Do You Need Better Document Management?

Keep Cartridge Inventory Fresh!

Do You Need Better Document Management?

Last month we discussed three factors in determining your need for better document management. Here are two more factors that can help you decide if you should look into upgrading your current document management system.

1. Regulatory Pressure: These days just about every organization spends time on regulatory compliance. To satisfy specific industry requirements, companies must make sure that information is private and secure, while still easily accessible to those who need it to be. Doing this with paper-based systems can result in difficult-to-retrieve documents that are easily lost and vulnerable to prying eyes. Electronic capture and retrieval systems allow users to locate documents quickly, making compliance cost effective and simple.

2. Legacy Networks: If your company is in the business of managing networks of devices like copiers and scanners, automated document handling is within your reach. The hardware is already there and most of your employees should be familiar with it. An added bonus is that the software layers are designed to integrate with existing technology on the front and back ends.

Our experienced staff at CRS Printek will happily discuss your document management needs and provide you with a customized solution that will save time, money, and resources. ■

For the next few months we will dedicate this space to providing you simple solutions that will keep your printers functioning at their optimum.

Your printer is blinking, beeping, and refusing to do what it should. Try these simple techniques to bring your printer into perfect harmony again.

1. Connect the printer cable directly to the computer.
2. Disconnect any devices recently hung on the same port as the printer, then restart the computer.
3. Turn the printer off and then back on.
4. Check for paper jams and remove any paper that is stuck.
5. Restart the computer and wait for the screen to come alive. If you get a message indicating that there are documents ready to print, click No to cancel them. Then open your document and to print again.
6. If these steps fail, check the documentation from the manufacturer and follow their recommendations. ■

You’ve got an endless stream of important printing projects ahead of
you—with anything from proposals to business cards and everything in between. How do you tackle these jobs? Where should you get them done? Here are a few guidelines designed to make your life a
whole lot easier.

For personal printing choose a desktop printer. Simply put, your inkjet
or laser printer is ideal for printing everyday, personalized materials such as letters, notes, memos, reports, address labels, and so on. It
is also excellent for producing small quantities of business-to-business materials such as proposals and formal reports, and, if your printer has 1200 dpi or higher resolution, for creating masters of pages you need reproduced on a copier. Keep in mind however, that while inkjets can reproduce beautiful, vivid color, they may not be cost-
effective.

For simple black and white copies choose a copier. To make large quantities of a single document, you’re going to need something more than a desktop printer. And you are well aware of the fact that
many organizations opt for in-house copiers.

For complex black and white and 2-color jobs use a desktop laser
printer with a high duty-cycle or use a commercial printer with a 1-or 2-color sheetfed printing press. If you decide to use a printing press, call around and ask this most important of questions: “Do you use a
printing press or a copier?”

For large quantities of 4-color jobs (catalogs, brochures, posters,
packaging...) choose a commercial printer a with 4- or 6-color sheetfed printing press. When you want to print a 4color job in quantities of 1000 or more and/ or when the job exceeds the size of a smaller printer’s press. The move to bigger printers with more expensive equipment will also provide your with a greater variety of in-house finishing services like perfect binding, hole drilling, die-cutting, etc.

Feel free to call on us to provide you with a cost effective solution for your printing needs. ■

Keep Cartridge Inventory Fresh!

Did you know that toner cartridges have a shelf life, beyond which their performance will deteriorate?

Ideally, you should use a toner cartridge within six to nine months of unpacking it. Over time, the rubber parts inside cartridges can dry out and harden and can adhere to the photo-imaging drum. If you're not using an already-opened cartridge, be sure to store it at room temperature in its original packaging, which will seal it from humidity, light and dust.

It's best not to keep more cartridges on hand than you're likely to use in the near future. Even if unopened and properly cared for, the
typical shelf life of a toner cartridge is two years or less. ■

Staying Current: Xerox 6350 Named Best of Year

PC Magazine and Computer Reseller News have named the Xerox 6350 color printer as their Best of the Year 2005 product in the peripherals and printer categories respectively. Test Center engineers chose the 6350 for its easy setup, top performance and high reliability. The Phaser 6350DP model prints up to 36 ppm in black and white or color with a 10-second first page output. Consumables come preinstalled so the printer is easy to set up. Ethernet and USB 2.0 interfaces are standard. The Phaser 6350DP warms up in seconds and makes little noise in idle mode; it also quickly goes back to sleep. A sample unit in use for several months in the Test Center never had a paper jam or displayed an obscure error message. The Phaser 6350DP has a monthly duty cycle of 120,000 pages, which is a tremendous volume for any printer in this class.

Currently we are offering special rebates on the 6350 as well as other select Xerox color printers. ■

OKI Printing Solutions’ WebPrint is a new plug-in for Internet Explorer 6.0 that makes printing web pages fast and easy. WebPrint allows Windows XP, 2000, ME, and NT4 users to easily and accurately preview and print web pages without any complicated settings. It even allows users to print more on a single page. individual pieces of web pages can also be printed if the web page was designed using mulitple frames.

Once downloaded and installed, WebPrint appears as a small toolbar in the browser window or it can remain in the background ready to be used with a few clicks. To download WebPrint visit:
http://www.okidata.com/mkt/html/nf/WebPrintUtility.html ■

Read EcoPrint News each month for timely
tips on printing and environmental news.