Everyone is looking for different ways to save money.  Why pay for costly equipment repairs that could have been easily avoided.  We have compiled a list of things that you can do today to avoid unnecessary repair bills for your electronic equipment.

Don’t Overlook the Obvious

If your electronic office equipment goes on the fritz, here are a couple of things that you should do before you call a repairman:

      1.  Make sure the plug is in at both ends.

      2.  Make sure that the equipment is turned on.

You may laugh, but nearly one-third of all repair calls are caused by overlooking these two simple steps.

Keep Your Owner’s Manuals

Most electronic equipment comes with an owner’s manual.  There is usually a troubleshooting section located near the back of the booklet.  This information can save your office valuable time and money.  If you don’t have your owner’s manual, many manufacturers put their manuals online for quick reference. 

Avoid Paper Jams in Printers

Fan your paper both directions before loading it into your equipment and always tap it on a hard surface to level the pages out.  Some machines pull the paper on the 8 1/2" side while others pull from the 11" side. Fanning the paper reduces the chance of jamming by separating sheets that may be stuck together.

Always use the correct paper size.  All printers have a minimum and maximum paper size that they will accept.  Paper that is too small is likely to get jammed and ripped when trying to remove it.

Don’t mix paper sizes in one paper tray.

Check your paper guides.  If they are too loose or too tight it will cause the paper to go into the printer at an odd angle.

Don’t use bent paper or paper with curled corners.

Store paper on a flat surface, away from heat and humidity- this avoids curling.

Not all printers work the same way.  Check your owner’s manual before you purchase paper.  Your owner’s manual will tell you what type of paper products are compatible with your printer.  Paper will be labeled for inkjet or laser compatibility.

Don’t buy cheap paper it can cause paper jams in both printers and fax machines.

A Good Cleaning

A good and proper cleaning can fix a multitude of problems.  Always refer to your owner’s manual for the proper cleaning methods for your electronic equipment.

Have any tips to share?

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.

Improperly managed invoices can result in extra charges and unnecessary expenses.  Here are six tips on checking your invoices to help you start the year off right.   

1.      Check the Print

Misplaced decimal points, typos, incorrect sub-totals, and mistaken quantities can add up to a lot of money in additional charges for any business or organization.  Make sure you are paying the total amount due, not the unit price for the product or service.  Some companies offer discounts or penalties for payments remunerated along an extensive timeline.  Note the dates and prices correlated with this timeline.  The highest amount is not always the actual total due. 

2.      Late in the Game

Mismanagement of invoices can lead to overspending through expensive late fees and high interest charges.  To assist in proper management, make sure the due date of each invoice is clearly marked on a calendar (unless bills are paid upon receipt).  Provide sufficient amount of time for mailing and processing to avoid missing the due date.  Monthly invoices should be recurring items on your calendar with an easy addition for those claims that are irregular such as equipment repair invoices.

3.  Early to Rise

Take advantage of early payment options if the discount offered is greater than the capital gained from interest baring accounts.  Many companies offer this incentive to avoid late fees on their invoices due for the services they provided your organization. 

4.  Don’t pay Twice

Misplacement of invoices can result in duplicate billing, or other penalties.  It is imperative to properly organize bills and keep them in order.  Once payment is made, make sure the following information is appropriately tracked: check number, amount paid, associated reference number, and date paid.  The same information should be noted if payment is organized in a spreadsheet or with digital software.  If paper files are stored, attach a copy of the payment (check) to a copy of the original invoice and follow up by attaching the payment receipt if one is received. 

5.  The New Age – Tech Savvy

Lacking a proper online-bill-pay method can increase expenses through supplies and postage costs.  Some companies send both electronic and paper bills, some only send one.  Beware of duplicates and make sure cleared invoices are properly marked to avoid double payment.  If the majority of bills are organized online, don’t set aside paper payments that come via mail.  To eliminate confusion and unpaid bills from being misplaced, make sure all online invoices are sent to the same email account or direct checking account.

6.      Press 0 for the Operator

When uncertain, get on the phone and ask questions.  This might seem like a waste of time, but if this process brings clarity, it is worth the investment.  Note names of individuals you speak with for later reference if questions surface again. 

Careful review of each repair invoice can help to detect overcharges, billing errors, and duplicate invoice numbers.  Find a system that works for you and be aware of these mishaps to avoid unnecessary expenses.  Check invoices twice, pay them once, and save money!  

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! 

Definition of a Laser Printer

A laser printer rapidly produces high quality text and graphics on plain paper. The image is produced by the direct scanning of a laser beam across the printer's photoreceptor (an electronically charged rotating drum coated with selenium). Ink or toner is electrostatically picked up by the drum's charge. The drum then prints the image onto paper by direct contact and heat, which fuses the ink to the paper. Laser printers are utilized for their rapid speed in printing. The fastest models can print over 200 pages per minute (12,000 pages per hour). The fastest color laser printers can print over 100 pages per minute (6,000 pages per hour). Graphic intensity is usually sacrificed for speed.

Definition of an Inkjet Printer

An inkjet printer propels droplets of ink or toner of varying size onto paper. The ink is ejected through either a fixed-head or a disposable head as the paper passes by the head using a roller to move the paper along the contact point. There are three main technologies used in inkjet printers:  thermal, piezoelectric, and continuous. Inkjet printers are primarily used for photo printing, as the color intensity has higher quality.

Laser Printer Maintenance

Most laser printers use a toner cartridge that combines the photoreceptor or drum, the toner supply bin, the waste toner hopper, and various wiper blades. When the toner is empty, the replacement toner cartridge will automatically replace the other necessary elements. Some laser printers keep count of the number of pages printed from the last service date. On models without a page count, the user must keep track of pages printed or watch for warning signs like paper feed problems and print defects. Life expectancy of laser printers is determined by number of pages, not units of time. Color laser printers may require more maintenance and parts since they contain more imaging components. Maintenance typically includes vacuuming toner and dust from the printer, and replacing, cleaning, or restoring the rubber paper-handling rollers. Fusers may also need replacing, as it melts and bonds the toner to the paper. With the extra mechanics, a laser printer is often noisier than an inkjet printer.

Inkjet Printer Maintenance

The majority of maintenance on inkjet printers revolves around the ink and the probability of the ink drying up. Toners for color inkjet printers hold less ink, therefore need to be replaced often. If the inkjet printer has a disposable head it is supplied as a part of a replaceable ink cartridge. Many ink cartridges contain a microchip used to communicate the estimated amount of ink in the cartridge to the printer; however, these devices have been known to inaccurately inform the user on proper timing for replacement. The microchip is also included in replacement ink cartridges.

Information found in a printer manual is important and informative, but we are more concerned about your experience with laser and inkjet printers. Tell us about the best printer you’ve ever owned? Help us prevent poor printer purchases. We want to assure that you and your neighbor are getting the most out of your printer.  

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?