Print Audit’s President and CEO, John MacInnes, introduces Print Audit’s newest solution, Print Audit Secure in this recorded Webinar.  To find out more information, please contact an Imagetec representative!

You need to have YouTube access in order to view this webinar.  If you do not and would like to see a demo, please contact us.

Most, if not all, businesses want the biggest bang for their buck and that’s where refurbished equipment comes in to play.  A refurbished device makes a lot of sense in many organizations, small or large.  Here are a few points to consider if you aren’t sure if refurbished is right for you.

•  Are you a start-up organization or an organization that needs something larger but don’t have the funds for a new machine?  With a refurbished device, you are able to get a high-volume machine at a substantially lower cost than buying new; and buying refurbished doesn’t mean you are buying old. If you research correctly and buy from a reliable dealer, you can get a really great, “like new” machine.  Keep reading to learn more about that!
• Are you planning on growing your business over the next several years?  Instead of buying new and purchasing a small machine that “works for you for now”  due to budgetary constraints, you are able to get a machine that is faster,  has the right technology (print, scan, fax, etc) capabilities, and even has a lower cost per page that can grow with your organization as it expands.  This will keep your office running more efficiently and you and your employees happier!
• Are you looking to purchase “green”?  With a refurbished device you can have all the luxuries of a new machine at a lower cost.  Plus, you are keeping a perfectly good device from being placed into the landfills before its true end-of-life, which saves the environment from unnecessary waste.

With all this being said, there are a lot of dealers that sell refurbished equipment.  In order to get a refurbished device that is dependable and that’s going to last, you need to verify you are buying from a reliable dealer.  Make sure you understand what that means.

• Refurbished equipment isn’t just a facelift.  A reliable dealer will put the machine through a thorough inspection to ensure it’s performing at its best.  They will examine all aspects of the equipment and repair or replace any part that isn’t working properly.  If done correctly, by the end of the inspection, you’ll be getting a machine that you can feel confident will works properly and will be in “like new” condition.
•  Make sure you find out about the warranty.  Reliable dealers will always have a warranty on refurbished devices.  This can be a 1-3 month warranty or even a 1 year even exchange warranty.  If they don’t have a warranty of some kind, don’t use them!
• Check out the dealer’s service department and what their service includes or doesn’t include.  Ask them to provide you with awards or documentation about their service.  It’s important to find a dealer with a certified service department (whether you are buying refurbished or new!)

There are a lot of benefits to purchasing a refurbished device.  If you believe refurbished equipment is right for you, just be sure to do the proper research to find the right machine at the right price, from a reliable dealer so that you are getting the best bang for your buck for years to come.

In today’s world of technology everything is changing rapidly.  Just when you decide to buy something on the cutting edge of  technology you open up your newspaper, magazine, or tune into your favorite news channel to find out that it has already been replaced by a better and faster product.  Sound familiar?

It seems that technology is getting smarter, faster and more useful;  except when you take a look at printers.  Printers have always been just what they are, putting ink on paper.  Whether it is in the form of laser or ink there have been no great leaps for these products, that is unless you talk about the change from dot matrix or crash printers.  Basically they are used as a single function device.  I believe that the reason for this is that the supplies for these units are huge revenue makers for the printer manufacturers.  Just look at the high cost associated with the supplies for these units vs. the relatively low yield.  The physical unit, which most look at, is very inexpensive.  This catches the purchaser’s eye and is probably the single most relevant reason most schools and companies have printers everywhere you look!

Copier companies tried to take part of the printer market away when they started manufacturing the MFP (Multi Functional Printer).  This device was manufactured to do several functions in one standalone systems including copying, printing, scanning and faxing.  The marketing by the copier companies did make sense and was responsible for the decline in printer purchases;
however one small problem existed.  Were people ready to part from the convenience of a “desktop” printer to walk to a centrally located system to get their job?  The verdict is still out.  From my perspective the answer is “no”.  You will get excuses of every type from “I have to have a desktop printer, I print confidential material” to “I cannot leave my class alone to walk down the hall to pick up my prints”.  I feel that the copier companies did well in the concept of this, but what they did not look at was the size of these units.  Whether the MFP was 20 pages per minute or 100 pages per minute, the footprint was just too large which meant the units could only be placed (or would only fit) in certain areas.  One other problem is that the small printers can sit on a desk and print out 25 or 30 pages per minute; whereas a copier based MFP of this speed would take up the space of a desk and chair.

In today’s world all of us are looking at reducing our carbon footprint, sustainability of the products we purchase, and consolidation where applicable.  I think that Apple has made great strides in this arena with the invention of the iPhone, iPod and iPad.  These systems have the ability to add applications (apps.) so that the system can do more as technology changes which in turn make your investment last longer.  This is why more IT managers are looking at these systems to implement in the classroom and work environment.

You might now be asking how this applies to the printer market.  Lexmark has introduced a line of XS systems that have what they call embedded Solutions Framework or eSF for short.  This new system will allow you to purchase applications that will help with your work flow.  Not only do they work as a copier, printer, fax and scanner but you can add applications to the system specific to your environment.  These applications are separate or you can get an industry specific bundled package for education, insurance, health care, legal, real estate, CPA etc.  These apps are downloaded to the system via a certified dealer service representative and work much like your Apple apps with icons listed on the main screen.

Lexmark also has host systems for these applications that will take the updates and managing of the applications out of your IT teams hands so that they can be more productive doing what they should be doing – keeping your network up and running!

This innovation is the reason that the printer is dead and I invite you to go to the funeral.  The day of the stand alone system is done, there is no excuse anymore, as these systems have different models for different environments; they even include a desktop model if so needed!  What is even nicer on these products is that the purchase cost is in line with what stand alone printers cost today and they have an operating expense that is just as or lower than a 20 page per minute copier that you might have.  You get the best of both worlds.

With the introduction of this new way of printing and moving information, IT Managers, Purchasers and Administration owe it to themselves to look into these products by doing a print analysis to reduce the number of systems currently doing printing, scanning, copying etc. and facilitate a ZONE APPLICATION mentality that will give staff more resources to do their jobs, reduce costs, and reduce your carbon footprint.

The Managed Print Services industry is rapidly growing with businesses both large and small getting in on a piece of the pie. Over the past ten years the copier & print industries have converged, leading to innovative products including the multifunction printer. With these industry segments coming together businesses have found it more and more difficult to manage their output devices, which is why managed print services has been rapidly on the rise. By using managed print services, businesses  are able to lower overall costs, improve productivity, increase efficiency and reduce burdens on internal staff.

Today, the list of managed print service providers continues to grow and many of them offer unique solutions and benefits. But what of those ‘benefits or solutions’ will really help you save the most money? As it becomes increasingly difficult to determine which MPS providers will offer you the most effective services and most reliable products it is important that you look at several important tips in determining your managed print services provider.

1.) Do they offer fully integrated services?

This is a very important element to consider when selecting your provider. An MPS provider that offers their customers integrated services provides not only the office equipment & software to go with it, but they also incorporate all aspects of the print management process including the print audits, all of the management aspects, maintenance of printers, copiers & multifunction printers, & will provide you any consumable replacements. Fully integrated services will save your company both time & money, giving you a one stop shop for your print management needs.

2.) Do they have quality service technicians?

Every time you have a printer or copier that is interrupting your document workflow because it is mechanically inoperable you are losing money. When selecting a quality managed print services provider it is essential that the service technicians are certified and professionally trained with the ability to quickly diagnose and fix your office equipment. If you are unsure as to whether or not the technicians are certified, then ask. There is never any harm in asking questions, only harm in not asking any at all. By asking such a simple question you are setting your company up to save money in the long run on repair costs and financial/productivity losses due to equipment downtime.

3.) Does the MPS provider use the latest in print technology and software solutions?

In many cases there is more to an effective print management solution than you may be aware of. You want to try to identify whether or not the provider will collaborate with you to understand your business and provide innovative ways for your employees to work more effectively – beyond simply managing print.  Many MPS companies such as Imagetec L.P., a Chicago based Print Management & Office Equipment Dealer, use sophisticated  tools and resources  giving them the ability to monitor your print fleet and provide you with the necessary supplies, maintenance & service before your office equipment is hassled by low toner or  malfunctioning equipment parts. If a potential managed print services provider takes advantage of innovative solutions such as this or incorporates the latest print software such as Print Audit 6, then you can count on maintaining efficient document workflow.

4.) Do they have a proven track record?

When searching for the right managed print service provider you should always look for testimonials or a track record of proven success. Many times you can find these testimonials on their web page or under a reviews section in a search result. You want to make sure you can rely on your provider for timely service, exceptional customer service, reliable office products & affordable prices. Without a proven track record of success you could be setting your business up for additional short term and long term financial stress as well as long term productivity issues.

5.) Can they provide you with options?

All businesses are different; they have different needs and different demands. When selecting an MPS provider you should look to see if they offer a variety of solutions based on your particular industry & business needs. For example, the Healthcare industry prints a lot of important paper work and documents entailing confidential medical information. If you were a hospital or a health center looking for an MPS provider you would want to make sure they have exceptional security options ensuring those documents are safe & secure. The more variety and customizable solutions, the more effective and efficient your managed print services program will likely be.

When selecting a quality MPS provider make sure you ask a lot of questions. A knowledgeable company will be able to provide you detailed insight about your current printer fleet, how to manage an effective document workflow environment, and provide you cost effective solutions to optimizing your current fleet. It is proven that effective managed print services can lower print costs upwards of 30%, streamline document workflow and provide an increase in office productivity.(See Case Study) Follow these tips and ask the right questions  and you will find a well-established, experienced MPS provider that will offer you quality customer service and reliable office equipment options.

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Okay so maybe this is a little extreme, but something similar to this is not that unlikely.

Photizo Group now resides in  Midway, KY in which I have set up shop on the second floor. I have a wonderful printer right outside of my office. Recently we were loaned a printer to test. It is located on the first floor, but I installed it anyway. I didn’t realize that when I installed the printer it became my default printer. I would print a document, realize what happened, and then have to walk to the first floor and find the printer, vowing the entire time to switch the printer the next time I printed. Of course, for the next week I continued to print to the first floor, and then I finally switched the printer and problem solved.

I consider myself pretty technologically savvy, yet I managed to print to the wrong printer for an entire week. And then there is my co-worker, a little less savvy, who printed to the wrong printer and assumed that our second-floor printer was broken, so began to play doctor–pressing different buttons, moving paper to different trays. When she came in on Monday the first-floor brought her the 30 pages that she printed while trying to figure out what was wrong with her printer.

Managed Print Services are a valuable tool for organizations for many different reasons. In this case, you can see where it might not have only saved time and money, but a little sanity as well.