The Advantages of a Maintenance Agreement

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When choosing to buy/lease a copier many customers debate whether or not to pay the additional cost for a monthly Maintenance Agreement. A copier maintenance agreement is a “service agreement” where the customer pays a monthly fee based on their cost per copy and in return the contract includes toner, service & repair, as well as parts. A maintenance agreement is beneficial in so many ways: it is economical, it keeps your machine running at its best, and it gives you peace of mind for prolonging the life of your copier.

Here is a list of the some of the advantages of choosing to have a copier maintenance agreement.

  • Saving Money – It is cost effective for a business to have a maintenance agreement so you do not have to pay for each service call or repair. There is never a cost for a technician to come out to fix your machine and a tech will continue to service your copier until it is running perfectly if an error continues to occur.
  • Priority Call Status – You are guaranteed a call from your technician within 2 hours from when a service call is placed to give you an exact ETA of arrival and all service agreement customers are put ahead of others.
  • Unlimited Service & Preventative Maintenance – A technician is available to service your machine even when nothing is wrong; you can schedule cleaning and preventative repairs as often as you need. There is also no limit to how many times a tech will come out to work on your copier.
  • Free Loaner – If your copier is down for longer than a day, we will provide a free loaner machine until your copier is running perfectly again.
  • Toner & Supplies – You can receive unlimited free toner, waste toner, and parts for your machine.
  • Machine Exchange – If the copier does not perform to your satisfaction a replacement machine will be replaced at no charge to you; within the first five years of delivery.
  • Peace of Mind – By not having to worry about your machine breaking down or being able to afford to pay for parts to fix the machine, you can focus your time on other more important aspects of your business.
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Why It is Important to Clean Your Toner Supply Closet

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When was the last time that you cleaned your toner supply closet? We just completed this task at our office and it was quite an enlightening experience. We found so many things; from outdated technology, to excessive amounts of supplies that we thought we were “out of”, and tons of loose paper. There are a lot of benefits to straightening up your supply closet and we have provided a few tips that will even save your company money! We have detailed where to start the organizational process, what you will find, and how the purge will benefit you and your office!


WHERE to start

Begin the clearing out process by taking every single item out of the closet. Sort everything from the closet into one of three piles: toss, keep, or place somewhere else. Objects to be tossed should be:old user manuals for machines that you no longer have, dated/no longer used devices (i.e. CD-ROM’s), and anything broken. Some materials do not need to be thrown out but might need to be placed somewhere else in the office. For example, cleaning products should be moved to the kitchen, certain booklets/binders might need to go the specific person in the office that would reference them (IT), and other stuff can be moved to storage. At the end, you should be left with only the tools that are usable and needed in the supply closet. Classify everything by type, label, and place back neatly into the closet.


WHAT you will find

While sorting, pay close attention to decide what you want to keep or toss. Make sure all the toner cartridges in the closet are for the current copiers in your office, and not for an old copier that you no longer have. Should you have excess or expired toner, call Kopier Net and we will have a technician pick these supplies up to clear them out of your office. Along the same note, take an inventory of your toner supply. Make sure that you have a spare set of toner for each printer in your office. If you notice that you are in need of something, simply call us or place an order online on our website.


HOW it will benefit you

Aside from the fact that you will have a tidy space, you will gain from cleaning out your closet in other ways as too. First off, you may save money. Hopefully you will find extra copier supplies (toner, paper, waste toner bottles) that you weren’t aware that you had; so now you won’t have to purchase those resources for a while. Perhaps you can even sell items that your office no longer needs but others might (label maker, printer, phone system, etc.) You will be able to evaluate any excess, old, or obsolete toner and copier supplies so you know how to order ahead in the future. Lastly, organizing the closet with minimal clutter and use of labeling will minimize downtown for employees when searching for what they need.

Toner Pirates

How to Avoid Being Scammed

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Toner pirates are scam artists that will call offices and trick people into purchasing toner. A toner pirate will pretend to be your local copier/toner provider in order to find out more about your machine so they can send you toner. Upon learning about your machine, they will offer you ridiculously discounted toner prices so that you choose to purchase from them. However, they will end up sending you a bill for up to 10 times the normal cost of toner that you would usually pay. Sometimes, if they know enough information about your copier and business location, they will send you a bill for overly priced toner without your authorization.

The toner pirates will claim to be your “normal toner provider”, or warehouse of the toner supplier but will not mention the name of a company that sounds familiar to you. You may receive multiple phone calls from the toner pirates, each time trying to gather more information about the make and model of your copier. They try to speak with someone who knows as little about the copier as possible as to easily fool them and gather the information that they need. They will tell you that they are offering “closeout” or “special” pricing on the toner.  They will not give you contact information so they can be reached again, if you ask for it; many times they will just hang up. To prevent being scammed, these are some easy tips to follow. Never give your copier make, model, or toner information over the phone to someone you are unfamiliar with. Train your receptionist and staff on how to deal with these phone calls and how to not give away information or commit to purchases.  If you do get scammed and toner gets sent to your office, your only defense is to refuse shipment of the toner.

If you fear that you have spoken to a toner pirate, do not commit to anything. If you are not sure if it is someone from Kopier Net, simply call our office to confirm. Just know that we at Kopier Net would never call you to try to get a toner order. Report suspected toner pirates to the Federal Trade Commission (FTC) by calling 1.877.FTCHELP (1-877-382-4357).

Toner Recycling Programs

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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.


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.


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.


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!


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.

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