Sharing a copy machine on your computer network enables your company to save money, but it also requires that you establish security protocols to safeguard confidential information. Xerox and other sophisticated multi-function copiers have innovative features that reduce the risk of security breaches that can occur when several employees use the same machine. Your system administrator can establish user authorization codes for your departments and employees. These codes enable you to identify who is authorized to scan, email, copy or fax documents. You can also integrate these copiers with your company’s magnetic ID badges.

Secure printing allows you to initiate the print request at your computer and save the job as “Secure Print.” To complete the request, enter your four-digit user code. The copier will retain the print job in its RAM or on the hard drive. When you are ready to print your documents, enter your user code on the copier’s keypad. The authentication procedure reduces the risk of lost or compromised documents.

Xerox copiers meet rigorous industry security standards. These include encryption of inbound and outbound data, triple-pass image overwriting and technology that prevents unauthorized remote access. If you would like more information on secure printing and other document security features, contact our Las Vegas area office.

Doc Fee

Boy, have documentation fees gotten popular in everything from car leases to copier leases. If you want to have fun, ask the rep to try to define the term “doc fee.” Or, just ask him or her to “make it go away” and save your Las Vegas area business a quick $50 or $100 or more. You’d think that some medieval scribe had to hand-write the contract in the finest calligraphy. On the contrary, in today’s world, the computerized entry of information specific to your copier lease takes very little time or effort. When a doc fee is included in a lease contract, it represents virtually pure profit for the lease company.

Loss Payee

The sales rep could just have you contact your agent to add the lease company to your business policy before the contract signing. However, that would eliminate a chance for the lease company to make hundreds of dollars or more over the typical five year life of the lease.

Here’s what can happen — the lease company innocuously faxes a “loss payee” form to your accounting department a couple weeks after the lease is signed and the copier goes into service. Your staff ignores the form, and “automatic” insurance that the lease company provides kicks in. This is a real profit center for the lease company, so the premiums are typically inflated. $25-$50 monthly premiums are common.

The solution to avoiding this trap is simple. Be proactive, and call your agent at the time you sign the copier lease. Agents add loss payees to policies all the time. He or she will fax the proper form to you. You fax the form to the lease company, and you stop a potential problem in its tracks.

Buying a used copier in Las Vegas

Buying a new piece of equipment isn’t always the best choice in this economy. When a person is starting a new business in Las Vegas, buying used can be a good way to save money. A used copier can be a tool that still has years of use left. Don’t let an over ambitious sales person talk you in to purchasing a new copier when it isn’t in your budget. However, keep the following in mind when buying a used copier.

Buy from a dependable reseller.

A used that is well maintained will last for years. Buying one from a source that you trust is a great way to find a good piece of equipment. A good company will have a warranty that covers any breakage or repair that is needed on the copier. Just because a piece of equipment is used doesn’t mean you don’t deserve the same level of service.

Ask about different services offered with the copier

These services can be repair contracts, upgrade services, and services to keep your copier supplies stocked. Paying for these services can help keep your costs down in the end.

Do you have any questions about purchasing a new or used copier? Give us a call so we can help!

Using a copier to scan documents in Las Vegas

A modern copier is a multi function device. In a world where dedicated scanners are becoming more and more rare, there are still times when a business needs to digitize documents. Did you know that most new copiers have the ability to scan as well as copy? This can help every business in Las Vegas save space and become more efficient.

Creating a scan from a copier just requires the right solution. If you want your Las Vegas copier to be able to scan, make sure it is part of the feature set that you require when talking to your copier representative. The scanning options should be able to send your documents via email, save to a specific folder, or send it directly to a workstation desktop.

Before choosing a scanning solution for your copier, make sure to do the research. Many solutions are available from the typical big box store, but a vendor that is focused on copiers can offer you a better solution. Copier salespeople know the ins and outs of the copying world much better than a typical employee at a franchise store. If you want the best scanning solution in Las Vegas, it is better to give us a call. We will gladly answer any questions you might have.

Here’s a little trick that will save you a lot of headache when you compare copy machines. This will get you to the bottom line when you’re comparing two copiers. It’s called the differential.

Let’s say that you are comparing a $6000 copier and a $12,000 copier and you want to know which one is the best deal over all. First you find the difference between the two machines ($12,000-$6000=$6000) Then you find the difference between the cost per print. So if the $12,000 copier is %.06 per print, and the $6000 copier is $.09 the difference is $.03 ($.09-$.06=$.03). Then you divide the first number by the second. $6000/$.0=200,000, or 3,333 prints per month. The rest is simple, if you plan on doing less than 3,333 prints per month then it doesn’t make dollar sense to go with the $12,000 machine.

These are only some of the factors that we help our clients with. Call us to hear more!

Gambling on a copier in Las Vegas

The world of business is like the city of Las Vegas, it comes with both risk and reward. A person that takes a chance on a company can come out on top, beating all the odds for a great outcome. This doesn’t happen by chance, a good businessperson learns everything he can about a situation before investing. This is how a business owner or office manager should view the purchase of a copier.

First, figure out the odds.

This requires information. Every type of copier has strengths and weaknesses. Find out everything about the machine before committing to it. Don’t roll the dice on a machine that doesn’t fit the needs of your office.

Shuffle the deck for better options

One size fits all isn’t always the best way to view a business. Every business is unique and requires a different point of view. Should you buy a copier or lease? What are the needs of your business? A business that uses a high volume of printed copies has different needs than one that only uses a few per day. Every office is different and should be treated with care.

Don’t gamble with success

A copier can be a vital part of any business. Learn what options you have by giving us a call. Our expert staff is standing by to talk.

It is easy to forget how important paper is to a copier’s lifespan. We just load up the tray, push it in, and let the copier do its work. Yet, the right paper needs to be used for the right situation. Paper also needs to be maintained in a proper manner. Keep these tips in mind next time you are looking for paper to load.

Keep all paper in a dry place

There shouldn’t be any moisture in the paper supply room. Even the most minuscule amount of moisture can cause paper to degrade. This degraded paper can lead to paper jams and the wearing down of a copier’s internal machinery.

Keep all paper sealed

To help keep the paper dry, make sure every loose bit of paper is sealed. If there is paper left over from a ream, put this paper in a plastic bag to seal it from the air. Only use a full ream of paper if you are reloading the entire tray.

Keep paper out of the light

Light does a good job of weathering paper. Sealing paper away doesn’t just keep it from moisture, but it also keeps light from yellowing the paper. Old and damaged paper is another good way to gum up the copiers works.

Human nature has a way of avoiding problems. Sometimes rather than face the pain of solving an issue we tend to forget about it. This happens all too often in the copier world, and I hate to see it. There are some great copier dealers here in Vegas, so you may be fine, but if you want to be sure, check through the following list.

• Are you only printing letter and legal but you have a machine that prints tabloid (11X17)?
• Do you print black and white, but have a color capable copier?
• Do you pay for prints that you don’t even use?
• Are you paying a lot of money but printing relatively little?

If you answered yes to any of these, than you should see a red flag, there is a chance that you are being taken advantage of.

If you want to hear more about this, or you have other copier questions, then give us a call. 

There is an urban legend regarding the cost of color copiers. According to the fable, some copiers make color copies for the same price as black and white copies. This is true if you are reproducing postage stamp-size images. These copiers include Xerox’s line of Colorqube models. Give our team a call if you need assistance selecting the best copier for your company.

Some business know that a 11×17 copiers are necessary for their operation. They don’t need to research, but it you do some tabloid copying and you don’t know whether to buy an 11×17 copier then you should. Having one can save you money, or cost you money.

What we have found is that at ten percent there is a breaking point. If ten percent of your total prints are tabloid size then it’s almost always worth buying an 11×17 capable machine. If you are under ten percent then it probably won’t benefit you to have one. It’s still worth considering if the convenience is worth the cost though. How far under ten percent are you? How will you get those prints or copies done if you don’t do them yourself and how much is that going to cost? If you do really high volume then this ten percent rule may be a bit lower.

If your looking for an 11×17 copier in Las Vegas we can help you out. Give us a call!