The Datamax Thinking Blog

It's a fact of life, copiers are machines and they sometimes break. Here are six steps to take to keep from losing your cool.

Printers and copiers have a unique ability: the more these technologically advanced devices break down, the more primal you become in turn. This transition starts with an open palm hit, and then a kick, and then more profanity than you might otherwise use at work. Toward the end you are re-enacting the dawn of man obelisk scene in 2001: A Space Odyssey.

Printers and copiers will break down; however, you can minimize their ability to transform you by following these six simple steps.

The study found that seventy-four percent (74%) of employees felt they were asked to do things on the job for which they were not properly trained.

"Yeah, yeah, yeah, so you say you've got advanced service training certification(s)—so what. If those certifications were worth their salt, everyone would be pursuing achievement, touting the distinction, and donning the emblems."—Naysayers International

As it stands, many service providers don’t seem interested (or perhaps capable) unless such certifications are required or mandatory by the suppliers and manufacturers they represent. Mandatory certifications may ensure compliance but not necessarily commitment to learning—which is the point.

The point in time when you acquire a new print device is the perfect time to improve your workflow, provided your vendor has the expertise.

A business' copier fleet is very much a Goldilocks situation; too much or too little printing and copying capacity can create significant costs. If you print more than your fleet can handle, you are going to have to replace devices more often. If you have more capacity than you need, you are paying too much to the detriment of other areas of your business.

Multifunction copiers are a must-have device to improve process automation in your office and to support working anywhere.

Compare today's business environment to the typical office in 2000. Back then, everyone was locked to a particular workstation, and remote working was a rarity. Today, you can work from a computer to a tablet to your smartphone halfway across the world without any problems.

While technology advancements set the stage for many of these changes, the foundation is built on top of tech that's been around for decades. The multifunction copier, for instance, is an important part of moving to a "less paper" office.

You'll have a tough time delivering a quality customer experience if they have to wait around while you're on a grand adventure for hard copies.

Hard copy documents are talented at hiding away when you need them the most. You have to go on an office safari every time to track them, which cuts into the time you could spend on your work duties. Even a few minutes per day adds up. It's time to throw paper in the trash and get digital with your documents.

The multifunction copier is covered in the Information Technology for Economic and Clinical Health (HITECH) Act and the HIPAA Security Rule. It's considered a machine that stores, transmits, receives, or creates protected health information.

The Health Insurance Portability and Accountability Act (HIPAA) of 1996 is 20 years old, so you have a lot of experience with following its requirements. Your healthcare office has several security measures in place to stay HIPAA compliant, but you may be overlooking a key area: your digital copiers. Here are a few ways you could be compromising your patients' health information due to this oversight.

If you focus on the number on the price tag more than what the photocopier can actually do for you, you'll end up paying more in the long run.

You have to operate with a budget professionally and personally. The same questions come up no matter what you're buying. How much should it cost, where can you find the best deals, and is there a more affordable way to get it?

Many people jump right to the cheapest copier they can find. They think it might match their needs, but their decision is purely price driven. Sometimes they luck out and get the right model with good build quality. Years from now, they're calling the copier "old reliable" and patting themselves on the back for their money-saving move.

However, this is not the case for most people.

Before you start to panic thinking about an additional line item on your capital expenditures budget, consider the economic and functional benefits of getting a 4-in-1 machine.

If you've ever moved offices (or just needed to redo your current office), you know what a hassle it is to pack equipment. You might have even questioned the necessity of carting around a scanner, fax machine, copier, and printer. Turns out that it's not necessary: you can move into the modern age with a multifunction copier. Before you start to panic thinking about an additional line item on your capital expenditures budget, consider the economic and functional benefits of getting a 4-in-1 machine.

When you buy or lease your copier locally, you'll get faster, immediately-accessible support for any technical or administrative questions. No one likes being bounced around!

Did you ever stop to think that buying a copier locally is like buying from your local farmer's market?

At a farmer's market, you get friendly service from people you know and fresh, locally-grown produce -- plus, you're helping local business.

The same can be said for buying a copier locally. You're not only contributing to local business; you're also getting a quality product with an instantly-accessible support team.

Using your copier to scan to the cloud is straightforward (the specifics WILL be different for different models and manufacturers, but the basic steps are similar).

You’ve heard of “the cloud,” even if you don’t follow technology at all you’ve most likely heard someone use this term. Usually when it’s mentioned it’s with a touch of reverence and a hint that the cloud will solve your technology challenges, which (when used correctly) cloud services really can bring huge business and personal productivity improvements.

The cloud essentially means that instead of your information/documents or your application (like iTunes, Office 365, or personal productivity tool Evernote) “living” on a your computing device (smartphone, laptop, PC, or tablet), they “live” on a third-party hosted platform and you can access the cloud service via the Internet. As with anything IT-related, the cloud becomes more complicated the deeper you dig into it. If you’re interested, this Cloud Computing 101 article is a good starting point for more detail.