Modern day fax machines are known to use a phone line or email server to transmit messages from one machine to the other.  Would you believe that the first fax machine was invented in 1843--- 33 years before the telephone was even patented and over a century before the personal computer?

Alexander Bain, a Scottish inventor, patented the first fax machine, known then as a facsimile machine, in 1843.  The first machines used electric wires, similar to those used to send telegraphs, and clock mechanisms to transmit data from the sender to the receiver. Although revolutionary at the time, the first fax machines were bulky, inefficient, and not user friendly. They also produced poor quality images. After Bain’s initial model, several other inventors are credited for improving the fax machine and making it as innovative as it is today.

It wasn’t until the late 1960s- when faxes were sent over phone lines- that the concept really took off.  By the early 1970s, the number of fax machines in the United States had reached 30,000.  Between 1973 and 1983, that number jumped to 300,000.  By 1989, there were 4,000,000 fax machines being used regularly across the US.

Fax machines are still used in the everyday business environment.  Although they are being replaced by internet-based options, they still hold many advantages.  For example, they are strongly favored for legal documents due to their ability to transmit sensitive material that is not necessarily as secure when using the internet. The modern day fax machine is multi-functional- its capabilities include faxing, scanning, copying, and printing.

So you recently purchased a new computer for your home office. What are you going to do with your old computer? As we all know, computers should not be discarded into the trash. And most people don’t want an old computer sitting around collecting dust. So what are your options?

Sell Old Computer

Right off the bat, it might seem most appealing to sell your old equipment; however this is often more hassle then its worth. Equipment rapidly decreases in value, especially computers, so evaluate whether it will be worth your time to manage a proper sell before you begin. If you do decide to sell, research similar equipment on eBay and Amazon to find fair market value pricing for your used equipment. The longer you wait, the more the price will decrease.

Donate Old Computer

Donating old equipment to charitable organizations and schools can provide tax benefits that may exceed the expected value. Proper appraisal must be performed to meet the needs of IRS documentation and tax authorization.

Computers can be donated to one of the non-profit organizations listed below: 

Computers for Schools

Goodwill Industries

Salvation Army

World Computer Exchange

The following organizations accept various types of office equipment and other technology related items, including but not limited to computers: 

Gifts in Kind America

National Christina Foundation

Recycle Old Computer

Recycling old equipment can be difficult due to several states now requiring documentation from reputable recycling companies showing that the equipment was appropriately recycled. This is especially important when recycling computers because a color monitor contains four to five pounds of lead, which is very hazardous to the environment.

The following are two helpful organizations for recycling old equipment: 

Electronic Industries Alliance lists recycling centers by state so the closest location can be found easily. This organization also provides a list of questions to ask the recycler to be sure a reputable one is being reached.

Earth's 911 includes forums to inquire about your recycling questions and needs. This site provides the locations of both donation and recycling centers. Center searches are based on the type of equipment to be disposed AND the location.

Trade In Old Computer

When planning an upgrade on old equipment take advantage of the trade in programs that most major manufacturers offer. Trading equipment can reduce the combined cost of acquiring new equipment and the responsibly of disposing old equipment.

The Final Goodbye

Have the recipient of your computer sign an agreement accepting responsibility of the equipment. In the case of the computer being retrieved at a later date from improper disposal, you have documentation of the exchange to avoid inaccurate blame.

It is very important that you perform the following steps before you relinquish your computer:

1.) Retrieve your personal data by using a USB key, CD/DVD, or external hard-drive. 

2.) Remove the hard drive or reformat your computer to make sure your private data has been erased. 

3.) Review software license agreements to determine transferability to new equipment.

4.) Remove all company logos.

5.) Record the computer as “expired” on your asset list and cancel any service agreements that you may have on that piece of equipment. If you track information on an equipment disposal list, include the following information: serial number, description, method of disposal, and date of disposal.

Tell us what you’ve done to properly dispose of your computer. Share what has worked for you and what has been difficult.

The New Year marks the time to evaluate personal and corporate productivity in order to establish goals and incentives to get the year off to a positive start. Each year businesses waste valuable time and money by not managing their equipment properly. Below are ten steps that you can take to control and reduce equipment costs.

10. Inventory Equipment

Take an inventory of your equipment and create an asset list if you do not already have one. Start the year with a clear understanding of the equipment you currently own and lease, its age, and location. Evaluate whether the equipment serves its purpose and meets your expectations.

9. Equipment Location

It is important to know the location of equipment owned by your company and inspect its usage. In many cases, some equipment is being overused resulting in increased breakdowns and repairs while other pieces of equipment are hardly being used because of the location within the office. Evaluate what type of equipment is needed for each department and rearrange equipment accordingly. For example, some departments may need three printers because of all the documentation they filter through, while other departments only need one printer because they do the majority of their work online or via email. Different makes and models of equipment may be more efficient in certain areas of your business too depending on how it’s being used. If a color printer is accessed by more individuals on one end of the building then the other, that printer should be closer to those who use it. Sometimes equipment is broken and has never been repaired resulting in a surplus of equipment. It is always worth the time and energy to explore alternative equipment locations because changes in productivity and usage may become considerable overtime.

8. Purchase Equipment

Your equipment may be serving its purpose, but there may be newer, more sophisticated and more cost effective options to be utilized based on your specific needs. If your productivity is decelerating due to lack of upgrades in equipment, it is important to trade old equipment for new to assure production goals for 2010 are being met. New equipment doesn’t need to be brand new; it can be new to your company by utilizing refurbished equipment at a lower price.

7. Disposing of Old Equipment

Discard any unused and broken equipment, equipment that can no longer be maintained due to its age, or equipment that should be replaced with more effective equipment. Properly recycle old equipment, or to receive a tax write off, donate old equipment to one of the following organizations: 

Gifts in Kind America

National Christina Foundation 

Old computers can be donated to one of the non-profit organizations listed below: 

Computers for Schools

Goodwill Industries

Salvation Army

World Computer Exchange

6. Organize Current Service Agreements

It’s easy to misplace or misfile service agreements. Take time to find all your service agreements and categorize them by equipment type and expiration dates. Consider scanning contracts onto your computer so you have electronic files instead of paper files.

5. Warranties

Familiarize yourself with equipment that is still under warranty, and what those warranties include. New equipment typically includes a one to two year warranty or guarantee that provides information on repair or replacement in the event that equipment fails during the warranted timeframe. Each warranty is unique; timelines are different and certain parts may or may not be included. With distinctive inclusions, it is important to acquaint yourself with each warranty to prevent significant financial loss in the event that equipment does malfunction. Furthermore you don’t want to have to pay for repairs or parts that are under the manufacturer’s warranty.

4. Vendor Performance Evaluation

Evaluate the quality of the vendors you are using. There are numerous vendors. Find a vendor that will suit your expectations and guarantee proper repair.  Don’t forget to ask for references, and don’t settle for the OEM (Original Equipment Manufacturer) for repairs. Find some you are comfortable working with. Evaluate your vendor’s based on what is most important to you:

• Are you satisfied with their response time?
• Do they clean up after themselves?
• Are they courteous?
• Are their invoices accurate?
• Do they answer your questions clearly? 

3. Preventative Maintenance

Schedule Preventative Maintenance (PM) for the year to thwart unexpected breakdowns and extend equipment lifecycles. Once PMs have been planned and service reminders set up, you can focus on more important issues as they arise.

2. Green Initiative

Become environmentally friendly through your equipment maintenance by using less energy. Request that staff members turndown their computers, printers, fax machines, copiers, and other more sophisticated equipment at night. Turning equipment down when not used saves money and the environment, but it also helps extend the lifecycle of the machine entailing greater savings in the long run.

1. Equipment Asset Management

Implement an Equipment Maintenance Management Program and you will receive the following benefits: 

• Maintenance costs reduced by 10 to 22%
• Contract management of equipment maintenance portfolio
• Equipment maintenance reports and maintenance management reports available 24/7 through “Remi Online”
• Extended useful life of all equipment assets by ensuring proper maintenance
• Relieve staff from unnecessary hassles in managing equipment service vendors, service contracts, and related paperwork
• Annual renewal date with a “capped” yearly maintenance budget
• Choice of service provider

Now it’s time to establish a plan on how you will spend your savings in the upcoming year.

Happy New Year! 

The dilemma of purchasing refurbished equipment has Shakespearian importance. The initial cost savings is an appropriate reason for considering the purchase of used equipment that has been modernized and updated. The greatest concern in procuring refurbished equipment is rightfully the potential long-term expense of maintaining this piece of equipment as it ages. As technological innovations constantly increase, the need for up-to-date equipment becomes more of a necessity, so where does one find the balance between technological trend and cost?

Has your company had positive results with the purchase of newly refurbished equipment, or has the item become a money pit and exhausted funds?  Share your experiences…

Purchasing a cost-effective printer is an individualized process based on the anticipated usage of the device. The most common printers are inkjet printers or laser printers, so here are six items to consider before purchasing your next printer.

1.  How will the printer be used?  Will I need a color printer?

If you need a printer that produces a mass amount of documents with little to no color quality then a laser printer is the best option. However, if you are in need of a printer that can print quality color documents such as photographs then an inkjet printer is your best bet.

2.  How quickly will I need my documents produced?

A laser printer can print up to 12,000 pages per hour. The quality is sometimes sacrificed, but for simple letters, this is the best way to go. Inkjet printers take an “incoming stream of data and directly imprint it in a slow lurching process that may include pauses as the printer waits for more data,” according to Wikipedia, creating a leisurely printing process.

3.  Will I be printing conventional sized documents or elaborate pieces of varying size?

The requirement to store data in the memory before printing has traditionally limited laser printers to small fixed paper sizes such as letter or A4. Most laser printers are unable to print continuous banners spanning a sheet of paper six-and-a-half feet long, because there is not enough memory available in the printer to store such a large image before printing begins. The data received by an inkjet printer allows the device to elongate the time it is working on a project creating opportunities for various print sizes.

4.  Will I be using a lot of printer toner?

Overall, if a printer is cheaper in price, double check the price of toner. Some printer cartridges are excessive compared to the price of the entire device. Toners for inkjet printers typically carry less ink than those of laser printers, so if cost cutting initiatives are a primary concern with a printer purchase then the size of toner cartridge should be considered.

5.  How much do I want to designate toward technological maintenance?

Maintenance for inkjet printers simply involves proper cleaning to prevent the ink from drying. Laser printers are more technologically enhanced due to the speed in which they work; therefore have more parts that may need replaced. A laser printer will typically need its roller, drum, and fuser replaced. Printers with soft plastic drums can be expensive to replace, so if a laser printer is the best option for your company, consider purchasing a printer without a soft plastic drum.

6.  Will I be printing front and back documents?