How to Establish Printing Policies In Your Office

Companies have guidelines and procedures for every aspect of business interaction these days, and it is now important to have rules for office equipment usage so personnel do not abuse their rights. Luckily, Kyocera has customized business applications to enforce the printing policies that you would like to implement in your office. Not only do these rules help protect the company, but they also set clear guidelines and expectations for the staff. Points of concern that may need to be addressed are: employees being permitted to print personal copies, blocking certain people from seeing private documents that have been scanned, and/or disabling people from printing on copiers outside of their department.

The main reason that you need to establish policies and procedures at your business is to  setup security for your confidential papers as well as save money on excess printing to prevent unneeded expenses. Establishing copier and document management rules will help your business control copier and printer usage, track and log usage, potentially cache images of all printed material, and prevent misuse of company equipment and potential privacy issues.

Below are some concerns that you should create office protocol for in your workplace and corresponding Kyocera business applications that can support putting those procedures into effect:

Issue:  How usage will be tracked?

Solution: Pcounter – Easily manage the workflow of documents that are being printed, copied, scanned or faxed

Issue: What copier features are certain users/user groups are allowed to use?

Solution: AccessLock – Give specific MFP user groups or departments access to only the device functions they require for print, scan, copy and fax functionality.

Issue: How do we obtain stored information if our network crashes?

Solution: PreservDOX – Critical documents can be saved to a designated synced folder at your PC for safe keeping and immediate access. To protect confidentiality of the routed files, PIN codes are assigned to each folder – eliminating unauthorized access to the data.

Issue: What employees get to print in color?

Solution: ColorLock – Restrict color functionality to only those who really need it by requiring staff members to login with a password before they can access color print ability. The password can be on a person by person basis, group, or department.

Issue: How do we restrict confidential documents from being seen on the printer?

Solution: CentraQ – Helps to minimize the risk of unauthorized access to confidential paperwork left at the machine by allowing end-users to quickly access secured jobs via their HID cards. It also provide document control by allowing administrators to track user and device specific print, copy, scan and fax usage across all devices.

Other preventative questions you should be asking are:

• Are personal copies permitted?
• Who should be contacted if supplies are needed for a copier?
• Which printers and copiers should be utilized for different print jobs?
• Who is the point of contact should there be a service issue?

Interested? You can learn more about the Kyocera Document Solutions listed above here.

Top Ten Copier Etiquette Rules

There is always that one person in the office…the one that tells everyone when the toner is out, but refuses to replace the empty toner bottle. It’s frustrating. With so many different people in the office using the copier, it is important to have a set protocol for how to operate the machine. Setting rules for the variety of copier users is a great way to let everyone know that they are responsible for making sure the copier is running to its best ability at all times. We have provided our Top Ten Copier Etiquette Rules that we suggest you establish in your office.

1. Don’t leave the paper trays empty. Refill them as needed.
2. Always check the touch screen for a flashing icon, which could mean a misfeed has occurred, toner is low or there is an error code that needs resolving.
3. Never walk away from a copier that is jammed. Try to resolve the issue.
4. If you cannot resolve a copier issue on your own, notify your office manager so a technician can be called.
5. Let people with fewer documents than you print first.
6. If you see someone using the copier, do not print to that machine. Wait until your co-worker is done running their copy job.
7. Don’t remove someone else’s documents from the copier. Find the owner of the documents or give the documents to the office manager to hold.
8. If you print anything on thick paper, colored paper or legal sized paper remove it from the tray once you are done printing so someone else does not accidentally print on it.
9. Remove staples, sticky notes and paper clips from all documents that you’re going to put through the Top Feeder.
10. Keep the area around the copier clean. Do not eat or drink around the copier. Pick up any mess you might make around the area.

 

What copier rules have you established in your office??? Share below. 

Toner Recycling Programs

We love to hear customer feedback at Kopier Net and we are constantly looking for ways to better serve our customers. Recently, we have been getting a lot of questions inquiring about how to recycle empty toner cartridges. Customers are searching for ways to recycle their toner properly rather than just tossing them in the trash.  We empathize with this concern as we always try to Go Green at our office and strive to keep our environment clean. Though Kopier Net does not offer our own in-house toner recycling program, we have found other businesses in the industry that do. We have provided some wonderful options for your empty toner and waste toner bottles that we hope your company can setup and start implementing in your office as well.

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Konica Minolta: If your copier takes Konica Minolta brand toner then we encourage you to use their new Clean Planet Program. This cost free recycling program doesn’t require you to pay for recycling costs or shipping.  All Konica Minolta consumables from every Konica Minolta model can be recycled. Follow the link to sign up for their “Box Program” which allows you to choose the size box you want to send your toners back in based on usage. No matter the volume there is a program to fit your needs.

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Kyocera: As an authorized dealer of Copystar, we recommend customers using Kyocera/Copystar toner to participate in the TCR Program. The Kyocera TCR (Toner Container Recycling) Program provides a convenient disposal solution for environmentally conscious customers. The program allows you to ship your toner and waste toner bottles to the Kyocera Recycling Center in Texas. The only downside to this program is that you must pay to ship the toner yourself; but if there are no local toner recycling centers in your area this a viable, eco-conscious solution.

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Office Depot: No matter what brand toner you are using in your copier, Office Depot/Office Max will recycle it for you. You have the option of dropping the empty toner bottles at a store or ordering a recycling box online. Simply order a FREE collection box by adding the item to your cart online — it will be shipped to you free of charge.  Once the box is full, seal it up and return via UPS. The prepaid label is already attached to the box. The return shipping is also free…You can’t beat that!

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We highly encourage all of our customers to take part in a greener way of life, and recycling your empty toner cartridges is an easy step in that direction. Review the various solutions and decide which one best suits your office. Be sure to read all the rules and fine print for each recycling program. For instance, Konica Minolta and Kyocera only take back their own brand name toners and supplies, and will charge you for shipping if you send a different brand toner to their facility. For more information on recycling programs that are available to your office, email us at kopiernet@gmail.com.

Taking Care of Your Copier

The copier is one of the most important machines in your office; it is used throughout the whole day and it is expected to run in top condition at all times. Like any machine (car, phone, or appliance) your copier needs some TLC and a good clean every once in a while. Keeping your copier clean will not only give you cleaner copies, it will also increase the lifespan of your machine by several years. Read on to learn some cleaning tips to keep your copier running well for years to come.

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Step 1. Power Off. Before you start cleaning your machine, make sure to turn the copier off. This will prevent any electrical accidents and will keep you and your machine safe.

Step 2. Collect. Cleaning your copier requires specific types of products. Collect the following items: a microfiber cloth, cotton swabs, Windex, rubbing alcohol, and a can of air.

Step 3. Wipe. A clear and dust-free optic glass will produce better quality copies. To clean the glass of your copier use a microfiber cloth and some Windex. Never use paper towels as they can leave dust residue and particles on the glass. Only use a small amount of glass cleaner, because too much cleaner will leave streaks. Do not use water to clean the glass, as this will also leave streaks.

Step 4. Sanitize. With so many people touching the Control Panel everyday this is a huge spot for germs. Pour some rubbing alcohol onto a cloth and wipe down the Control Panel/Touch Screen area. Though it might be easier to use a wet towel or Clorox wipe, these options are not as sanitary or safe for the copier. Use the cloth and alcohol on the tray handles of the machine as well, and any other places that are often touched.

Step 5. Dust. Small particles in the machine can sometimes lead to poor copy quality and jamming. There are two ways to get the dust off of your machine. You can wipe the machine down with a microfiber cloth, but do not use any product to assist. For the back of the machine, paper tray corners, and in between the rollers, use a can of air. Once the particles surface, you can wipe them away with the cloth.

Step 6. Clean. An effective way to prevent jamming is to clean the copier rollers of dust, paper debris, and dirt. Start by getting out the dust in-between the rollers; use the can of air and a microfiber cloth. Make sure to get a full revolution of the rollers so that you collect as many dust particles as possible. Then, clean the rollers using rubbing alcohol on a cloth or using a cotton swab. Let the rollers dry before turning on the machine.

Step 7. Refresh. The paper trays on the copier are another place that need to be routinely cleaned. With that area storing paper, lots of particles and dirt can accumulate there. Remove the paper from the trays, blow out the dust with the can of air, and then fan out and replenish the paper. If the machine has not been used recently, refresh the paper with a new stack that is dust free.

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 We suggest cleaning your machine monthly to quarterly.

**If there is a major issue, please place a service request so that our technicians can clean your machine properly.**

Email Etiquette

Corresponding via email is the most popular form of communication in business now. In fact, research has shown that we spend nearly 25% of our work time writing and responding to emails.

Yet, even with this being such a vital part of day-to-day business, many professionals are not capable of writing an appropriate email. This goes beyond simple spelling errors or smartphone typing mistakes. Some of the errors you may be making can be profiling you (and your company) in a very unprofessional manner.

Use these Email Etiquette tips below to learn how to construct a better, more engaging email.

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1. Your Email Address Matters

If your company provides you with an office email address, you need to communicate using that. However, if you are using your own, personal email address make sure it is fitting and appropriate. The email address should convey who you are to the unknown sender. Some good examples are: FirstName@______.com or FirstInitialLastName@______.com. Some bad examples are: QTsweetie@______.com or BeerLover@______.com; these are not professional and can turn off a future(or current) employer, customer, or co-worker.

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2. Make Your Subject Line Short & Sweet

The subject line is a way to summarize what your email is about in a clear and concise way. It should be 3 to 5 words in length, direct, and to the point. Many recipients decide whether to read an email and/or the urgency of reading an email based on the subject. These are some examples of acceptable subject lines: “Meeting Time Change” or “Customer Account Status”.

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3. Use Appropriate Salutations 

Business emails should always read professional. Never use laid-back or slang terms in an email, even if you feel like you are friendly with whom you are corresponding with. Terms like “Hey” or “Yo” should not be used to begin an email. Never abbreviate words like in text speak, such as “Thnx”, “U”, and “Ltr”. It’s also good to note that you should never shorten anyone’s name that you have never met; don’t automatically assume that Steven wants to be addressed as Steve.

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4. Be Aware of the “Reply All”

Always be cautious of Replying-All on an email. Before you click the Send button think: 1- Does everyone included on this email WANT to know what I have to say? 2- Does everyone NEED to know what I have to say? 3- Would anyone be UPSET or offended by what I have to say? Sometimes it is best to respond to the original sender only. When responding to a group email, always double check to make sure everyone included on the email is intended to read your response.

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5. Summarize 

No one likes opening an email to see tons of paragraphs written before them; it is overwhelming and often readers will choose to ignore it before reading it all because it seems too taunting. There are situations were you may have a lot to say; in these cases you can use bullet points to get all your topics across, or break your thoughts into several shorter emails. Always re-read your email to edit anything that might seem like you are rambling. Your email should be detailed so there is no confusion but comprehensive of all your thoughts.

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6. Proofread EVERY Email

There is nothing more embarrassing then sending an email with spelling errors; it can make you look unprofessional and lazy. Proofreading goes beyond looking for spelling errors; also make sure your tense is accurate, you use the correct meaning of a word (its vs it’s or affect vs effect), and your punctuation is precise. It helps to read the email draft aloud to yourself to make sure that there are no errors. If it is an email of extreme importance or perhaps for a job application, let a friend or co-worker proofread it as well.

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7. Set Up A Signature 

Your email should always end with a proper signature. The signature should include a kind closing such as “Thank You”, “Kind Regards”, or “Sincerely” followed by your full name. Underneath, you should include all of your contact information: Phone Number, Email Address, Company Name, etc. This way it is easy for the person you are emailing to get back in contact with you. Make sure to add this signature setup to your phone too; a sent email from your phone should not just end with “Sent from my iPhone”.

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8. Never Assume Privacy 

Remember that your email is never truly private; so use discretion. The person on the other side of your email has the ability to print or forward that email to whomever they want; may it be another co-worker, HR, or even your boss. Never write something in an email that has the potential to lead to a reprimanding by a superior. Also be aware that IT and top level personnel at your company probably have access to your inbox. If you wouldn’t want someone in your company to read what you’re writing, please press delete.

Utilizing YouTube

There are many great resources that are available to help an office with their copier needs; manuals, drivers, supplier websites, and more. YouTube is another great tool that provides a variety of copier solutions. Even though it might not be first to mind in terms of support, there are a variety of informational videos to assist you with copier issues as well as videos to educate you on new copier features. We selected some of our favorite YouTube channels that we encourage you to browse that offer a total document solution to all your copier needs.

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 Kyocera/Copystar

The Kyocera Document Solutions America channel is a convenient source for service, support, and knowledge on all Kyocera has to offer. There are videos to find clear step-by-step instructions specific to your Kyocera model on how to change your toner & waste toner containers. There are also some great videos in their ‘How To’ Section that teach you to: copy, send, print, overlay, make a booklet, and much more.  If you are interested in learning about business applications for your copier and how they work, Kyocera offers a large selection of informative videos in the following categories: Capture and Distribution; Document Management; Mobile and Cloud; Network Device Management; Output Management; Cost Control and Security. -VISIT HERE-

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  Konica Minolta

The Konica Minolta channel provides videos highlighting why you can count on their machines for your business needs. Watch case studies that show how Konica Minolta has been able to help businesses find solutions for working smarter. These case studies and testimonials detail how the Konica Minolta copiers and applications helped specific businesses resolve document imaging issues; perhaps these can inspire solutions for your office as well. If you would prefer to learn more about new document management solutions (like machines, applications, & features), Konica Minolta also has a variety of videos that highlight their upcoming projects; which is a great way to stay ahead of the technological curve. -VISIT HERE-

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 Brother

Brother Office Channel is a wonderful resource to watch videos for both work and play with your machine. There are over 150 support videos that can assist in showing you how to do everything from clearing error messages, to setting up your machine to the network, to printing envelopes.  To keep your Brother machine functioning well, there are several handy videos on how to properly clean your machine. If you would like to use your Brother printer for a more creative purpose, there are also great videos for some fun DIY projects. -VISIT HERE-

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 We invite you to surf these videos and others to learn more about how to utilize your copier. It’s helpful to note that there are many other fantastic videos on YouTube that are copier model specific; just type the make and model of your machine into the search bar. We hope that you use these resources to make your document management process smoother. If you see any features or applications that you would like to add to your current copier, or if you would be interested in upgrading your machine, contact your sales representative today.

Electronic Document Management

 

Organizing Your Office in the Digital Age

Preparing your office for Year End is quite the challenge; and it can be even more frustrating if you are still manually filing and processing your documents. Sorting and filing using paper is a laborious and dated task that is time consuming to your office staff. In fact, research has shown that office workers spend 20% of their time on average filing, managing, searching and retrieving paper documents, of which 15% are photocopies. The solution to this grueling task is to utilize your multi-functional copier and establish Electronic Document Management.

Electronic Document Management is the electronic storage and retrieval of documents. Organizations can implement an electronic document management system (EDMS) integrated with their multi-function printer and network to handle the filing process. The EDM system allows you to structure and organize your documents for storage and retrieval. It also gives you the ability to add, edit and view documents. Other functions of the software include the ability to index and search documents, and add differing levels of security to your documents.

Time and Money are the biggest advantages for a company to utilize an EDM system. It will save your employee’s time by allowing them to easily find documents from their computer by using a more effective categorizing system. It will save your company money because you will no longer have to pay for large amounts of storage tools such as filing cabinets, boxes, folders, etc. Security is another great bonus, as document management systems can allow different tiers of access to documents based on setup preferences, to keep files safe and secure.

Kyocera offers many applications to install on your multi-functional printer based on your docu-management needs. One of their most popular apps is SharePoint Connector; this app links with a Microsoft SharePoint server to make it easier for employees to share, collaborate and manage their ideas and information. If you are looking for a fast and easy to use app that is the virtual version of a filing cabinet, then Sentry File is the perfect starting point to begin establishing your EDM system. PreservDOX is another great app that is beneficial for any organization that has documents it can’t afford to lose. Critical documents can be saved in secure, predefined areas and can only be accessed via Pin Code, eliminating the worry of lose and unauthorized access.

Establishing an Electronic Document Management system is a great organizational update for your office to launch; and Kopier Net can help you do it! Contact your sales representative today to get your office setup with the best EDM system for your business needs.

Kyocera Three Tier Billing Solution

Reduce the cost of your color printing with our Three Tier Billing Solution – only pay for the amount of color you use! Whereas current maintenance agreements charge one standard price for all color copies, whether it’s a color logo in the corner of a letterhead or a full page color ad, this groundbreaking new system breaks down the printed image and records it to bill based on the total amount of color used on the page. With the breakdown of Low, Medium, or High color coverage, businesses will now be charged accordingly. Low and medium price per copies are significantly less than the high color coverage copies.

The way Three Tier Billing works is that there are three meters (magenta, cyan, and yellow) inside your MFP print device to count the exact number of color dots used on each printed page.  Dot coverage is the most accurate measurement methodology on the market.  Color coverage is calculated per page and billed at the most appropriate cost-per-click for your business. The Intelligent Billing on the MFP’s will break down the number of low, medium, and high color coverage pages used by your business. “Kyocera’s Three Tier Billing solution meets the needs of all businesses as it reduces the amount of full color printing and can reduce color costs by up to 50%.” said Mark Vella, Director of Sales and Marketing at Kyocera. Currently, most businesses print in black and white only to avoid the high cost of color prints/copies and are reluctant to bring color printing in house due to high color printing charges, Three Tier Billing will alleviate these issues.

So how exactly are the color tiers broken down…? Low Color is documents including a colored stamp or logo, a few lines of color highlighted text, emails or documents. Medium Color is standard business documents incorporating colored charts or graphs, Excel spread sheets, or Power Point presentations. High Color is documents composed of color graphics or photographs, marketing materials, brochures or Internet pages. The color tier breakdown information can be sent and synced automatically or manually by a service technician, and converted into bar graphs and charts so you can review how much of each tier your office is using.

With Three Tier Billing, businesses control what they print, how they print, and the cost of what they print in color. So, whether you are buying new, upgrading, or have an existing TASKalfa, Three Tiered Color Billing may be exactly what you’ve needed to add color your world. Kopier Net, with its Copystar partnership, is proud to now offer this cost effective tool to all customers with Kyocera TASKalpha series (3051ci and above). Contact your sales representative for more information.

How to Resolve Copier Error Codes

Your copier machine running smoothly is a top priority for us at Kopier Net; and we want to help you fix your issues(should you have any) as soon as possible so it does not disrupt your workday. As with all technology, occasionally an error message will appear on your copier screen that you might be unfamiliar with. Normally, an error code does not mean that the machine needs a major repair; rather many codes can be quickly and easily remedied. Sometimes, you can even fix the error code yourself! So before you deem the copier broken and unusable, here are a few tips to help you.

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Tip 1: Look out for Error Messages. The copier control panel is programmed to communicate issues to its users at all times. So take a few extra seconds before and after you use the copier to make sure that there are no messages appearing. Some messages are not error messages, they may communicate such things as low toner or full waste toner basket, which are also helpful.

Tip 2:  Pay Attention to All Messages on the Machine. If you do see an error message, take time to read it and understand what the machine is reporting. Be aware that some codes are just maintenance codes that mean it is time to service the machine. If that is the case, it is usually OK to continue to use the machine until it is serviced. Other codes will show actual problems with the machine that need to be repaired immediately.

Tip 3: Try Resetting the Machine. Some error codes are faulty and are produced on error. Reset the machine by powering off the machine manually, then unplugging the machine from the wall for 5 -10 minutes and let it “rest”. Then plug the machine back in, and turn the power on using the main power switch. If this procedure resets the code, you can continue to use the machine. If not, proceed to Tip 4.

Tip 4: Call us with the Error Code. We are here to help you! Write down the error code that is appearing on the monitor screen and call us 770-425-5679. Report the Equipment ID, the error code, and what you have done to try to resolve the error message. Providing the proper error codes on the call allows us to ensure our technicians have the needed parts or supplies when they visit your office.

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Note: With multiple people in your office using the machine daily, these helpful tips might be useful to print out and post around/near the copier in your office.

Tips from the Techs

 

Prolonging Your Copier’s Life

Your companies’ copier machine is a great investment and one that you would like to last for a long time. Like any machine (car, phone, computer), the copier requires upkeep in order to function at a top notch level for many years. At Kopier Net, we are always trying to provide pieces of advice to our customers to assist them with their copier.  We gathered our highly skilled technicians to discuss the best ways to keep a copier running productively for years to come.  These are some of the top tips to follow to help increase the lifespan of your copy machine.

Location. Location. Location: Choosing a smart space in the office is the key to copier longevity. Your copier needs to be in a climate controlled area that is far away from areas that get drastic changes in temperature such as: windows, doors, heaters, air conditioners, or extreme sunlight. Also, try to place the copier in a less populated area. Frequent foot traffic can lead to more dust and other particles that can get into the machine.

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Protect the Paper: Be cautious of where you store your copier paper. Humidity and dust on the paper can make your copier jam up or stop working all together. Always keep your paper in a cool, clean area.  Additionally, make sure that you are placing the paper in the tray correctly by fanning out the paper (to help get rid of dust and sticky pieces stuck together) and then lining it up tightly in the tray at the correct position.

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Take Care of your Toner: Printing copies with very low toner is not good for the machine as it will make parts such as the developer and drum wear down quicker than normal. To prevent this, learn how to check your toner levels using the copier touch screen. Even if the copies look good, the toner should be replaced soon after the low signal appears.  Be prepared and always keep a spare toner in the office for emergencies.

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Monday Warm Ups: Monday’s are hard for everyone at the office and after several days of not being used, your copier needs a good warm up prior to being used all week. You should remove the old paper and replace it with fresh paper instead. You can use the old paper in a small, laser jet printer (these printers do not jam as often from moisture on the paper). You also need to look at the rollers to make sure no paper pieces are stuck in them; as well as use a dust blower to clean any loose particles out of the machine. This routine should take no more than 5 minutes but will extend the lifetime of your copier tremendously.

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Fix Jams ASAP: Paper jams are a complete hassle to everyone in the office, and though it is easy to get frustrated and wait for someone else to fix them; it is not good for the machine as it can accumulate moisture and dust in the copier. If you can see the paper stuck in the rollers, try to remove it carefully, and then use a can of compressed air to get the rest of the particles out. If you cannot fix the jam on your own, please call Kopier Net to place a service call for a technician to resolve the issue.

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Though cleaning your copier may not be at the top of our offices’ To-Do List, the way you care for your machine will determine how long this technology will work properly for you. Take care of your copier today to ensure its long life and functionality for tomorrow. If your copier or printer has any problems, always contact a Kopier Net technician and never try to repair the machine on your own. These tips can help your office avoid any costly repairs and maintenance calls. For more information on care of your copier, call us at 770-425-5679