The DSI Way

Every once in a while, a company which might be sending documents to a fast copy center begins to count copies, or I should say, count dollars. Accounting begins to ask, “Can’t we save by copying here?”

Sometimes, they try copying their flyers, notices, etc. on their desktop copier and realize they had false savings, particularly with all the staff time included. The fast copy service was beginning to look a lot better if it weren’t for the turnaround time, the time spent delivering and picking up their jobs, and the fact that they sometimes just did not plan as far in advance as needed for outside copying. Emergencies do happen.

Sometimes when they purchase that copier, the first invoice almost gives a heart attack to the accountant who had been complaining about paying the fast copier service. They soon realize that color copies do indeed cost a good deal more than black and white.

How does a company have the convenience of a multi-function copier, save money and time from sending out printing and yet continue to be thrifty? There are several ways.

The first is to make certain that the multi-function copier that you select can do the jobs you want it to do. Are you wanting to make fancy brochures, full-color posters? If so, you probably need to invest in one of the upper-end devices available. It would also be wise to invest in a professional graphic designer as well. The finished look can be as good as the design.

What if you want to do a flyer here and there, a booklet when needed, even a flyer? There are lots of options available. Check to make certain that the copier can handle the various paper stock that you want to use. We have a paper chart on our website to guide selection of paper and settings (http://askdsi.com/files/DSI-Paper-Chart.pdf.

Once you land that copier in-house, you will want to take steps to ensure that you are using it as economically as possible if the cost factor is a concern. Not only should your default should be set at black and white on your device, but don’t forget about the myriad of computers, laptop devices, smart devices that print to the copier. Each of these has default settings and should be set accordingly. We suggest downloading the app for your copier onto your various mobile devices. The manufacturer apps enable more of the devices’ features and functionality than the common air print, etc.

One more thing. Even if you are not charging individuals for copies, codes for each person in the office helps to track usage of the copier. The codes help answer a question of a high bill. Many times it is too late after the bill to figure out exactly where the copies came from.

Yes, a copier can indeed save money and time for an organization. Manufacturers have created many built-in features to control on going costs. These features along with the often-overlooked print driver defaults can help prevent the unexpected high invoice.

SECURITY! SECURITY! SECURITY!!!

Whether you are a small mom or pop retail operation, a large, international corporation, or an organization with enhanced needs to protect information from clients or members, SECURITY is a top concern. It’s hard to believe that when the cloud started years ago, there was a cavalier approach to storing valuable data. With each announcement of new hacks, concerns mount, and additional measures are created to counter unauthorized viewing. Today, most of us are aware of security measures that can be added to computers. We know not to open certain emails, and we are cognizant about when and where to post (or not to post) critical personal or business information, including credit card numbers.

Information exists in many places inside a business. Computer information can be secured in a variety of ways from Windows directory access to sophisticated software packages. Copiers can limit users to only be able to scan to themselves. This helps limit ways electronic data can leave the business. There is even software out there which can read every scanned or copied page and create alerts to management, if needed. Most copiers have some type of disk overwrite standard. Make sure it is enabled. Some copiers have optional removable hard drives which can be locked up when not in use.

There are other things you might not have considered. When replacing your new computers, what happens to the old ones? More importantly, what happens to the INFORMATION on the old ones? There are a couple of options other than the hammer. Hard drive punches make holes in the computer’s hard drive, which makes it just about impossible to forensically recover information that existed on that computer. Some of our clients are now using degaussers, which use a powerful magnet to wipe clean hard drives, diskettes, reels, cassettes, and cartridge tapes. When exposed to the powerful magnetic field of a degausser, the magnetic data on a tape or hard disk is erased. Because degaussing is the guaranteed form of hard drive erasure, it serves as the standard method of data destruction.
What about paper? We are all familiar with shredding. Businesses have the option of hiring outside companies to shred onsite with some even providing a certificate of destruction. Many of our companies prefer to keep the shredding activities in house with the comfort of knowing that whatever documents they have never leave the office. Shredders to accommodate in house use can be as simple as a desktop variety or as complex as ones with conveyer belts. One customer even had to re-wire his shredding room to provide enough voltage for its support.

Whatever defenses you take to keep confidential the records of your business and its clients, make the process comprehensive. Most of all, instill a corporate philosophy of protecting the rights of your company and its customers.

Are you Getting the Most from your Copier?

If you are not taking advantage of their many functions, you could be wasting a lot of money and time. Although you might still be using the term, “copier,” today machines which provide you with copies are better known as MFD’s (multi-function devices) or MFP’s (multi-function printers). The reason is that today’s machines do a lot more than copy. Today’s copiers can enhance workflow performance, reduce expenses, and even build in security and confidentiality measures.

Today’s copiers no longer restrict their uses to individual computers or even the four walls of your office. With AirPrint technology devices on a network can have the same advantages as someone working at a desktop computer. Whether using a smart device or a desktop, you can determine if you want your document to be printed in grayscale or color, one or two sided or even stapled. To give smart technology users more flexibility, an app provides more control of options and simplifies the procedure. ICloud printing makes “follow me printing” or mobile printing possible. This technology is perfect when you might be visiting another site, such as a convention center or hotel. Your document is printed via an email attachment and a release code provided by the host site. Not only does the system provide you with added security for the printing, but it allows guests to print without accessing the host’s network.

You can also control your copier costs through several options available in multi-functional devices. Many copiers have built-in settings that can be configurated to print grayscale unless overridden. If you are leasing your copier, this setting can reduce your by printing costs as color can cost much more than grayscale. Devices can also track who printed what. We find that even when individual users are not charged for their copies, tallies at the end of a designated period of time help to build awareness and tend to reduce costs.

Other advantages may not even involve a hard copy. Scanning capabilities permit optical character recognition to make even pdf files text-searchable. Some machines also scan directly into Word or Excel formats. Even faxes have changed. The ability to electronically receive and send faxes builds added security without tell-tale paper copies littering the work room. The machines can also be configured to send certain faxes to specific folders on your computer or to email to your inbox as a pdf.