Here are Blue Technologies’ five tips for reducing your printer output.

1. Setup user boxes
Have employee jobs sent to the user box on your multifunction device so he or she must manually release the job at the printer. This reduces the number of jobs printed and never retrieved.

2. Scan documents
Convert paper-based documents and processes to electronic ones.

3. Eliminate banner pages
Eliminate banner pages, sometimes called header or cover pages, which serve to introduce a job.

4. Use duplexing
Default your device to duplex mode, which prints on both sides of the paper.

5. Print half sizes
Print reports in half size, which places two pages on one sheet of paper.

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However, once the initial good feelings have worn off, you’re left with a massive volume of papers and records that need to be scanned. While this may seem like a daunting and tedious process, these tips can make it easier.

• Work backward, scanning the most recent documents first and then work toward the older ones.
• Scan documents as needed; when you need a purchase order or W-2, scan it into the system.
• Consider using interns or summer hires to scan documents or bring in a professional scanning service.
• Add barcodes to forms, which gives them an easily identifiable key and allows for easy storage and retrieval. This is sometimes called auto-indexing.

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The device is a comprehensive solution for all types of wide-format printing jobs that require high levels of quality and performance, resulting in faster printing, simpler operation and increased reliability.

The KIP C7800 produces both high-speed color (3,500 square feet per hour) and black-and-white (4,200 square feet per hour) prints and enables high-demand printing and unattended runs with its three auto-loading media roll drawers. It can also quickly switch between various media types with no delay, and its 600×600 dpi optical resolution makes it perfect for any copy or scan job.

The KIP C7800’s large touchscreen makes operation simple by placing all system functions at your fingertips. It is also capable of stacking, folding and collation.

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The cloud uses applications housed on a network of servers outside of a business’s location. Instead of buying software for each computer, you only load one application, which allows employees to log in to a Web-based service that hosts all the programs users need.

As technology has progressed, costs have decreased and cloud computing is accessible to every business. Now is the time to get started if you’ve been on the fence about moving ahead, says Eric Folkman, manager of the Managed Services division at Blue Technologies, in a recent Smart Business Insights article.

Here are some points to consider when implementing cloud computing.

• Determine what you’d like to move to the cloud. Some applications are better than others, such as email, financial systems and Microsoft Office products.
• Decide when you’d like to begin hosting. Major technology changes, such as a server upgrade or application change, are good times to consider moving to the cloud.
• Start by moving the easiest systems with the quickest payback, such as email and customer relationship management systems.
• Choose a provider that offers a dashboard, so if something goes wrong, you are alerted and can take corrective action immediately.
• Make sure your contract includes flexibility to add services or make changes as needed.

For more information about getting started in the cloud, read the full article here.

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The awards, now in their seventh year, are presented by EDGE, a nonprofit organization and the only economic development group specifically focused on helping mid-sized companies in Northeast Ohio grow in value.

The organization creates:

• Programs
• Services
• Events

It also fosters economic development through:

• Education
• Innovation
• Relationships

Blue Technologies and the other winners were honored at an awards ceremony May 23 at the John A. Spitzer Conference Center at Lorain Community College in Elyria.

Blue Technologies is proud to be honored as a leading mid-sized company and will continue to serve the community and participate in job creation and economic stimulation in Northeast Ohio.

For more information about the Leading Edge Awards, visit www.edgef.org/leadingedge.

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MFPs provide a host of security functions to ensure your data is protected and viewed only by those authorized to do so.

Data storage

Most MFPs do not store data or images from standard print, scan, fax or copy jobs — they are processed using random access memory and deleted after the job prints. However, if you need these functions, they are available on most devices and can be enabled when desired. Check with your service provider if you would like these functions enabled on your MFP.

If your MFP does store data on its hard drive, it can be set to automatically overwrite data with the highest standard. Konica Minolta devices comply with the highest standard, ISO 15408, used by the Department of Defense. This standard encrypts the data seven times works much like blacking out data with a Magic Marker. Hard drives can also be locked using a password or advanced encryption standard.

When you near the end of your lease or the end of your machine’s life, your MFP can undergo hard drive sanitation if your company is concerned with security. There are several options to sanitize your hard drive that your next service provider can assist in. Your IT department can also wipe the drive clean or physically destroy it.

Electronic documents

If your MFP allows electronic document storage, you can protect this data with passwords. You can also configure your MFP to overwrite or erase data after a certain amount of time.

Ask your provider about your device’s specific security settings and how you can maximize your protection.

The post Understanding security settings on your multifunction printer appeared first on Blue Technologies.

To help its customers survive in a more mobile society, Lexmark has introduced a number of solutions and apps for mobile devices that make printing and sharing fast, convenient, easy and secure.

• Lexmark Mobile Enterprise Printing – Employees can send print jobs from their computers, smartphones or tablets. These jobs are then held until the employee releases them to print.
• Lexmark Mobile Printing app – Allows users to print from their mobile device to a printer on their company’s network.
• Lexmark and AirPrint – With no app to download, Apple iOS devices can print emails, photos, websites and documents to a Lexmark AirPrint printer.
• Lexmark Mobile Capture app – Uses the device’s camera to take pictures and then send snapshots, such as on-the-job photos, or upload them to the network.
• Lexmark Google Cloud Print app – Places documents in Google Cloud and allows users to print at their convenience – no PC required.
• Lexmark Google Docs app – Scans documents and places them in your Google Docs account. You can also browse and print files saved in Google Docs.

The post Lexmark mobile apps provide convenience and security appeared first on Blue Technologies.

Your printer at work is most likely a better printer that prints colors more crisply and cleanly, while your home printer may print colors that are duller. Most printers have some color component, but how they produce that color differs depending on factors including:

• Environmental conditions
• Paper weight
• Paper brightness
• Paper type
• Equipment

If your company has specific color requirements, such as a specific shade for your company’s logo, then a multifunction printer with a high level of color control may be an option to ensure that color prints correctly.

A multifunction printer can also distinguish between internal and external documents, reserving high-quality prints for client pieces while toning down the quality for internal documents.

Talk to your service provider about your requirements and how the factors above are affecting your print quality to determine the best MFP for your needs.

The post What factors determine color print quality? appeared first on Blue Technologies.

The importance of tracking

On average, 17 percent of prints are left on the computer, resulting in money wasted on paper, toner, ink and more. Discovering holes in your printing processes, such as the 100-page report we found, is crucial to creating an efficient work environment that maximizes productivity and decreases costs.

Tracking with multifunction printers

Tracking is usually as simple as utilizing software to monitor computers by Internet Protocol address, which will generate a report that shows print jobs by each address. This allows you to investigate why a certain user prints a large amount and determine ways to decrease the volume.

You can also use a key code system in which an employee must manually enter a personal code into the machine before printing, scanning, faxing or copying, eliminating forgotten pages. This will also prevent users from making prints or copies if they or their department has reached a predetermined maximum number.

You can even use key codes to track projects by specific client, making billing much easier.

Tracking with desktop printers

Tracking can be used to monitor all printers on the network, even desktop printers. Often, desktop printers are more expensive for companies because users print a lot of documents in color unnecessarily or print documents they don’t need just because of the convenience.

Evaluating the way that employees use these printers and consolidating into a few strategically placed multifunction printers can save your company money, help your office become more eco-friendly and improve efficiency.

The post Why you should track printer usage appeared first on Blue Technologies.

The type of paper you use depends on several factors, such as the use of the document printed, your printer’s capabilities, how many copies you need and the composition of the paper.

Blue Technologies provides four tips to help you select the right paper for the job.

• Determine the paper’s usage. If you’re making a color brochure that’s going out to your clients, you’ll want to select a higher-quality, professional-looking paper. However, if you are making a copy of a document for personal use, the paper can be a lower quality. When printing, faxing or copying, you can tell the printer the type of paper to use depending on the job.
• Know your MFP’s capabilities. Your device may not be able to handle thick or glossy stock, resulting in paper jams and poor print quality. Talk to your service provider, which can provide recommendations on the best paper to use with your printer, depending on your needs.
• Don’t rush to a big box store for paper. These stores usually only carry the most popular paper options, so they won’t always have more specific options you may need or the right kind for your particular printer. In addition, big box stores often only offer specialty paper by the case (5,000 sheets) when you only need a ream (500 sheets) or two for a particular job, costing you money for paper you’re not going to use.
• Remember that not all paper is the same. The weight of a paper is based on its thickness and sturdiness. Therefore, one package of 80-pound paper may not be the same as another 80-pound paper package due to differences in the finish (matte or glossy), brightness or material used to make the paper. Refer to this chart as an example for paper details by type and weight, and consult your paper supplier if you’re unsure which paper to use. Each paper supplier might have their own paper details chart in addition to samples they can send you free of charge.

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