several, and only paying to power a single device instead of a whole fleet.

    #2: Are you using document management solutions?

    Document management solutions and multifunction printers go together like paper and ink. If you’re looking for a way to make the most of your document management solutions, let a multifunction printer streamline your workflows and organization simpler.

    #3: Do you value multitasking in the workplace?

    If your dream is to walk up to a machine, complete an entire job, and then sit back down to mark it off your to-do list, a multifunction printer is perfect for you. These machines allow you to print, scan, fax, and even copy, all without having to walk back and forth across the office.

    So, do you need a multifunction printer? Contact us today to find your perfect machine!

  10. Multifunction Printers: How Far Does a Little Maintenance Go?

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    When it comes to multifunction printer maintenance, you may wonder if it’s worth the work. Let’s take a quick look at just a few printer pains that can be solved with a little regular TLC!

    Doing Your Part

    One of the best things about multifunction printers is that they’re user-friendly. They don’t require a lot of work on your part–but what they do need is a little bit of preventative maintenance to keep them fast, efficient, and powerful for years to come. Printer maintenance looks a little different depending on the make, model, and age of your machine, but the result is always the same: a reliable, high-performing multifunction printer.

    The good news is that, when you keep up with maintenance, your printer will repay the favor. Here are a few issues you won’t have to worry about when you give your printer the TLC it needs!

    • #1: Paper jams

    Paper jams can have a lot of causes–but for the most part, they’re mechanical. Taking good care of your multifunction printer will help ensure that all those moving parts work together smoothly and reliably, which, in turn, will reduce the risk of a paper jam.

    • #2: Splotchy documents

    Do your documents end up covered in streaks, lines, or splotches? Chances are you’ve got an ink blockage or buildup. Regular cleaning helps make sure that ink stays where it belongs: on the page.

    • #3: Software issues

    If your multifunction printer seems to fight you at every turn, you’ve probably got software issues. To avoid this problem in the future, it’s best to add software patches and updates to your printer maintenance plan–that way, your machine is taken care of inside and out.

    Want to learn more about multifunction printers? Need to create your maintenance plan? Contact us today!

  11. Are Multifunction Printers Actually Efficient?

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    By now, you’ve probably heard a thing or two about multifunction printers and their efficiency. Sure, the machines themselves are efficient–how can they not be when they combine so many functions and features? But it might seem difficult to believe that this efficiency can carry through your entire workplace. Let’s take a closer look to find out the truth!

    Efficiency in Your Hands

    Here’s the deal with multifunction printers: they’re tools. Of course, they’re powerful and reliable tools, boasting print speeds and functionality that other devices can’t match–but they’re still tools. That means it’s up to you to utilize them in a way that will not only make you more efficient but your company too.

    Here’s an example: imagine you’ve just bought a fantastic new multifunction printer. Now, imagine you use it exactly like your old printer. When you don’t take advantage of those functions, features, and new opportunities, a multifunction printer can’t be anything more than an effective machine.

    So how do you put your multifunction printer to work boosting efficiency? Start by focusing on these areas!


    First things first: make sure your multifunction printer is talking to all the other devices in your workplace. When everything is on the same page, you can use your printer to scan straight to email, store copies directly on your computer, and utilize cloud services.


    Multifunction printers open up all kinds of doors for security improvements. Take advantage of built-in tools as well as new insights and usage habits to understand better how you interact with your printer, how your printer interacts with your network, and where weaknesses might exist.

    Day-to-day efficiency

    Technically, you can just “transplant” a multifunction printer into an existing workflow–but why would you want to? A new printer is an opportunity to restructure your workflow around powerful features and functions, an “all-in-one” workspace where a print job can be completed from start to finish, and more.

    Want to learn more about multifunction printers? Contact us today for all the help you need!

  12. How to Fix Common Multifunction Printer Problems

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    Multifunction printers do a little bit of everything, from printing and copying to scanning and faxing. But what happens when they start causing trouble? Here are a few common multifunction printer problems and how to fix them!

    Printer TLC

    The good news about multifunction printers is that they don’t need a lot of babysitting. They’re intuitive and user-friendly, which means they can almost take care of themselves–but once in a while, even the best printer will need a little TLC.

    Here are a few problems you might be facing with your multifunction printer (and how to fix them without breaking a sweat)!

    #1: Paper jams

    Paper jams seem like a simple thing, but they can be pretty darn frustrating. The best way to fix them is to check for a few possible issues. First, make sure paper is always loaded correctly into the drawer or tray. Also, be on the lookout for damage or debris like paper clips. If the issue isn’t here, you might be using low-quality or damaged paper–so try switching to a different brand or weight if problems persist.

    #2: Connectivity issues

    Multifunction printers play well with all the devices on your network, but sometimes they have connectivity issues. This can be the result of updates or accidental disconnects, so make sure to check IP addresses and network settings whenever you make a change.

    #3: Low print quality

    If you notice smudges, dark spots, or other imperfections on your prints and copies, you’ve probably got some cleaning. Low print quality is almost always the result of dirty glass inside the machine–and, if not, you might be using the wrong type of paper for your specific make and model.

    Want to learn more about common printer problems? Interested in adding a multifunction printer to your fleet? Contact us today!

  13. Everything to Know About Multifunction Printer Passwords

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    In today’s day and age, passwords are more important than ever–but some companies still aren’t sure how to put them to work, especially when it comes to machines like multifunction printers. Here’s a quick look at everything you need to know about MFP passwords!

    Powerful Passwords

    Multifunction printers are a powerful and efficient addition to any company, but the last thing you want is for one of these devices to become a security risk. The truth is that hackers tend to start by targeting printers, simply because they know most businesses overlook this simple step.

    Here’s how to change the password on your MFP:

    • #1: Open the settings menu.
    • #2: Go to “administrator settings.”
    • #3: Enter your administrator password. (Your managed services provider may set this, or it might be on your MFP paperwork.)
    • #4: Find “security settings.”
    • #5: Go to “administrator password” and choose a new password.

    What Now?

    If you followed the above steps, congratulations–it’s time to come up with a password for your multifunction printer. Here are a few quick tips to help you make sure your new password is as strong and safe as possible.

    Use phrases.

    One-word passwords aren’t very secure. Phrases, however, are much more difficult to crack–and automated hacking tools that randomly “guess” passwords won’t be as much of a threat.

    Avoid the basics.

    Remember never to use words, phrases, or numbers that are too easy to guess–like your company’s address. Make it complicated and intricate.

    Get creative.

    Using different passwords for each level of access helps make sure that you have a “safety net” if hackers do gain access. It’s more for you to remember, sure, but it’s worth it in the end.

    Want more multifunction printer tips? Need help resetting your password? Contact us today!

  14. Multifunction Printers: Lease or Buy?

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    You’ve done a lot of work to get to this point. You’ve researched every multifunction printer out there, you’ve analyzed your company’s current and future needs, and you’ve chosen the right machine–but there’s one more step: getting it. Today we’ll make that last step just a little easier by going over your options (and which is best for your budget).

    Leasing vs. Buying

    The final step in the process of getting a new multifunction printer is perhaps the most important one. After all, you wouldn’t want to spend so much time and do so much work finding that perfect machine, only to make the wrong choice at the very end and be forced into something that doesn’t work for you.

    Luckily, it’s easier than you might think to be sure you’re making the right choice. Just spend a little time considering the pros and cons!


    Pros: When you lease a multifunction printer, you don’t have to worry about the initial cost; you get to structure your payments in a way that works for you–plus, a maintenance plan is usually included. You also don’t have to worry about losing money on a machine that may become outdated within just a few months.

    Cons: Leasing is generally more expensive in the long-term. You also end up locked in to a specific contract–and, although some leases allow you to upgrade to a newer or more efficient device without breaking any terms, options like that may be more expensive.


    Pros: Buying a multifunction printer means you save money in the long run–and that you get at least some of that money back when it’s time to upgrade. You’re also in charge of every detail, including the “when” and “how” of maintenance and repairs.

    Cons: The upfront costs of buying are high. On top of that, you’re financially responsible for everything that happens to the multifunction printer throughout its life–and, of course, you’re on the hook for every little decision that must be made.

    So, should you lease or buy your multifunction printer? Contact us today for help making this big choice!

  15. Things You Might Not Know Your Multifunction Printer Can Do

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    Multifunction printers can do a little bit of everything–fax, copy, print, scan; you name it. However, did you know there are even more features and functions that you might not be taking advantage of? Let’s get a closer look!

    MFP Secrets

    Your multifunction printer doesn’t necessarily have “secrets;” it just has a long, intricate list of amazing functions–so many that you probably don’t know every single one. Of course, to get the most out of your machine, it’s smart to brush up on all the little details. You already know your MFP can handle high-speed, high-volume jobs, can copy at high resolutions, can connect to your other machines, and can substantially boost efficiency and security across your company. But what else can it do?

    Let’s find out!

    Finishing options

    Did you know your multifunction printer can help you do a job and finish it too? Whether you need to fold, staple, or bind, your loyal MFP is right there to help you out. (These features make for professional, high-quality documents and reports that will impress just about anyone!)

    Efficient scanning

    Get the most out of your document scanning features by connecting your multifunction printer right to your computer, your mobile device, or even the cloud for convenient cloud backup. This little trick cuts out all kinds of extra steps and makes it easier to edit, share, and secure your digital documents.

    Answering machine

    Believe it or not, on top of everything else it can do, your multifunction printer can also answer the phones! By utilizing your machine’s fax capabilities, you can set up “answering machine” features that forward calls to the right person every time.

    Do you have multifunction printer questions? We can answer them all. Contact us today for all the help you need!

  16. Multifunction Printer Tips: When Do You Update Drivers?

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    Multifunction printers can scan, copy, fax, print, and do all sorts of other amazing things, all with almost no effort on your part–but every once in awhile, they do need some help from you. Here’s a quick guide on how to know when it’s time to upgrade your printer drivers!

    What is a Printer Driver?

    Multifunction printers are powerful and capable. They can communicate with computer programs, read and print data from a variety of sources, and even send faxes straight to your email–but the one thing “behind the scenes” that are making all of this possible is the printer driver.

    Printer drivers are the software installed on your printer, whether it be Canon, Konica Minolta, or Lexmark, that makes it able to speak the same language as any computer program it encounters, which, in turn, allows it to convert data to a usable form. Naturally, this makes printer drivers a pretty important piece of the puzzle!

    When Should You Update?

    Now that you know what a printer driver is, here are some big signs that it’s probably time for an update.

    #1: When documents are going missing

    If you send a document to the printer from your computer only to find that it is lost in space, the chances are high that your printer driver didn’t do its job. Time for an update!

    #2: When the printer isn’t connecting

    Sometimes multifunction printers have connectivity issues, and that’s normal–but if your printer never seems capable of communicating with other devices, that’s a big sign that the driver is out of date.

    #3: When your prints look terrible

    Low-quality images, grainy text, or just plain bad prints and copies mean that something is seriously wrong. Don’t keep wasting money on reprints; instead, check your driver.

    Want to learn how to update a driver? Interested in more multifunction printer tips? Contact us today!

  17. Biggest Benefits of a Multifunction Printer

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    Even though many companies may not stop to consider multifunction printers as “cool technology,” the truth is that these machines can do all kinds of amazing things for your business. Even beyond the print, copy, fax, and scan capabilities, they promise. Let’s find out precisely what a multifunction printer can do for you!

    Don’t Underestimate the Printer

    Businesses of all shapes and sizes make the mistake of underestimating their multifunction printers. Printers, after all, aren’t as eye-catching as the latest smartphones or self-driving cars. But that doesn’t mean they can’t do some pretty amazing things for your company. If you know how to put a multifunction printer to work for you, then you’ll start seeing all kinds of benefits. Like better communication and healthier budgets–without having to lift a finger.

    Sound too good to be true? Here are the most significant benefits of having a multifunction printer!

    • #1: They’re efficient.

    Multifunction printers are the heroes of modern multitasking. They allow you to print, copy, fax, and scan, sure–but they also let you print from your mobile phone or scan directly to email. Meaning that you can do a task start to finish without having to leave the machine.

    • #2: They’re budget-friendly.

    It’s a whole lot cheaper to have one multitasking machine than several single-function devices. You won’t have to pay as much for energy, ink, or paper, and you’ll only have to worry about maintaining and repairing one printer!

    • #3: They’re creative.

    Are you looking for new marketing techniques? Want to offer more services to your clients? Are you hoping to make a great impression at that big meeting? Multifunction printers have a variety of tools and features that open up all kinds of new business opportunities, meaning that your imagination is truly the only limit.

    Multifunction printers can do a little bit of everything. Plus, we have them from tech giants like Lexmark and Canon. Want to see what multifunction printers can do for you? Contact us today!

  18. Multifunction Printer Tips to Save Your School’s Money

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    Des Moines organizations of all shapes and sizes are looking for ways to save money without cutting corners, and schools are no exception. Today we’ll take a look at some simple, stress-free ways to put your multifunction printers to work saving money and improving efficiency, all without making any massive changes!

    Working Smarter

    The great thing about multifunction printers from Canon Des Moines businesses use is that they’re designed so you can work smarter instead of harder. However, to make that possible, you need to have a few tricks up your sleeve–nothing fancy, of course. But a few simple tools for making the most of your printer’s functions and features. That way, the machine will save money for you.

    Sound too good to be true? Here are a few tips you can try today!

    • #1: Implement savvy security tools.

    Security issues and human error can be a considerable cost for your school. Instead of stressing out, try implementing security tools like follow-me printing and user authentication. That way, documents are never left on the print tray to be lost, stolen, or accidentally reprinted.

    • #2: Consolidate your fleet.

    That sounds like a lot of work, but the truth is that consolidating your school’s printer fleet can make a huge difference. Do a little math and find the right number of machines for your operation size, your staff, and your school’s unique needs. This saves money on everything from ink and paper to repairs and maintenance!

    • #3: Utilize print tracking.

    Print tracking gives you feedback on exactly how you print. That means you’ll understand who makes how many color copies, which devices are used most often, and when your printing needs increase. It’s a great way to reflect on your habits and make the right changes.

    Ready to see what else multifunction printers can do for your school? Contact us today!

  19. Establishing a Security Plan for Your MFP

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    Device and network security are two of the most overlooked features of any office, the multifunction printer (MFP) being a common unprotected device. What many business owners don’t realize is how much information is passed through and stored on your devices and networks and how prone they are to a breach attempt.

    The truth is, the data that passes through an MFP is so valuable that hackers have identified them as a frequent target in offices around the world.

    Here are some tips for creating a security plan that will ensure secure printer use:

    Integrate Security Plans

    If you have developed a network security plan and have not included your business’ printers and office devices, it’s time to make some amendments to that plan. Incorporating all of your office devices into your business’ network security plan will ensure that no holes are left for hackers to find.

    User Authentication

    Restricting access to your MFP with user authentication is one of the smartest security measures you can take to protect your device. Modern MFPs will allow you to require a password, PIN code, or user badge to gain access to the device.

    Data Encryption

    Data encryption is the process of encoding your data as it passes through a device, making it useless to anyone who might steal it. Although it is not an end-all solution, it creates an additional wall of security for hackers to get through to access data. Data should be cleared from the hard drive monthly to lower the chances of information being reached.

    Monitor Usage

    You could develop the best security plan so far, and it will still be prone to failure. It is essential to monitor your employee’s usage of devices and plans to make sure they are using office devices and processes as intended.

    Managed Print Services

    Security is the first concern for most companies, but acting on it is more difficult than often expected. It turns out that not everyone is an IT expert! That is where the help of a Managed Print Services (MPS) becomes useful. An MPS provider has in-depth knowledge and experience with effective security practices and will ensure that your business is prepared to prevent hackers.

    To learn more about Managed Print Services and MFP security, contact MMIT Business Solutions Group today!

  20. 5 Tips for Protecting Your Print Environment

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    The business data that is stored on your devices and network is critical to your companies success. Protecting your employees’, customers’, and business information and data needs to be a high priority.

    Protecting Your Print Environment

    When one considers cybersecurity, what comes to mind is often networks, software, and hackers. What does not come to mind typically is your office multifunction printer (MFP). Before your documents are secured on your local or cloud storage server, they run through your MFP. Since all of these sensitive documents run through this device, it is vital that you secure your MFP.

    Here are 4 steps protecting data with your MFP:

    Secure Hard Drive

    Like a computer, your MFP relies on a hard drive to operate all of its functions and store software to complete workflows. It also stores data from each job that goes through your device. Be sure to control who has access to the hard drive and to encrypt it so it cannot be hacked.

    Control Access

    Where you store, your MFP is critical to its safety. Make sure that it is placed away from heavy traffic and preferably in a location that only employees have access to. Enabling user authentication will also keep unwanted users off of your MFP.

    Update Firmware

    Similar to your phone or laptop, updating your MFP’s firmware is critical to keep security and functioning to date. Since your MFP is so advanced, it is subject to potential issues within the device’s software. Developers work hard to address these issues with firmware, so updating them is crucial to your business’s security and productivity.

    Encrypt Data

    Encrypting data is an essential practice for protecting data that flows through your company’s networks. Encrypting documents before they are sent will protect them from being hacked and stolen in transit.

    A massive amount of data pass through your business’s printer every single day. To learn more about protecting it, contact MMIT Business Solutions Group today!

  21. Mobile Printing for the Modern Business

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    Mobile printing has become a prevalent practice for businesses looking to utilize new technology. With most adults now owning and using smartphones for work tasks, mobile printing has been a productive advancement for businesses.

    Mobile Printing

    Mobile printing isn’t too complicated; it is essentially sending documents to print with a mobile device, like a smartphone or a tablet. Depending on your office’s printer, documents can be submitted to print right away, or the job can be accessed when someone prints it from the printer.

    Here are some added benefits from mobile printing:

    Improved Productivity

    Managers and business owners are always searching for the best methods to improve employees’ productivity. Modern technology practices like mobile printing are great ways to increase productivity. Giving employees the ability to print from a mobile device will empower them to work from any location. If they are on the road, homesick for the day, or working remotely in a different town, employees are not limited to submit and share important documents with mobile printing.

    Improved Customer Service

    When a business partner or guest visits your office for the day, mobile printing gives them access to complete their standard business processes, like printing. It will save guests time and frustration of not being able to connect to a printer.

    Cut Costs

    Even though mobile printing is a newer technology for the modern office, it has already proven to be a great value. Since employees can send prints to a central location, companies are saving money from not having to purchase as many onsite printers. Smartphones and tablets are proving to be just as helpful work tools as a computer, resulting in many businesses switching to these mobile devices to cut costs.

    Mobile printing is improving the business world, are you ready to get on board? Contact MMIT Business Solutions Group to see how mobile printing can increase your business’ productivity.

  22. Tap Into These Multifunction Printer Capabilities

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    It’s true that your multifunction printer can print documents and make copies, but is your team overlooking some other capabilities. Read on to find out how much your multifunction printer can do for your organization.

    Protect confidential information.

    We’re all concerned about security, and frequent high-profile breaches aren’t improving our outlook. Your multifunction printer can be an invaluable tool in your security strategy, giving you more options for protecting your confidential information.

    • Data encryption is a multifunction printer feature that protects stored and in-transit information. Hackers are on the lookout for data as it flows through networks, and unprotected networked printers are prime targets. Data encryption solutions make information unreadable and useless to hacking attempts.
    • Data overwrite protects information stored on multifunction printer hard drives. Just like your computer and mobile device, your office multifunction printer stores information on its internal hard drive. Overwrite solutions make stored data unreadable to hackers.
    • Confidential printing solutions help businesses address the issue of uncollected documents. These features require users to input passwords or use ID cards to authenticate at the device before print jobs release.

    Improve office productivity.

    Your multifunction printer includes a document scanning feature, making it the first step for process automation and electronic document management. Users can complete tasks from start to finish directly from touchscreen controls. Routing documents to folders, email, and cloud services is simple, and OCR technology instantly converts a variety of documents to editable, searchable PDF formats.

    Bring professional finishing in-house.

    Outsourcing your printing requirements isn’t always convenient, but with a multifunction printer, it’s often unnecessary. Polished finishing features and exceptional printing mean you can produce professional-quality materials in-house, on-demand, and at a price that fits your budget.

    No matter what type of organization you operate, a multifunction printer can serve your needs with efficiency. Contact MMIT Business Solutions for more information today.

  23. Choosing a Multifunction Printer for Your Accounting Office

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    Accounting firms, once entirely paper-based, are rapidly transforming the way they handle information. The reasons for this radical change are varied and include greater efficiency, lower costs, enhanced document security, and improved customer service.

    Finding the Right Tools

    Your customers have access to digital processes that have changed everything from the way they shop to the way they manage their finances, and they expect you to do the same. Staying relevant in a digital business economy requires access to the latest technologies.

    Today’s offices rely on intelligent office equipment and document management solutions to successfully transition to digital processes. And since the need to print, copy, scan and fax is still very much a part of the modern office; a multifunction printer is an obvious choice. In fact, a multifunction printer is a preferred tool for bridging the gap between paper and digital business processes.

    Here’s what to consider when choosing a multifunction printer for your accounting office.

    Essential Features

    You’d be hard-pressed to find a business-grade multifunction printer without an intuitive touchscreen interface, but it’s critical to find a device that works well for your unique requirements.

    For seamless integration, look for these built-in features:

    • A user-friendly interface with prompts to assist even your most tech-challenged employees.
    • Customization features that allow your staff to automate repetitive processes and eliminate unnecessary steps
    • Easy connectivity to your existing platforms and applications
    • Password protection and other features to mitigate print-related security risks.

    Volume and Speed Capabilities

    A managed print assessment can help determine your firm’s current printing and document scanning volumes. You’ll want a multifunction printer that can keep up with demand, especially during high-volume events.

    The right multifunction printer can help your accounting firm make a smooth transition to digital processes. Contact us at MMIT for more information today!

  24. Choosing a Small Business Multifunction Printer

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    As a small business owner, you need high-functioning office equipment that won’t break the budget.

    A business operating as a sole proprietorship typically has just one person who owns and operates the company. During the early stages of the venture, it may make the most sense to have a local print shop handle printing, copying, scanning and faxing important documents. As the business grows, outsourcing becomes more of a challenge; high costs and the inconvenience of driving to another location make an in-house solution more attractive.

    If your small business has outgrown the inconveniences of outsourcing, it may make more sense to purchase or lease a professional-grade multifunction printer. Here a few things you’ll need to consider when making your choice.

    Total Cost of Ownership (TCO)

    Using a personal inkjet printer as a stand-in for business use may seem like a smart choice on the surface; these units are readily available and boast a price point that’s hard to beat. Even so, a desktop inkjet printer produces far fewer pages per cartridge than a laser multifunction printer. Work with a professional equipment provider to determine the page output and TCO when choosing your multifunction printer. You’ll enjoy a much higher return on your investment and have access to a multifunction printer manufactured by an industry-leading technology provider.

    2. MFP Features

    Another reason so many small business owners choose a multifunction printer is their ability to perform more tasks than a single-function printer.

    • Convenient wireless connectivity.
    • Print, copy, scan and fax from the same device.
    • Scan documents to cloud storage repositories.
    • Secure mobile printing.
    • Waste-reducing double-sided printing and solutions to choose digital over hard copies.

    What’s most important for your small business is finding a multifunction printer that meets your requirements and also fits your budget. Contact us at MMIT for a consultation today.

  25. Accomplish More with a Mobile Printing Solution

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    Technology has given your employees more options than ever, and many of them are opting to get work done from locations outside of the office. To get the most from this relatively new productivity opportunity, your employees need access to a mobile printing solution and a networked laser or multifunction printer.

    Print from Anywhere

    A mobile or BYOD workforce requires a secure printing solution that’s secure, convenient and user-friendly. Look for a solution that provides all three benefits. Here’s how MMIT can help.


    Today’s employees want to use whatever device is in their hands to get work done on their terms. Your mobile printing solution should allow for seamless printing to almost any secure, networked laser or multifunction printer, both in and out of the office. If your solution is clunky or you haven’t put one in place, your employees may seek alternatives that could put your data at risk. MMIT’s mobile printing solutions can service both print and scanning requests from any mobile device.


    Off-site mobile printing is a critical requirement for employees not in the office. Both work-from-home employees and staff members traveling for conferences or client meetings can achieve more with a flexible mobile print solution. With MMIT’s mobile printing strategy, your employees can gain secure access to documents stored in MMIT’s selection of cloud repositories, then print with confidence to any selected multifunction printer.


    Security issues arise when workers are forced to seek their own mobile printing solutions. Protect your confidential documents with a solution that’s both convenient and secure. Authentications and other controls that keep unauthorized users from accessing your documents are just another way MMIT makes your job easier.

    For more information about a secure mobile printing solution, get in touch with us at MMIT Business Solutions Group today!

  26. 3 Reasons Why You Need a Multifunction Printer

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    If you’ve ever hit a wall while trying to finish a critical project, you know how a series of minor hassles can add up to some serious roadblocks.

    A long line at the printer.

    A report that’s ready to mail, but the post office is closed.

    The copier is out of toner again.

    These events may be regular occurrences in the average business office, but they can also be a source of major inefficiencies. They can make or break a deal or cause a critical project to flounder. That’s unfortunate because the solution isn’t that hard to find.

    Your New Workflow Partner

    Hiring more people to order toner, run to the post office, or make copies isn’t the solution to your inefficiency problem, so what is? For many organizations just like yours, a multifunction printer eliminates a host of productivity bottlenecks. Here’s why your office may need one, too.

    1. Eliminate obstacles.

    A multifunction printer does a lot more than just print documents. Most MFPs allow users to copy, print, scan and fax from one centralized location. Instead of running from one workstation to the next, your team can complete several tasks at once. And instead of mailing that critical report, your team member can scan and email it directly to the recipient.

    2. Use less space.

    A centralized multifunction printer eliminates your need for a fleet of isolated technologies. Instead of finding room for a printer, copier, Canon scanner, and fax machine, you can replace them all with one space-saving device.

    3. Access documents from anywhere.

    Multifunction printers can be your gateway to cloud computing and electronic document management systems. Your remote workers can get secure access to your documents from any location at any time of day.

    We’ve only begun to list the benefits of a multifunction printer. To find out more, get in touch with us at MMIT today!

    Konica Minolta Des Moines  Lexmark Des Moines

  27. Go Paperless with a Multifunction Printer

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    Going digital in the office is a worthwhile goal and one that delivers some noteworthy benefits. Business leaders cite advantages like lower costs, improved productivity, enhanced document security, and greener office processes.

    The Paperless Office

    The term paperless office has been in use for years, but the last few have seen an upswing in efforts to achieve a truly digital office. If your business is looking for a way to make implementation a little easier to take, look no further than the multifunction printer. Here’s why.

    Where to begin?

    One doesn’t simply turn on a switch and become a paperless office overnight. The transition requires a new mindset, a robust document management system, and the right equipment to bring everything into alignment. Somewhat ironically, a printer is often the key to a successful paperless office transition. Read on to find out how a multifunction printer can facilitate your organization’s conversion from paper dependency to a streamlined digital workplace.

    1. Monitor your progress.

    With the right multifunction printer and software, managers can easily monitor paper usage. Combined with a document management system, monitoring is a very effective way to reduce print output. As your team gets accustomed to using your electronic document management system, you should see a steady decrease in paper consumption.

    2. Scan and convert.

    Multifunction printers have built-in scanning and storage features that allow users to bypass printing in favor of digital alternatives. Instead of printing out thousands of hard copy documents each year, your employees can:

    • Scan and convert documents to digital formats.
    • Route converted documents directly to workflows.
    • Share documents with others without printing.
    • Store documents on the multifunction printer or in cloud repositories for access by multiple users.

    As a tool for your company’s transition to a paperless office, the multifunction printer is second to none. Contact us at MMIT to find out more today!

  28. What Could You Accomplish With a Multifunction Printer?

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    If you’ve been wondering what your staff could accomplish with a multifunction printer, perhaps the better question is What couldn’t we accomplish with a multifunction printer? While a professional-grade MFP doesn’t wash windows, it can accomplish just about anything else you need in a typical workday.

    What would you like to accomplish?

    Listing your goals is a good way to find out if a multifunction printer is the right solution. In most cases, the answer is yes, but let’s take a look.

    1. Higher print volumes— If your single-function printer or aging MFP isn’t keeping up, an upgrade can change everything. With some devices capable of over 100,000 pages a month, there’s a multifunction printer to meet your requirements.

    2. More room to work— Technology clutter is a growing problem. Take a look around the office right now and make a note of what you’re currently using. Are there a couple of desktop printers, a copier, a scanner, and a fax machine in the room? A multifunction printer combines the functions of each of these technologies into one space-saving device. Maybe you won’t need to move to that larger office after all.

    3. Paperless workflows— Paper-based processes are outdated, slow, and extremely difficult to secure. A multifunction printer with scanning capabilities allows you to replace paper with secure digital documents. Users can route scanned documents directly to workflows, email, and storage repositories in one simplified process.

    4. Mobile print solutions— BYOD and visiting clients need a secure printing solution. Your multifunction printer has it covered.

    5. A greener office— Are you using too much paper, toner, and energy? The latest multifunction printer technologies are engineered to help you meet your sustainability goals.

    We’ve barely begun listing the things your team can accomplish with a new multifunction printer. Contact us at MMIT Business Solutions Group to learn more today!

  29. The Multifunction Printer: Simplicity and Efficiency in One Device

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    A multifunction printer does a lot more than the name implies. From powerful workflow capabilities to impressive printing and copying results, there’s a good reason why so many businesses can’t do without their multifunction printer.

    How Will You Benefit?

    Read on to find out how your office could benefit from a multifunction printer.

    1. Paper Document Conversion

    You won’t get very far with your paperless office goals without a document conversion solution. A multifunction printer with a scanning feature and scanning apps can convert your paper documents into a variety of formats that you can route to individuals, convert to files, save to folders, or send directly to your workflows. Even better, converted documents and spreadsheets are searchable, editable, and secure.

    • Scan to email.
    • Scan to fax.
    • Convert to PDF or XPS files.
    • Scan to network folders.
    • Scan to web storage repositories.

    2. User-Friendly Interfaces

    Intuitive touch-screen interfaces mean you won’t need IT assistance, even during the installation process. The user-friendly control panel allows end-users to customize and automate processes, route documents, and access help whenever they need assistance.

    Anytime/Anywhere 24/7 Access

    Your mobile employees require access to your printer and your documents, and your multifunction printer can provide the solution. With user-friendly storage of scanned documents, retrieval is simple, secure, and accessible from any location with internet access.

    Print, Copy, Scan, and Fax

    There’s a good reason why users refer to their multifunction printer as an office workhorse. With the capabilities of a printer, copier, scanner, and fax device combined in one piece of equipment, the benefits are obvious. Professional finishing features like collating, folding, hole-punching, stapling, booklet making, and binding are also available on some models. And for offices with high-volume requirements, high-capacity paper trays mean you won’t need to interrupt your workday to add paper.

    If you’re ready to learn more about the benefits of a multifunction printer for your workgroup, contact us at MMIT Business Solutions Group today!

  30. Boost Productivity With a Multifunction Printer

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    If the budget won’t permit a new team member for your government office this year, maybe there’s some room for an office equipment upgrade. If so, you may be able to find that new team member in a multifunction printer.

    Meet Your Newest Team Member

    We’re joking, of course, but bringing a multifunction printer online really is all about increased productivity. You may recover so much lost time that you’ll wonder how you ever made do without one. Here are a few of the advantages government offices just like yours gained when they acquired a new multifunction printer.

    Four Devices in One

    Most organizations acquire multifunction printers because of their all-in-one functionality. By combining a printer, copier, scanner, and fax in one streamlined device, your team members can save an incredible amount of time.

    This all-in-one benefit also delivers other perks:

    • By combining a printer, copier, scanner, and fax, you’ll eliminate the need to purchase supplies for four separate devices.
    • With just one device to manage, you’ll reduce the administrative hassles of software and security updates required for a fleet of single-function units.
    • Maintenance and repair costs for one device are substantially less.

    Go Green

    There’s tremendous pressure for organizations of every kind to go green and reduce waste, and government offices are no exception. A multifunction printer offers digital workflow solutions and other features that make it easy to reduce waste.

    • Scan and route your documents directly to individuals, folders, or cloud repositories without printing.
    • Deploy built-in features that reduce paper waste, including automatic duplexing, page previews, and eliminating unnecessary pages.
    • Restrict color printing and limit print volumes by department.
    • Energy-saving capabilities like fast start-ups and sleep modes reduce power usage.

    To find out how to do more with less in your government office, get in touch with us at MMIT Business Solutions today.

    Konica Minolta Des Moines

  31. Here’s How to Get the Most Out of Your Printer

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    No one wants to shell out some hard-earned business cash to replace a piece of office equipment. That’s why it’s worth your while to make sure you’re getting the most life out of your printers, copiers, fax machines, and scanners. Knowing a little bit about how your machines work will help you keep them in good shape throughout their life cycle and extend the life of your devices.

    Getting the Most out of Your Printer

    There are a few steps you can take to make sure you’ll get the most life out of your printer or copier.

    1. Buy high-quality cartridges: It’s tempting to save some money and buy cheaper ink, especially since ink can be so expensive. But cheap ink won’t just give you lower-quality print results; it can also cause some severe long-term damage to your machine. Make sure you’re buying ink that’s certified by the Standard Test Methods Committee. This certification tells you that you’re buying a quality product that has less than a 1% defect rate.
    2. Maintain your machine: Yes, regular maintenance can be a pain, especially when you have much more on your plate to deal with. But if you’re not maintaining your printer, you could run into many issues. Regular upkeep will ensure you get the most life out of your machine and that you won’t end up with a broken-down printer the minute you need to make copies for an upcoming meeting.
    3. Get small errors fixed right away: How many times have you heard someone try to play off an error with your machine: “Oh, it just does that. You have to kind of jiggle the tray…” etc., etc. Don’t excuse your printer’s bad behavior—it’s probably a sign that something is failing or about to fail, and if you run your device long enough without necessary repairs, it could go caput.

    If it’s time for a new multifunction printer, contact us to find the right one for your company.

  32. Pull Printing Keeps Your Business Secure

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    It’s a common sight in offices, sadly, and maybe you’ve seen it yourself. Perhaps you’ve walked past a multifunction printer or a copier and cringed as you notice a confidential document in the tray—pay stubs, personnel files, patient or client information—out in the open for anyone to see. It’s during situations like these that you realize that security problems don’t only arise from outside attacks, but also from internal mistakes.

    Don’t let these mistakes make your business insecure. There’s an easy way to make your printing policies up to the task of securing your company information.

    Here’s How to Use Pull Printing

    There’s a name for the kind of printing that keeps this sort of data insecurity from happening: pull printing. Even if you’ve never heard this phrase before, you’ve probably seen pull printing before. It’s printing that remains secure until the individual who sent the document to the printer arrives and pulls it from the tray. This works in a few different ways, depending on what kind of programs and software you use.

    1. PIN numbers: This kind of pull printing assigns pin numbers to staff members that they must input at a device before printing.
    2. Cards: Some printer security systems allow for designated cards for printing use.
    3. Biometrics: A super secure but easy-to-use measure could be something as simple as a fingerprint.

    It may seem like a hassle to introduce this kind of security to your print environment, particularly because printing is a bit slower this way. However, this kind of slow-down is acceptable when you consider the alternative of data insecurity; it’s worth a little inconvenience.

    Consider implementing pull printing in your business, and contact us for more information about keeping your company secure.

  33. Is Scanning a Part of Your Disaster Recovery Plan?

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    Are you planning for the best, preparing for the worst? That’s what most companies consider when they create a business continuity plan. If you’re not sure what a business continuity plan is, you should read on to make sure that your company can continue functioning no matter what happens.

    Document Scanning Can Help Your Company Stay Functional

    In the event of an emergency—whether it’s a natural disaster, theft, or data loss—your business needs to be able to continue functioning. Imagine this scenario: for whatever reason, you woke up this morning, and you don’t have access to your place of work. Would you be able to conduct business as usual?

    For many companies, the answer is no. But it doesn’t have to be, particularly with the incredible options available through technology. With the help of the right tools, you can be functioning from wherever you are as your business rebuilds.

    Document scanning is an important part of preparing for this eventuality since you’ll need access to all of your everyday files and information. Scanned documents housed in a document management system can be available to authorized employees from anywhere in the world, giving you the chance to continue operations even when disaster hits.

    That’s why document scanning is an essential part of any business continuity plan and should be a pillar of your plan. With a cloud-based document management system, you don’t have to rely on your office to house documents—whether in a physical location like a filing cabinet or on company shared drives that aren’t accessible from elsewhere.

    Document scanning can help your business continue, no matter what. If you’d like more information about powerful scanners that can get your business ready for a disaster, contact us today.

  34. Our 3 Top Tips for Choosing an MFP

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    Your business money is hard-earned, and it’s vital that you put it in the right investments to continue your success. The tools you purchase for your company can be the difference between rising above your competition and falling behind, so it’s crucial that you do your research before buying. We’re here to help you do just that before you select a multifunction printer.

    Choosing a Multifunction Printer

    Finding the right MFP for your company is mostly about comparing the differences between machines with what your business needs are. There are countless MFPs on the market these days, and many of them have different advantages that work better for certain kinds of companies. Knowing what you’re looking for will help you find the perfect device for your business.

    Research Compatability

    This is where you should immediately enlist the assistance of your IT staff or trusted professionals you can count on. It’s not worth it to purchase a machine that isn’t compatible with your current network configuration or the computers you’re running. It may also be beneficial to buy a device that is the same brand as others you have in your office to ensure even better communication between machines.

    Examine the Service Contract

    You shouldn’t just be purchasing a printer; you should also be entering a service agreement to make sure your new device stays up and running. If your multifunction printer is down all of the time, it’s not going to be worth the money you invested. Choose a company you know can help with technical problems.

    Know the Full Cost Picture

    In the printer business, we talk about the total cost of ownership (TCO). TCO refers to the number you come up with when you calculate the replacement cost of ink and other consumables and figure out a cost per page. This number is vital in understanding the actual value of your printer rather than just looking at the sticker price.

    For personalized assistance finding your new multifunction printer, contact us today.

    Konica Minolta Des Moines  Canon Des Moines

  35. In-House Printing or Outsourcing?

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    To outsource or do work internally? This is always a question that smart business professionals ask about many services, from print management to IT monitoring to actual printing. There are pros and cons to both outsourcing and keeping your work in-house, of course, so it’s important to weigh your options before making any decisions. When it comes to typical office print jobs, the answer could be yes or no, or it could be yes and no. Here are some things to consider when you’re deciding to outsource or not.

    The Pros and Cons of In-House Printing

    First, it’s important to note that the kind of printing you’re doing will likely determine whether you’ll outsource or not. Take a moment to think about the kind of printing you’re talking about, and ask yourself these questions:

    • Does my company do this kind of printing often?
    • Is high-quality important?
    • How much will it cost to do this kind of printing in-house?
    • How much will it cost to outsource this kind of printing?
    • Is timely turnaround necessary?

    Let’s dive in a little deeper to discover how these questions help you make your final decision.

    Quality and Timeliness

    Many companies choose to purchase high-quality printers—including wide format and multifunction printers—so that they can have ultimate control over the speed and quality of their print jobs. When it comes to printing business brochures, flyers, pamphlets, banners, and presentations, you can’t afford to skimp on design and craftsmanship. Outsourcing can be problematic if you run into issues with the turnaround and are unsatisfied with the product you receive.


    In most cases, volume determines the cost-effectiveness of outsourcing or doing print jobs in-house. As a general rule of thumb, the more you print, the more expensive outsourcing is. When you purchase and use your own machines, you’re able to avoid the markup related to outsourcing.

    If you’re interested in learning more about high-quality printers, contact us today.

  36. Here’s How to Choose the Right MFP

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    Are you in the market for a new multifunction printer? Choosing an MFP can be a confusing task, particularly with the sheer volume of options available in today’s market. But with a few pointers, you’ll be ready to take advantage of the many choices instead of being frustrated. Here’s your primer on choosing a multifunction printer.

    What’s a Multifunction Printer?

    First, let’s start with the basics. If you’re not sure what kind of printer you need to begin with, you may be wondering why many businesses choose multifunction printers. Multifunction printers combine the functionality of a printer, copier, scanner, and fax machine into one device, and come in a variety of sizes. There are as many multifunction printers as there are unique businesses, and there’s certainly one out there that fits your needs perfectly. Here’s how to find it.

    What You Should Know

    Before you start shopping, choose a licensed local office equipment dealer you know you can trust. It can be tempting to drive down to your nearest office supply chain store, but the printers and copiers these establishments stock aren’t suited for the rigors of business printing.

    Keep these things in mind when choosing a multifunction printer:

    1. What do you need? It’s important to be armed with the facts about your business needs before choosing an MFP. How much does your company print each month? What kind of documents do you usually print? Take a “needs inventory” before shopping, and keep an eye on functions you may require in the future.
    2. What’s in your budget? There’s more to the cost of your multifunction printer than the sticker price. Keep in mind that the total cost of ownership is even more important than the initial cost of your device.
    3. What are people saying? Read reviews on products you’re considering before purchasing to be sure you’re getting a machine that’ll stand the test of time.

    For personalized help choosing your next multifunction printer, contact us today.

  37. Print Rules can Create Huge Savings

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    Your business’ printing might only account for a penny, or even fractions of a penny, per print so you might be skeptical to see any large sums of money coming from reducing your printing. Though, when you realize that industry research indicates that nearly half of all printed documents end up in the trash that skepticism might fade a little. You can streamline and build some efficiencies into your business by implementing print rules as a component of your Managed Print Services. Here are three ways managed print rules can save you real money:

    1. Reduce duplicate printing

    The fact is most documents are printed in numbers that are unnecessary and cost your business money. A system of print rules can reduce duplication of documents by reporting to the user that the document has already been printed to avoid unnecessary duplication. This is especially useful when a project affects more than one team member.

    2. Print reports tell you where your money is going

    Using print rules will allow you to access reports on your company’s printing habits. Here you can see which users are printing the most and take steps to assess the necessity of the prints. Being able to look at your print data will enable you to take action on a piece of your business cost that, before now, was largely a black box that you couldn’t access.

    3. Print to the appropriate printer

    In some cases, print rules can also be used as a print routing service as well. This technology will allow you to program your printer fleet to work together at detecting the best printer for the job when a print is initiated. This can be as simple as defaulting to black and white to routing to printers with different capabilities depending on the job requirements.

    Printing doesn’t have to be a black box of costs any longer. With print rules and managed print solutions, you can take control of your printing costs and return some of that money to your bottom line. Give us a call today for an assessment of your printer needs and how we can help.

  38. 3 Ways to Maximize your Multifunction Printer’s Value

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    The odds are good that your business uses a multifunction printer as your office’s main workhorse regarding document creation and distribution. The high demand for these devices has made them more accessible than ever and in getting a printer that can also scan, fax, and copy you add needed efficiency into your business and save space. However, technology’s advancements haven’t left printers behind, and here are three ways that you can maximize your investment in one of these devices.

    1. Get the right printer for your needs

    If you aren’t versed in the jargon of printers and copiers, you will probably stare at a list of specifications and have your eyes glaze over a bit. That is a reasonable response. But, if you make sure to work with a reputable solution provider in your multifunction printer search then you will get a device that can push the paper you need while giving you some built-in tech that your business can use. Putting the time and effort into this step can yield returns long after the initial purchase.

    2. Make sure you’re using the bells and whistles

    The word ‘app’ has more or less replaced the notion of a program as far as computers go, yet very few people can explain the difference. When you explain your needs to your solutions provider, it enables them to make sure you get the right device, but often multifunction printers will have app capabilities that you can use as an entry-level document management system or mobile printing option. Take advantage of these options.

    3. Don’t forget Managed Print Services

    You are shopping for a multifunction printer that you can rely on day in and day out. However, this is also the best time to ask your provider about Managed Print Services and what they can do for your business. Combining a solid piece of equipment with a robust managed solution can save thousands of dollars of cost for your business.

    When you’re in the market for a multfunction printer do your homework and ask questions. An ounce of prevention is worth a pound of cure, and putting in the work at the beginning is that prevention for your business.