Sharp MFPs Bring Top-Notch Tech To Small and Large Businesses

Sharp MFPs Bring Top-Notch Tech To Small and Large Businesses

Most businesses have come to rely on their office equipment for more than just printing and copying.  Today’s modern multi-function printers (MFPs) are expected to help improve processes, and document management.

mx-4070_overview The best MFPs can scan documents and convert them into digital files that become searchable records. Many offices expect their MFP to be able to print wirelessly from a variety of devices. As with any wireless and mobile technology, administrators need to ensure enterprise-level security and control.

Sharp: A Powerful Brand and a Quality Office Equipment Manufacturer

For many people considering office equipment companies, Sharp is rarely the first brand name that comes to mind. While other companies may be more recognizable in the office equipment industry, Sharp is the only full line copier company on the top 100 most powerful brands.

The Sharp 70-Series Can Improve Any Office

The Sharp MX-3070N, MX-4070N, and MX-5070N are popular full-featured MFPs that offer the latest technology and security features to benefit all members of an organization.

Business executives will appreciate the enhanced document and workflow capabilities of the 70 series. Enhanced optical character recognition (OCR) included allows digital document conversion, storage, and document retrieval without a PC.

Office staff will benefit from the machine’s speed and flexibility. With an output capability of up to 50 pages per minute (MX-5070N), teams can create large print volume on demand. The full-color capability means the devices can handle everything from simple meeting agendas to complex full-color presentations.

IT staff and administrators won’t have to worry about the device network integration or security. Sharp has paved the way with the latest wireless connectivity and security protocols built right in.

Sharp 70-series: Full Color and Full Functionality

The available features from the Sharp 70-series make it one of the most robust options on the market. Not only do each of the models offers full color capability, they also have a rich set of features to increase productivity and ease of use.

Available features include:

  • Up to 50ppm output capacity (MX-5070N)
  • 500 GB hard disk space
  • Automatic walk-up sensor
  • Built-in retractable keyboard
  • High resolution 10.1” color touchscreen display (below)
  • Wireless connectivity

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Contact Stones Office Equipment

Stone’s Office Equipment is a full-service office equipment dealer serving central Virginia, including Richmond and Fredericksburg. Contact our staff today to see how we can help improve your office’s document management processes or reduce operating expenses associated with your existing office equipment.

The Best Lexmark Printers and All-in-One Machines For Small Business

Our customers look to us as experts on the topic of office equipment. So, it’s not uncommon to be asked, “What’s the best printer [or copier, or all-in-one] for our small business?”.

Naturally, one should expect the answer to this questions depends on a variety of factors. For example, what exactly are the business needs? How many users will share the device? How much print volume will flow through the machine?

Stone’s Office Equipment is one of the leading Lexmark dealers in central Virginia.

Here we share our three most popular Lexmark models. These models are popular because they serve critical business functions, are efficient in their respective categories, and are reliable output devices. 

Each of these three models differ considerably, and the right one for your business depends on the features that will serve your organization the best.

Lexmark M3150 – the speedy monotone laser printer

The M3150 is the daily workhorse of many small offices. It can print up to 50 crisp black and white pages per minute. The monotone laser printer has a high capacity toner cartridge capable of delivering up to 7500 prints per cartridge, so you can minimize downtime and reorders.

The M3150 a medium capacity network printer capable of printing from all desktop and most mobile devices. It even has a USB drive, so users can print directly from portable storage devices.

Navigating through the printer’s functions is simple and easy with the 4.3-inch color touchscreen.

Lexmark XM3150 – the compact but productive all-in-one

The XM3150 is one of the most feature-packed all-in-one multifunction printers (MFP). It is capable of printing, copying, scanning, faxing, and emailing.

Like the M3150, the XM3150 has a print output up to 50 pages per minute, and the XM3150 is capable of printing from desktop and mobile devices.

It includes a 7-inch color touchscreen for simple operation.

Lexmark has shown strength with respect to device security. The XM3150 includes a host of enterprise-level security options and settings built into every MFP. 

Lexmark XM7155 – the fully-customizable, high performance MFP

The XM7155 is built for top performance.  It is capable of outputting up to 70 pages per minute, and has an input capacity of up to 2300 sheets. This maximizes output, and minimizes time spent refilling paper.

Productivity is improved with features like scanning 2-sided documents in a single pass. Several finishing options are available too, such as stapling, offset stacking, and hole punching.

Like other Lexmark models, the XM7155 is also capable of printing from desktop and mobile devices. To ease operation, the XM7155 includes a huge 10-inch color touchscreen.

Need Color Printing?

Each of these Lexmark models output in black only. If your office requires color printing options, contact us to discuss your options. Features and cost can vary widely for full-color devices, and some devices are very expensive to operate. We can help you fully understand your device choices as well as the considerations such as output capacity, color quality, and cost per print. 

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Going Green: [video] Remanufactured Cartridges Save Money Without Sacrificing Quality

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If you’re like many of our clients, you’re always looking for ways to reduce costs while also looking for ways to reduce your environmental impact.

At Stone’s Office Equipment, we support a variety of green initiatives for our clients – from reduced energy consumption, to reducing paper usage, to reducing waste.

Many law firms and medical practices focus on improving document management processes when looking to reduce paper, and we have a variety of document management solutions to improve workflow and speed up document retrieval.

However, one of the simplest green initiatives does not require any complex hardware or software. Simply start using high quality remanufactured cartridges in all of your printers, copiers, and multifunction printing machines.

 

RELATED: Save Money By Going Green With Printing

 
Remanufactured cartridges have a 44% smaller total environmental footprint vs. the national brand equivalent. And over 80% of businesses in a survey reported that remanufactured cartridges met or exceeded the performance of national brands.

If you’re looking for new ways to go green and save money, consider switching to high quality remanufactured cartridges. These cartridges are available for most models of each of the leading brands of printers, copiers and multifunction printers. Contact us to start helping the environment while saving money with remanufactured cartridges.

Office Equipment for Medical Offices

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Medical offices are tasked with keeping patient costs reasonable, while keeping private medical information secure. The demands placed on healthcare facilities are significant, and choosing the right office equipment for medical offices is vital.

 

Just like any place of business, medical offices rely on certain equipment to communicate, stay organized and effectively operate, but regulatory requirements demand that systems are chosen with care. Consider the following when planning for the needs of your medical office:

 

Printers, Scanners and Copiers For Medical Offices

Medical professionals are required to keep thorough and accurate records on all patients, but an increasing number of practices are switching to paperless recording. Deciding to switch to a paperless medical office will save time and lower costs, and it will also affect your equipment purchases.

 

Higher-end multifunction printers can be integrated with document-management, billing, e-prescribing and email applications. Choose a scanner that will convert documents into searchable and encrypted formats. If you lease, rather than purchase equipment, find out if there are options for clearing the machine’s memory, so that your private data is not saved and viewable by an office supply company or anyone who leases the equipment in the future.

 

Computers and Mobile Devices

Computers and mobile devices have become valuable pieces of equipment for medical offices. As technology advances, more and more applications are available to health care professionals. Computers and mobile devices are used for a host of important tasks, such as:

 

  • time management
  • health record maintenance and access
  • consultation
  • insurance communication
  • information gathering and research
  • patient management and monitoring
  • continuing education
  • clinical decision making

 

There are several factors to keep in mind when selecting computers and mobile devices for your office, but portability can be a double-edged sword. Laptops, smart phones, USB drives and even wearable devices are now in widespread use throughout the business world; however, security risks increase when an item can be lost or stolen. Any device chosen for its ease and portability should also include advanced security features. Simply setting a password may not be enough to protect important data. When choosing office equipment for medical offices, it’s also important to ensure that all computers and mobile devices comply with State and Federal medical privacy laws.

 

Any computer or mobile device that you purchase should be compatible with your office systems and software. It’s also helpful to choose devices that can communicate information easily back and forth. If information can only be accessed from one device, this can cause complications and ultimately hurt your bottom line.

 

Managing User Access and Security

No matter how many patients you serve, data backup and security are necessary components of maintaining your business and medical files. Electronic records are of no use if your network is breached and your data is lost. Patients rely on you to keep their medical information safe, and compromised data can ruin the reputation of a medical office.

 

The AMA published specific guidelines for allowing patient access to medical records and keeping them safe. It’s advisable to prepare for a disaster before it occurs. Any medical or personal data should remain safe from loss or corruption. Backing up data to an offsite location is one of the easiest ways to do this.. Consider keeping one physical backup, along with one stored in the cloud. Frequent automatic backups of a server should be scheduled to keep files safe. When deciding on a cloud solution, make sure that the service provide allows for the storage of encrypted data.

 

Medical offices should choose business-grade security software. Access to data on both laptops and desktops should be restricted. Any mobile devices and tablets that are used should be included in your security plan. Absolutely every computer in a medical office should be equipped with appropriate anti-virus software. A single virus on one device could corrupt or completely destroy all of your medical or business data.

 

Integrating Office Equipment

Medical offices use many different tools to produce medical records, schedule patients, bill and prescribe medications. When purchasing software or hardware for a medical practice, ensuring that all programs can be integrated is important.

 

When all systems work together seamlessly, there is no need to constantly switch from one piece of equipment to another or toggle between multiple applications. When purchasing office equipment for medical offices, keep in mind these needs:

 

  • Word processing
  • Medical records
  • Security, anti-virus and encryption
  • Billing and accounting
  • Email
  • Electronic records transfer
  • Intake management
  • E-prescribing
  • Patient portals
  • Scheduling
  • Electronic signatures and consent forms

 

Maintain Compliance While Integrating

The Health Information Privacy and Accountability Act (HIPAA) sets forth mandatory rules for how medical offices protect the privacy of their patient’s protected health information. While the U.S. Department of Health and Human Services, who are responsible for HIPAA enforcement, understand that not all disclosures can be prevented, they do expect that certain privacy measures are put into place.

Medical offices should take reasonable precautions to safeguard patient privacy.

 

Purchase office equipment for medical offices with security compliance in mind. When purchasing portable office equipment, such as laptop computers, remember that these items could potentially be lost or stolen. Any portable equipment should have the capability of saving files in an encrypted format, so that private medical information is not accessible to any individual who steals or finds any equipment belonging to your medical office.

 

Find a Reliable Partner For Medical Office Equipment

It’s important to choose a supplier who frequently provides office equipment for medical offices and understands your unique needs. The right partner will help you to manage your costs, while staying compliant with State and Federal regulations. You can count on Stone’s Office Equipment to design workflow and paper-handling solutions that are efficient and scalable, while keeping operating costs to a minimum. Call us today at 804-288-9000.

Save Money By Going Green With Printing

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When you think of “going green” you probably think of efforts that decrease a company’s negative impact on the planet…and you’re right! There are many organizations and resources out there that promote change and encourage better working environments to keep our planet healthy. But, that’s not the only reason to go green with your office printing. Another wonderful benefit is that going green can save you money!

 

Think about the way your office operates now. Depending on the size of your company, you might go through hundreds of sheets of paper everyday. In the process, you’re also using a lot of supplies, energy, and time.

 

In fact, according to GreenPrint, the actual cost of printing is up to 31 times the price of the paper you use, and the cost of printing for the average employee lands between $600 and $1,300 per year!

 

But, you can utilize green printing practices to improve efficiency and decrease the resources it takes to print and manage paper, all while saving your company money.

 

Go Green By Using Managed Print Services

The best way to become more efficient with printing–and save more money–is through managed print services. If you’ve heard of managed print services, or MPS, then you probably associate it with equipment or supplies management, which is accurate. Managed print services are used by the most efficient companies to optimize their printing process. Here’s how it works:

 

You receive an evaluation of your current printing system to identify opportunities for improvement. These opportunities may include printing supplies, equipment tuning and repair, equipment configuration, and more. You’ll get a customized recommendation of how you can best run your printing equipment for optimal efficiency. By improving the areas that are identified, your company will use less energy to operate and you’ll notice long term savings in operational costs.

 

The efforts used to achieve more cost-effective operations and those used to “go green” are often one in the same. Both goals work by decreasing the amount of energy it takes to accomplish tasks and to maintain your office. Here are some of the specific ways that MPS can make your company greener and save you money:

 

  • Identifying how many printers you need. Many companies use more printers than they really need. By decreasing the number of printers and placing them in more convenient locations, your company can decrease the equipment needed and the resources it takes to run those extra units.
  • Changing bad user habits. MPS will use data to figure out how the printers and other equipment are being used and then determine habits that could be curtailed to improve efficiency and savings.
  • Tweaking equipment settings. Many people aren’t sure what settings are truly best for printers and the majority just settle with whatever the factory settings were. Using MPS, you can fine-tune the settings of your equipment to ensure you’re always getting the most from your equipment, with the least energy demand.

 

Start Saving Green By Going Green With Your Printing

Going green with your printing will help your business become more socially responsible while also saving money. Managed print services is the most effective and convenient way to get the most from your printing system. For more information on managed print systems, contact Stone’s Office Equipment at 804-288-9000.

7 Areas To Consider When Choosing Office Equipment For A Law Firm

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Whether you’re going it solo or setting up a large practice, making smart choices when purchasing office equipment for a law firm can mean critical differences in workflow and efficiency. The most successful solutions will be scalable, easy to use and flexible enough to make sure focus stays on the work, not the technology.

The basics of a law office are the same as many other business offices, but law firms must also address regulatory compliance requirements that govern privileged data.

Consider these seven areas when planning your firm’s equipment needs:

  1. Printers/scanners/copiers

Legal teams produce reams of documents, but that doesn’t mean that all those documents have to exist in hard copy. Making the decision up front to run a (nearly) paperless office will save piles of time and money, and will affect your equipment purchases.

If you’re on your own, an entry-level, all-in-one desktop unit might do what you need it to, but you’ll sacrifice some efficiency — especially when scanning. Even the smallest practices should look into high-volume scanners with network capability. Ultimately, you want your scanner to integrate seamlessly with your document-management software.

Larger offices that commit to taming the paper beast should elect higher-end multifunction printers for purchase or lease. Look for models that can be integrated with document-management, time-tracking, billing and email applications as well as cloud storage. Be sure the scanner will convert documents to searchable and encrypted formats. When leasing, find out what options are available for clearing the machine’s memory of your data.

 

  1. Computers and mobile devices

Plan device purchases carefully. If you’re a one-person shop, a business-grade laptop might be all you need. Larger practices will likely want to anchor support personnel with desktops. Attorneys will need either desktops or laptops, depending on their mobility needs, and tablets if budget allows. Before buying tablets or other mobile devices, check to see what apps are available to accompany your desktop software solutions.

When looking at specs for desktops and laptops, look for at least 8GB of RAM — 12GB if you can afford it — to help run multiple applications more efficiently.

Mobile devices (like tablets and smart phones) can be linked to your office equipment to provide remote printing.

 

  1. Data backups and security

No matter the size of your practice, data backups and security are critical components of a law firm’s IT infrastructure. All those documents you’ve scanned are worthless if your network is breached and your data is lost, not to mention the legal ramifications and damage to your firm’s reputation if privileged data is compromised.

Consider a redundant backup solution: Keep one physical backup and one cloud backup. For very small practices where employees save documents and other data to their local drives, your physical backup could be as simple as an encrypted external hard drive. Larger firms should schedule frequent automatic backups of their servers to encrypted-drive backup locations. When looking for cloud solutions, make sure the service provider allows storage of encrypted data.

Choose business-grade security software and learn how to use it effectively. Enable system encryption to restrict access to data on laptops and desktops. Be sure to include practice-owned and personal mobile devices in your security plan if they access your network.

Don’t take risks with your privileged data. If you can’t afford to keep an IT security expert on staff, hire a network security firm to secure your systems.

 

  1. Software

Law firms typically use several productivity tools to track cases as they move through the practice. Different applications include different feature bundles, but in general, a practice needs solutions that address these areas:

  • Word processing
  • Security, including anti-virus, firewall and encryption
  • Email with encryption add-on
  • Accounting/billing
  • PDF handler for merging and splitting PDFs and converting other file formats to PDF
  • Document management for efficient storage and retrieval
  • Practice/case management for keeping client and case data in a central location
  • Time-tracking for management of billable hours

The American Bar Association has done an extensive comparison of practice/case management software and offers tips and resources on encryption.

 

  1. Phone system

If you’re in solo practice, you’ve no need for a business-grade phone system. You can get the basic features you need — voicemail, caller ID, conferencing, call forwarding — as part of most landline, VoIP or mobile packages. If you want to give the impression of a larger office, check out call-management solutions that include the ability to set up a simple menu. You can even hire a virtual receptionist to answer calls for you from a call center. Most pricing plans allow you to buy a monthly pool of minutes, so you’ll have to track your usage carefully to avoid surprises when the bill comes.

Larger firms will need more extensive setups with multiple-line phones, a network of voicemail boxes and professional installation. You’ll still need to choose between landline and VoIP. If you opt for VoIP, you’ll need to decide whether to use a cloud system or host it yourself.

 

  1. Presentation equipment

Projectors are available to fit almost any budget. Add a screen (or a white wall in a pinch), and you’ve got a solid, basic presentation setup. If your room is very small, skip the projector altogether and go for a mounted monitor with a dedicated computer or a wireless connection.

Interactive display boards offer a higher-end solution and have a variety of features, including touch screens, pen interfaces for annotating presentations and video conferencing.

 

  1. Dictation systems

Digital dictation tools make a first draft of your dictation as easy as docking a voice recorder. Files can then be sent to speech-recognition software or an assistant for transcription. Many models offer real-time file encryption and device-locking features. Some systems include barcode integration, which allows you to attach client information to the recording by scanning a barcode.

 

Choose an Experienced Partner

At Stone’s Office Equipment, we’ve worked with many law firms – some small, some large. We understand the need and challenges facing law firms in today’s economy. You can count on Stone’s Office Equipment to design workflow and paper-handling solutions that are efficient and scalable, while keeping operating costs to a minimum.

Security & Vulnerability

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I attended a Business Solution Summit hosted by Lexmark in Milwaukee, WI and was surprised by the stats given on data breaches within corporate America. It seems every time you listen to the radio, television or any news outlet, you hear about hackers, data breaches, cyber security, etc… In fact, every evening driving home I hear at least 3 commercials advertising “protecting your identity”. Never before has our country become so hostage to others looking to profit off of our vulnerability (and possibly innocence). For those who believe all you need to do is protect your Social Security Number and nothing bad will happen should think again.

Here are a couple of things I took away from the summit and wanted to share:

  • $65 million = The total average cost of a data breach in the U.S. last year
  • 36% = cause of information leaks – either malicious or accidental
  • Information = intellectual property, state secrets, financial data, healthcare information, personal identification information

According to WSJ “Every major company has been attacked. We are at war! The absence of body bags doesn’t lessen the importance.”

The terms, Hacker, BOTS, Phishing, Social Engineering refers to outsiders and their methods to capture data which could be brought on by a terrorist or even a corporate competitor; however, Open Security Foundation found that 36% of all information leaks occurred from within a company’s own walls…meaning inside your own firewall. As stated above, this could be malicious or completely accidental.

What information are the “hackers” phishing for?

The answer depends on the “hacker” and the sources they have to draw upon – it could be large like Home Depot, Target, Anthem, IRS or a small business. Here in Richmond, VA we spoke to a client who had their information “hijacked” because someone innocently clicked a link or zip file attached to an email. Before you discount this and say, “I would never do that.”; or, “everyone in my office knows not to do that.” Think. This is how these people make their money and like everyone else in business, the better you are at your job the more you make. Some hackers might make a simple or sloppy attack plan and snag a few; and some take a little more time and make something look so authentic it fools even those who are on the lookout for scams. The client I’m speaking of was contacted and informed their data was being held ransom and for the price of $5,000 they would release the information. In this case the company chose not to pay and lost their data from the time of their last back-up.

Other information “hackers” are phishing for is intellectual property, state records and secrets, financial data, healthcare information or personal identification information, these were the primary drivers behind the Anthem and recent Federal Government breaches. According to one study, it’s not about credit card theft as much as it is about gathering as much information as they can to use. Of course we hear the big numbers like the Target breach – more than 40 million cards and Home Depot was more than 56 million! Bank Accounts used to be top – credit cards on the “dark web” (referred to by the FBI) is dipping and considered to be traded like a commodity. Records with personal information is on the rise, the more information you can collect about individuals, the more valuable. Imagine someone gaining access to not only your personal medical records, but your entire family’s medical records. What about your complete financial portfolio? Bank account information, mortgage information, retirement funds, liens, or, your Legal records? Bankruptcy, devoice, law suits pending.

How To Protect Your Information

Recently I spoke with two highly regarded owners of IT firms and asked how I can educate my staff to better fend off attacks like these. Their answer was, first start by never clicking on a zip file or any attachment from someone you’re not expecting something from. If you think it may be suspicious, call that individual and ask them if they sent you something. Second, have a good detection plan in place and ready to respond. Third, make sure you back up your data every day and know your data is good by testing the recovery.

All of this sounds scary and it should because no one knows how far this will go or the ramifications of it all. What I can tell you is Stone’s Office Equipment will provide your office with equipment to help eliminate some of the potential risks.

Isn’t Office Equipment At Risk Of Getting Hacked?

A couple of years ago, the CBS news ran a story about copiers having hard drives and how every time a document is copied, scanned or printed the image resides on the hard drive. They were able to “hack” into some of the hard drives and retrieve some pretty sensitive information. Once the story broke, we started getting calls from our customers asking if we knew about this and what measures Stone’s Office Equipment takes to protect their data. I talk more about that later.

Here’s how:

  • Copiers and MFP devices featuring a hard drive are wiped at the end of your lease or upon trade in. We’ll even remove the hard drive for customers and give it back to them so they can destroy it themselves.
  • Lexmark MFP’s wipe the device after every job: copy, scan, print and fax
  • Sharp copiers and MFP’s some standard with Lease Return Hard Drive Clean feature – wiping the hard drive back to new status
  • Many devices we sell have Authentication – which will restrict the devices or users from performing tasks you don’t want

For more information about Security and Vulnerability, give us a call (804) 288-9000.

6 Ways PaperCut Software Boosts Print Performance

Most people understand the basics of keeping printing costs down. Keep equipment up-to-date, monitor print-related expenses, etc. But, there’s actually another level of print performance and cost savings that most people miss out on. Are you one of them?

Did you know: The cost of the printer only accounts for 5% of total printing costs (Forrester)

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To really get the most out of your print setup, you need to get a closer look at how your system is running. Stone’s offers a comprehensive approach to managing print performance with Managed Print Services (MPS).

Not ready to commit to a full MPS program? Read why PaperCut may be the perfect tool to get started…

Papercut uses six different approaches to analyze how well your existing print setup is working and it helps you improve upon that system. How exactly does it do that? Here are the six ways Papercut can improve your current setup:

Print Visibility

What in the world does that mean? Print Visibility refers to the ability to track (watch) how your print setup is being used. This tool allows you to see who is printing what, when they’re printing, on what devices, and more. It also keeps records so you can look back at past activity. With Print Visibility, you’ll be able to see exactly where your printer usage is focused and you’ll be better able to identify opportunities for improvement.

Print Policies

Once you’ve used Print Visibility to identify areas of potential improvement, you can use Print Policies to provide additional support. Print Policies are rules that can be set up to limit or alter user behaviors. Limiting the amount of printing for a particular user or specific printer and creating custom on-screen recommendations for printing preferences (such as “Please use both sides of the paper when printing!”).

Print Security

The security of your documents is very important. The more people you have managing documents, the more critical it is to have proper security measures in place. PaperCut provides that security with their Print Security features. With several options and add-ons to choose from, you can add the document and device security that’s just right for your office. Secure virtual printing, Find Me Printing (also known as Push Printing), and watermarking are just a few of the optional security protocols available for your business.

Cost Control

Get even more control over your print setup by using Cost Control. This tool allows you to segment activity reports by user, client, department, and more. Take it a step further by implementing print quotas and balances for users and even clients. Set the limits you’d like to stay within and the system will keep you and the users updated about their usage status. You can even add payment gateways to allow payment for more printing if users go over their print limit.

User Tools

User Tools will allow you and all other print users to stay on the same page about print policies, economic impact, costs, and more. This feature also allows for customized control for different users and offers the ability to users to manage documents and their printing on their own devices, at printers, and more.

“BYOD”

BYOD stands for “Bring Your Own Device” and it’s an umbrella term for several tools that improve the ability of users to print anything, anywhere, anytime. BYOD means ultimate flexibility when printing. The tools include email printing, cloud printing, mobile printing, and internet printing. BYOD even offers the ability to share printing capabilities with visitors!

Does PaperCut Replace Managed Print Services?

A lot of features, right? Does that mean PaperCut can stand in place of a full-service MPS program? No…When it comes to managing print performance and costs, there’s no question that Managed Print Services are the most effective way to go. But, in some cases PaperCut can offer a great way to get started in the right direction or even work alongside a comprehensive MPS program.

For more information on either service, contact Stone’s Office Equipment today.

Xerox, HP, Lexmark + More: How To Spend Less on Parts & Repair And Get More Out Of Your Printers And Copiers

If you buy the best printer, you should get the best printing performance possible, right? The short answer is “Yes–that’s right.” But, the complete answer is “No–not necessarily!” That’s because there’s a lot more that goes into your printing process than just your printer.

Your office workflow involves many hidden costs that aren’t obviously connected to the costs of printing, but have a significant impact on the amount you end up paying. Add in the additional costs of printer parts and repairs, and that top-of-the-line printer you have may not go as far as you think it does.

So, how can you be sure you’re office is operating as efficiently as possible?

Start With The Basics

Let’s take a step back. Does the quality of your printers and copiers make a difference? Sure it does. Brands like Xerox, HP and Lexmark are well-known brands for a reason. They make reliable products that provide the features most users desire. With printing, those features typically include:

  • High quality color printing
  • Fast printing speeds (20+ pages per minute)
  • All-day reliability
  • Able to print a range of paper types (labels, card stock, etc.)
  • Easy-to-use navigation panel and menu options
  • Secure Wifi capabilities

It’s not too difficult to find a machine that delivers these requirements. The question to ask yourself though, is which of those features are integral to your job and workflow? Buying a printer with all the bells and whistles does not necessarily make it the best fit for your needs. If your office demands don’t require all the available features then it may be more cost-effective to choose the “inferior” model.

The same can be said for the products you use to keep your printing process operating at its best. The ink you use, the paper products you buy, the toners, cartridges, and all other products you use will have an impact on how well your system works for you. You might think that each of these factors are too small to make any real impact on your productivity or costs. But they do! Especially over a long period of time, each of those factors, plus more, can cost you many hours of productivity and lots of money to maintain the system.

HIDDEN COSTS

All machines have a “life expectancy”. Just the same as it’s true that if you treat and feed yourself well then your life expectancy will increase. But, if you treat yourself poorly and don’t feed yourself well, your life expectancy will not only decrease, but you’ll also end up putting more effort into maintaining your health and trying to correct issues that have developed because of poor practices. The same thing rings true for your printer and copier equipment. The better you take care of your equipment, the longer you can expect it to last and the less you will pay for printer and copier repairs along the way.

Choosing the right equipment and products to use for printing and copying are just a couple ways to improve the efficiency and decrease the costs in your office.

But, that’s just scratching the surface!

With the help of a trained expert, you can uncover dozens of ways to improve workflow productivity and drive down your printing costs. The best news is that you can get a completely Free Analysis of your office’s workflow. From top to bottom, the experts from Stone’s Office Equipment will work with you to configure the best system setup for you and your company.

Digging Deeper For Optimum Efficiency

Stone’s Office Equipment has been providing office equipment and workflow services for over 45 years! During that time, three main services have been developed to help businesses like yours get the absolute most out of their office setups. Here are the three services that have proven effective for helping improve the way businesses work over the years:

1. Document Management

Think about how your office manages documents on a daily basis. Does it involve a lot of physical copies of paper. Does it involve a lot of collaboration between coworkers? How does your team create, use and share documents throughout the workday? With document management services, experts from Stone’s Office Equipment will figure out what makes your office run, what is holding your office back, and what are some ways to help improve those systems so that your office can operate on a more efficient level. Benefits of document management services often times include:

  • Improved office productivity
  • Disaster protection & recovery
  • Government compliance

Document management services don’t just aim to improve how documents are handled around your office, they aim to provide you with more peace of mind, better productivity and happier employees around the office.

2. Managed IT Services

In most environments today, the staff and equipment in your office is only as good as the IT network supporting it. With so many tasks and projects relying on IT networks to function, it’s more important than ever to know for sure that your network is reliable and capable of supporting everything you need to do. A managed IT analysis will focus on several key areas including:

  • Improving document workflows
  • Optimal enterprise-wide printing
  • Areas that have potential for inefficiency
  • Document management

There are even IT services available to handle equipment servicing. Instead of guessing when you’ll need more ink, paper, and other items–or even worse, running out–let the Stone’s Office Equipment professionals handle your equipment fulfillment and maintenance using an incredibly precise inventory tracking system. Never experience downtimes again, no matter what manufacturer and product lines you use.

PLUS: Mobile Printing Solutions

Unleash your office’s potential, beyond your local IT network, by utilizing mobile printing capabilities. Wireless printing, Mobile printing from phones and tablets, device usage tracking are just a few of the features you can leverage with mobile printing solutions. Don’t limit the productivity of your office. Add mobile printing solutions and watch productivity grow.

3. Managed Print Services (MPS)

If you’re serious about getting your office into shape, then managed print services are right for you. This is a comprehensive analysis of your office equipment and workflow setup followed by continual maintenance to keep your system operating at its full potential. Here’s why people love using managed print services:

  • One vendor to hold accountable
  • IT resources able to focus their skills on more value-added activities
  • Ongoing recommendations for lowering your document output costs
  • Quarterly reviews to discuss printer fleet performance

how to spend less On Parts RepairManaged print services are great for companies of all sizes and with all types of office configurations. It’s important that if you’re considering using an MPS provider, that you use a company you can trust. The CompTIA Trustmark proves that Stone’s Office Equipment is not only a company you can trust with MPS, but they are among the most well-trained professionals who offer this service.

Get More Out Of Your Printers And Copiers Today!

It doesn’t really matter what size your office is or how your staff operates. Chances are good that you could benefit from an office workflow analysis to figure out how well your office is operating. You’ll highlight areas to improve your productivity and ways to spend less money on supplies, repairs, and other financial black holes.

For more information on improving your office productivity and workflow, contact Stone’s Office Equipment at 804-288-9000.

How Can Color Printing Benefit Your Business?

paid-faster-color-printing

Recent studies have shown multiple benefits to using color for business printing. For example, invoices printed in color get paid 30% faster. In other applications, information highlighted in color can be located 70% faster.

Benefits of color printing could include:

  • faster turnaround on invoices
  • improved document sorting
  • improved branding

Many businesses have been reluctant to invest in color printing because there is a perception that color printing is significantly more expensive than black and white printing. While color printing was considerably more expensive in the past, that is not necessarily the case today.

To complicate the consideration of cost, there are often hidden costs associated with office equipment. If you’re using an outdated machine that needs constant maintenance and repair, it could be costing significantly more than a modern color machine. Consider requesting a free workflow analysis to identify if inefficiencies exist in your office network.

About Stone’s Office Equipment

Stone’s Office Equipment has been serving business in central Virginia for over 45 years. We’ve earned the “Elite Dealer” recognition award from top office equipment manufactures and industry experts like Panasonic, IBM, Lexmark, Sharp and Office Dealer Magazine. Contact us for assistance or guidance with your office equipment.