Spring Printables

March 20^th is the 1^st day of Spring, which means sunshine is just around the corner. As we prepare for the season change, many will re-arrange the closet and give the home a good solid clean; but what about updating your decor for Spring? We have found some lovely and bright printables to display, blissful activities for the upcoming holidays, and more to help celebrate this beautiful time of year where everything seems to come to life.

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Hello Spring! After the dark and blistery winter who isn’t ready to welcome the sunny climate of springtime! This printable sign will certainly put a smile on your face and have you looking forward to the pleasant adventures ahead. The fabulous part of this printable is that it is available in 4 different colors: red, pink, blue & green; so pick your favorite, print and frame.

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Celebrate Showers! April Showers… One of the more notable weather trends of Spring. Though rain is not always pleasant, it’s nice to appreciate and know that it will help grow those delightful flowers we all love. This gorgeous watercolor printable inspires you to embrace the SUNSHINE when skies seem grey.

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Scavenger Hunt! For families, the warmer weather means Spring Break is near. If your way of transportation is car, the thought of keeping the family occupied might be daunting; but fear not with this delightful Road Trip Scavenger Hunt. The printable has a variety of things for kids to keep an eye out for on the highway. You can encourage your children to cross things off as they see them and even offer incentives for the passenger who finds the most or spots them first.

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Easter Treat! Turn these classic Easter marshmallows into a simple and quick treat for friends, classmates, or co-workers. You can use the pastel printable on its own or follow the directions on the website to create charming Peep Pops… they are almost too cute to eat! The DIY gift is adorable, inexpensive and EASY.

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Decorative Desktop! For those that are wanting to add a little ‘Hoppiness’ to your desk but don’t have the space to display a printable, we have found these vibrant Easter backgrounds. The Bunny and Egg watercolors are cheery images to enjoy the quickly approaching holiday. The added bonus: they are also available in print form! The pink bunny would be perfect to hang in a young girl’s room!

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Spring Cleaning! One of the more dreaded efforts people take on once winter is over is cleaning the house. It’s a very overwhelming feeling because it’s hard to find a place to start! That is why this Spring Cleaning Checklist is so helpful. It breaks down the responsibilities by room and provides check-boxes for you to mark off each completed task.  It will make you feel very accomplished as you complete each chore!

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.

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.**

Kopier Net Experts Tell All

Tips to Prevent Paper Jams

We all know how frustrating a copier paper jam can be, but did you know that a lot of times they are preventable? Our technical experts at Kopier Net put together the top tips to prevent copier jams.

• Always store paper in a cool, dry place. Moisture on the paper is a leading cause in jamming
• Make sure the paper fits tightly and straight into the guided tray on all sides
• Fan the paper out before inserting it into the tray
• If refilling paper before the tray is empty, remove the existing paper and stack it evenly on top of the new, additional paper back into the tray
• Be sure that all doors and levers are in the correct, closed position
• Buy good quality paper. Paper packaged in plastic or laminated reams is best.
• Never overload the paper tray
• Don’t mix and match paper types in the same tray
• Put the copier on Power Saving mode overnight or long periods of time of no use
• Make sure your copier components are in good shape, if they look worn down, call Kopier Net for a scheduled replacement service
• Keep your copier clean!

Kyocera Business Applications: Are you fully utilizing all that your copier can do for you?

You have mastered the basics of your copier: printing, faxing, scanning, re-sizing, and even adjusting the resolution; but are you aware of what your copier can do to maximize  workflow and minimize stress in your office? Kyocera’s Business Applications offer a variety of useful customized applications that can be used in almost any office environment.

Kyocera offers six categories of business applications. If it is document storage that you require, then the Capture & Distribution category is for you. As an example, the Kyocera HomePOINT app allows you to easily scan, store, and access hard copy information, such as presentations, invoices, project plans, and many other documents. Perhaps you need more ease in finding documents, if so the Document Management category can offer some assistance. The SharePoint Connector app, specifically, can link your documents to a secure Microsoft SharePoint server, making it easier for employees to share and manage their information. If you find yourself needing access to print and scan on the go, then the apps in the Mobile & Cloud category will serve you well. For instance, the Kyocera Mobile Print application is a free mobile app that allows you to print to your MFP from your smartphone.

The Network Device Management category provides customers with applications that can manage their network devices from local and remote locations; including the Command Center RX app that allows you to view your toner levels, paper availability, and copier status all from your web browser. Make creating, printing, and storing forms easy with the applications found in the Output Management category. In particular, the MyForms app allows you to create forms and then scan and store these preprinted forms on your network. The last category, Cost Control & Security, offers applications that work specifically with protection of your files. A perfect example is the Cryptek app that protects your MFP by requiring users to authenticate themselves with a smartcard and PIN code.

These are just a few of the many applications that can be installed on your machine. Want to see more? Visit Kyocera’s Document Solution YouTube page for a more in-depth tutorial of some of their more popular apps: http://goo.gl/Qpy93d

If you are interested in installing any of these applications on your copier, please contact your sales representative. Continue to read our blog as we will always highlight any new and exciting applications that become available.