6 Important Copier Leasing Tips


In today’s day and age, what is known as a “copier” has become much more than a copier. These machines today are commonly referred to as Multifunction Printers (MFP’s). We assure you that these machines do much more than make copies. Standard functionalities of these devices are printing, scanning, copying, and faxing, to name a few simple. An MFP is a gatekeeper to optimize business workflow. Without having the right solutions in place, a business can be victim to much more than just day to day frustration. In the end, it can affect the core of your business’s practices, and ultimately the bottom line.

We have been in the office technologies business for over 15 years. Within that period, we have noticed some critical factors leading to misplaced equipment. Here are our top tips to help guide you into your next copier lease with us.

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1. Printing Volume for a copier lease

When looking to lease a copier, it is essential to know your business’s expected volume. The different types of media (paper) that you are going to want the machine to be able to handle. Various Multifunction printers are designed for specific volume and usage levels. Ultimately, you don’t want to run 6,000 pages through a machine that is designed to handle 60,000 pages a month. Just as much as you don’t want a device that is doing 100,000 pages per month when it is designed for 10,000 a month. Situations like these can affect the performance of the machine you acquire, as well as the required maintenance of the device.

First, you must estimate how much you are planning on printing currently and look into machines that are recommended for your Average Monthly Page Volume (AMPV). The right tool for your business is generally close to the middle of your monthly volume. This can be found within the manufacture’s recommendations. The ratings that are provided by the manufactures of the machines are based on 8.5’’ x 11’’ (letter) media size. Any media larger than the manufacture recommendation should be counted as two pages. It is important to remember that more substantial media sizes also can contribute to faster wear of the machine. If you are planning to run large media volumes or massive stocks, to be safe, you may want to be in the lower 33% of the recommended manufacture volumes.


2. Monthly Duty Cycle vs. Recommended Average Monthly Print Volume for a copier lease

Secondly, the duty cycle of a machine is not indicated by the monthly volume that a specific device was designed to run. However, it is an indication of the production capabilities of the Multifunction Printer. The Duty Cycle of a machine is a formula that calculates how many pieces of paper the device would be capable of running. Should it run 24/7 with limited breaks to add increased volumes of paper and the occasional paper jam? It is very important that your print volume is not anywhere near the duty cycle volume of the machine. This level of work on the device is not expected to be achieved on a regular basis.


3. Faster Isn’t Always Better with a copier lease

Thirdly, it’s a common misconception for customers to assume that a faster machine can handle more volume. However, there are many fast machines (46-56 pages/minute) that are designed to run well under 11,000 pages/month. This class of device is usually described as an “A4” machine. They do not support media sizes of 11’’ x 17’’. With that said, they have their niche, but if you are looking for a machine that is going to be able to handle larger paper sizes. You are going to want to look for a device with more advanced functionalities. Just because a proposed machine is faster, doesn’t mean it’s the machine for you.


4. Color Output

Furthermore, if you need to have a machine that can match colors or run more substantial paper stocks, you will most likely need to investigate Light Production machines, and not into business color devices. 

Ultimately, Business Color Devices can produce an awesome color image. However, they do have their limitations. Simply just adding a Fiery to a business color machine will not make it perform like a Light Production MFP. Devices that are apart of the Light Production Tier are designed to be able to handle: collateral, print shop, high volume, specialty paper, advanced finishing options, and much more depending on the machine.

Optimizing color output can become a daunting task quickly! So, if you are still unsure of what you need, it is always best to bring the types of media you will be using, as well as job samples to run on our showroom devices before you think about buying the machine. Additionally, don’t overspend on a Light Production MFP if you are a business that prints internal documents, or even color images that don’t need to be color-matched.


5. Leasing Terms

Additionally, when thinking about leasing a machine for a longer term to lower your monthly payment. It is essential to consider where the device will be living.

Simply put, in multi-user or even dirty environments, we recommend a 36-month term or even a 48 a month term. After 48 months with a machine in these environments, you will likely see an increase in service needs as the device continues to be pushed past its limits.

If you stick to a print volume in the mid-range of the machines AMPV (see #1) and the device is in a controlled environment (like a traditional office environment), you can feel more comfortable leasing for 60 months.


6. Solutions Compatibility

In conclusion, copier leasing in today’s world isn’t just a copier, as we mentioned earlier. A Multifunction Printer can be fantastic too to integrate with your business. It is providing document workflow applications that will help to improve your companies core processes. Do you want print governance, departmental cost tracking, intelligent scanning, or other document solutions integrated with your machine? It is crucial to think about your current or future for document workflow and applications. Ensure that your new MFP is compatible with your organization.

It is incredible how spending the extra time in the beginning before you sign for a new copier lease can impact you in the long run. This will help to ensure that your new device and your organization are a good fit for each other. As well as ensuring that you are getting the best price, increase your productivity, and lessen the needs for maintenance down the road.

Are you still not sure what Multifunction Printer is right for your organization? No problem! Contact us, and one of our experienced representatives can perform a free analysis of your current situation. You will receive a FREE report with our recommendations for print volume and cost analysis, as well as efficiency and paperless opportunities! Contact us today!


Kyocera Document Solutions – How do you choose the most secure cloud services?

Everything You Need to Know to Make the Best Decision

When it comes to guaranteeing security, there is one fundamental question that must be considered: Private, on-site options or public, off-site solutions? The public cloud can be defined as a computing service offered by a third-party provider over the open Internet, whereas private cloud utilizes a private IT infrastructure and is used solely by one organization. While the service may be very similar in that the end product offers one, uniform way of working, there are substantial differences between them.

Particularly with regards to security, it is vital to evaluate which solution best fits the demands of your organization. With such a substantial risk at stake when considering indispensable business data and information, never mind that of your clients, there is no room to cut corners.

KYOCERA Document Solutions outlines the key factors which you should consider when deciding between public or private cloud solutions…

Existing Cloud Service Technology

You may find that it’s easy to forget that Cloud services do not operate alone. Instead, they link up and tie in with other systems whether they are hardware, such as multi-functional devices in the office, or software, like Enterprise Content Management or, the more modern alternative, Content Services.

There are various tools, including KYOCERA Fleet Services, which provide a connection between these products and the Cloud, but making sure they do so securely is essential. With on-site solutions, it is far easier to achieve, given that many of the risks of passing through public servers are avoided. It does not mean that it is impossible to have a secure off-site provision.

Current Legislation on Cloud Services

When investigating this topic, it is worth consulting current legislation. Every company is impacted by the rules of the European Union’s General Data Protection Regulation and often different industries, such as financial services or defense, have specific legal requirements in terms of protection of data and information. For them, this question is not even up for debate.

Beyond even the legal requirements, there may also be industry standards which are expected to be met, as is often the case in banking where local print spooling features are required to enable a secure connection. Failure to comply with these expected levels of security can pose a significant risk to the organization, mainly if the worst were to happen.

What is your Budget?

When planning an IT security strategy, bear in mind just how much your company has to invest. Cloud-based business models often look to spread costs over a lengthy period, which allows firms to acquire technology without spending in one lump sum. This better suits many small and medium-sized companies.

In this way, off-site options provide a much more scalable and flexible solution to the market. Whereas on-site solutions require a more substantial initial investment in order to ensure server provision, off-site products are available freely online, and maybe the most suitable option for smaller organizations.

Hybrid systems, as an alternative?

Hybrid solutions are now beginning to provide an alternative. They operate by mixing both on-site and off-site servers to connect with other solutions securely while also accessing remote services such as infrastructure for Internet of Things devices.

A mix of the two also helps to enable firms to make a transition towards cloud computing. It is a risky and costly step to transfer an entire server and all of the infrastructure that comes with it, but hybrid options allow this move to happen strategically with different phases and stages. This ensures that the organization can get the best out of the new technology without opening themselves up to risks.

The growth of hybrid cloud has been fueled by offers from the likes of Azure Stack. As they become more available, prices will drop, and the quality of service is bound to improve, but already they are showing apparent efficiencies in making product features, which previously required more substantial investment, available to a broader market.

The reality is that the market is evenly split in terms of both on-site and off-site products. Without one clear winner in terms of security or product quality, it is up to each business to come to their own decision as to which is their higher priority and how it aligns with their investment budget.
In years to come, hybrid solutions may become a clear winner. As with all new technology, some are reluctant to dip their toes into hybrid until the security measures have been clearly demonstrated, but initial results suggest that, with work, it could be the best of both worlds.

Investing in the cloud is inevitable for any company wishing to remain competitive and gain further efficiencies. What requires thought and consideration in doing so is the security of the solutions that they choose. Even in the hunt for productivity, no organization can afford to put the safety of their confidential information at risk.

Kyocera Gives Back – BRASS

Since Kyocera’s inception in 1959, its Corporate Social Responsibility (CSR) has been a vital part of the KYOCERA DNA, which is why they regularly donate devices to support charities close to the communities they call home. Their latest donation to a fantastic organization comes in the form of a brand new ECOSYS M6035cidn printer. They have chosen to donate this machine to Bolton’s Befriending Refugee and Asylum Seeker Service (BRASS).

BRASS is a non-religious organization run by dedicated volunteers to address the lack of support for refugees and asylum seekers entering Bolton. This organization offers free specialized advice on immigration, asylum, job searching, citizenship, and legal rights to masses of people coming to Bolton. Also, BRASS runs a variety of services to teach English, cultural rights and responsibilities, better transition refugees to UK life, and aid in any other area refugees may need help in. BRASS works closely with similar organizations, such as the British Red Cross and Refugee Action.

The ECOSYS M6035cidn printer will replace BRASS’s previous device which, although initially able to support the organization, quickly became overpowered and ineffective as the organization – and its printing needs – grew. The new equipment will be used by the organization’s staff, as well as a much wider group of volunteers, student teachers and visitors, to support the organization’s many activities.

Brass now has three satellite projects, none of which have a printer available to them.

“Having a printer at our disposal will save us time as well as being available for our volunteers, student teachers, and service users.”

The donation of a brand-new printer will not only be a massive support to BRASS in the years to come, but it will also save the organization money that can be better spent addressing refugee needs in Bolton.

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Varieties of Paper | A Rundown

Paper is a key component ofpexels-photo-256467 printing and copying. And without it, well that’d just make a mess. Because it’s necessary for any copier, let’s learn more about it. The most common form that paper comes in is a ream. This is a standardized package of 500 sheets of paper and it doesn’t matter whether or not it’s sized as letter paper (8.5” x 11”) or legal (8.5” x 14”). On that ream is a weight that corresponds to its thickness. The standard weight is 20lbs for letter paper, but 24lbs and 40lbs are also common. These correspond to mid-weight and card stock paper respectively. Beyond that, paper can be purchased in different quantities outside of a ream. Paper can be purchased in cases holding 10 reams, and pallets holding 40 cases. At Automated Business Products we sell paper and much more. If you’re in the market for a copier or printer, use our printer pricing tool and we’ll be with you soon.

In House Production Printing | Why It Makes Sense

For small and large businesses alike, large scale production printing tends to be outsourced. But why? With today’s technology, in house production printing has never been more affordable and possible. Each printer manufacturer has developed incredible machines that function in expanded ways. This gives you the capabilities to be independent with your production printing. Here are some reasons why printing in house is beneficial to your business.

Along with in sourcing comes heightened security with your documents. Whether or not your business prints classified materials, I don’t know. However, it’s evident that holding the documents in house and not sending them to various printing companies is the safer route in this regard.

At Automated Business Products, we are here to help you find the right printer. Whether or not you need a production printer is a question we can answer. There certainly aren’t downsides to owning one. They are faster, more powerful, and can add incredible efficiency. And just as important, they enhance your business’s capabilities and in turn, your image. Click here to use our amazing pricing tool. A simple tool to help find your needs, and we’ll get back to you shortly.

The ECOSYS P8060cdnn | Kyocera’s New Printer

New to Kyocera’s impressive line ofkyocera ECOSYS P8060cdn printers is the P8060cdnn. This A3 sized printer is a color printer with exceptional quality. Kyocera’s new printer highlights their newest technology with better performance, more capabilities, and less environmental impact. Heightened performance comes with 60ppm, expandable capacity up to 7,150 sheets, and professional finishing options. It’s new capabilities include security, cost management, and a 9” touch screen adding endless capabilities. Most notable is the eco-friendly aspect to this printer. The toner for this printer has smaller particles which allows for easier fusion to the paper. This lowers your electricity costs and environmental footprint.

Even if this printer isn’t the right one for your business, it’s still an impressive step for Kyocera. Automated Business Products is here to help you find the right printer. For 80% of our clients, we’re able to lower costs and increase efficiency. If you’re in the market for a printer or copier, please our amazing rental pricing tool and we’ll be in contact with you shortly.

Square 9 | Document Management Solution

For businesses, documentLOGO_03-Solid management can be problematic. Papers are constantly moving throughout offices, making them harder to find. Square 9 is software that successfully solves this problem. It provides a document management solution for all businesses that increases productivity, adds continuity, heightens compliance, and aids in collaboration. As an online program, Square 9 allows your business to efficiently store documents by customizing their rightful places. For one accounting firm, this software increased efficiency by 35%-45% and lowered document storage requirements by nearly 90%.

 So where do we come in? Well, Automated Business Products is now an authorized retailer of this software! Not only to we understand its ins and outs, but we can install it directly to your printer to make your life easier. So give us a call if you’re interested. If you’re looking for a printer or copier, please use our fast and easy purchase pricing tool and we’ll get back to you as soon as possible.

Featured Lanier of the Month: The MP C307

The MP C307 is a part of Lanier’s Signature Series. It’s designed with the most popular combination of features and benefits, letting you get the best multifunction printer for your business needs. Sepcifically, the MP C307 has all-in-one print, copy, scan, fax, local storage and cloud capabilities. This allows for this small powerhouse to take on the role of your workgroup’s information management hub. Here are some of its highlights.

Brilliant Color: Lanier has drastically improved the quality of their prints. Their newest technology allows for professional quality images in 1200 x 1200 dpi. There’s even adjustable color setting to help bring out what you feel fits the print. And finally, their new Black Over Print technology easily eliminate defects from photos and other documents.

Large File Capabilities: This printer has an Intel 1.46 GHz processor which is extremely powerful for its class. That, paired with it’s 2 GB of RAM allows for this machine to process large files without compromising other prints or workflows.

Workgroup Productivity: As mentioned before, this is truly an all-in-one copier. It does so much, especially for a desktop. With these capabilities and its touch screen controller, it can truly become a workgroup management hub. The controller and more allows for ease in Cloud storage and printing, along with endless more capabilities.

The specifications behind this production printer also go hand in hand with its impressive capabilities. It’s output speed allows for printing, scanning, and copying up to 31 pages per minute. The max density per inch is 1200×1200, and the capacity is 1,350 pages of paper. If these specifications and capabilities above don’t impress, then maybe take a second look. At Automated Business Products of Colorado Springs, we can get you this powerhouse or any other copier that fits the needs of your company. Click here to use our simple pricing tool to help us find your needs, and we’ll get right back to you.

Differences in Leasing and Buying a Copier or Printer

The decision to rent or buy a copier is no easy one. There are a lot of options, and the fact of the matter is that every business needs one. Leasing has its benefits, especially if you’re a small business without the capital to afford such a large investment. However, after reading this, you might find a way to make purchasing justifiable. Below are some differences between your two options.

Leasing

Most commonly, leasing is the route business choose to take, with an industry average lease duration of 48 months. You get brand new equipment with the latest technology, and monthly payment gives your company budget consistency which makes upgrading easier when your copier is at the end of its leasing term. Additionally, it’s easier to negotiate a lease rather than a loan from a bank. This makes leasing the more attractive choice. Ideal Situation- companies with good credit, who want a low monthly payment, and who want brand new equipment and technology.

Renting

Renting is different from leasing because when renting a printer or copier, you will always get used equipment with outdated technology that costs more. However, this may not be important to some companies. Typically, rental contracts are much more flexible and less binding than a lease, thus having a higher monthly payment. Ideal Situation- companies who have mediocre/poor credit, are willing to accept used equipment, and just need basic equipment features & technology. 

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If your business has the capital to make a purchase of this size, than it removes negotiating a lease. You have complete control over what model you are buying, allowing you to shop around. And most of all, due to Election 179, your business can write off the entire purchase of the copier for that given year, giving your business a large tax deduction. However, buying is the industry’s least common choice. Reasons are, finance constraints, technology changes, less recourse and fewer model choices. Ideal Situation- companies who have flexible capital, want brand new equipment & technology, and want to utilize Election 179.

We understand that these decisions can be a tough choice and varies on a company to company basis. Here at Automated Business Products of Colorado Springs, let us guide you through this difficult landscape. Click here to use our easy printer pricing tool so we can better assist your needs.

Copier Machine Rental

Copier machine rental is an overwhelming thought, but don’t fret. Kyocera CopierEspecially if you’re a small business, you need to keep up with the times without breaking the bank. At Automated Business Products, we’re here to help. We offer many options to buy or rent copiers, printers, and MFPs. Leasing these complex pieces of machinery comes with some benefits when compared to buying.

First off, there’s the simple aspect of the initial outlay for a purchase. When buying a printer or copier in full, you are forking over a lot of cash or negotiating a loan with a bank. No one wants that, and this can be notably tough for small businesses. Compare this to renting, and your life will be a lot less stressful. A consistent, monthly price is negotiated which (normally for 24-48 months) provides exceptional ease for budgeting. This gives your company assurance from the moment you sign that lease agreement.

Taxes also provide an incentive for printer and copier rental. When purchasing a printer outright and in full, sales tax adds to the already high cost of buying. With renting as well, you can deduct each rental payment from taxes as a business expense. This provides a consistent, long term incentive.

Finally, the technology in this industry is an ever-changing entity. The Kyocera Copiercompanies behind these copiers and printers are always adding valuable and efficient features to their machines. Because of this, if you purchase a printer, it could be out of date in just four years. When renting a copier machine, you’ll know when upgrading is a possibility. This can be at the end of a lease, or even during it, depending on the leasing agreement.

Copier machine rental can be a tough choice, and the route you take often varies depending on the company. At Automated Business Products, we are simply trying to get you the machine you need, at the best price, and with superior customer service. Please use our lease pricing tool and we’ll get back to you shortly with more information.