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Companies are keeping their office equipment, such as their copier repair scanner multi-function devices, longer.  Gone are the times many companies blindly replace equipment every 3 to 5 years. If your copier printer is doing the work load required then why pay more for a new equipment just to be stuck in another lease for many years. The main problem with keeping older copier printers beyond 3 to 5 yrs are the changes in the computer operating system. Microsoft has changed the operating system from Windows 7,  8 ,  8.1 and now Windows 10 all in the last 7 years.  Many companies experience connective problems and image quality problems when they upgrade their computers but keep their 3 year old printer copiers.

If you are experiencing problems with connecting older equipment with newer machines you are not alone.  The business class copier printer scanners have inside them software called firmware. This firmware is the go between “translator” of commands between the computers device driver (software in your computer) and the hardware in the printer copier scanner multi-function device.   Many times when a operating system changes the firmware needs to be updated to work properly.  You may experience communication failure,  inability to scan to computers and even image quality issues if the firmware is not updated.

Depending upon the printer copier and your technical abilities you may be able to upgrade the firmware yourself. However, not all firmware upgrades are obtainable from the manufacturers website to download.  Many require technical expertise and cards to perform the upgrades. If you try and the firmware upgrade fails to install properly in your printer copier then the machine may go down 100% and possibly lose your system settings.  It’s recommended to call a company that specializes in business class multi-functions to determine if its end user upgradable or not.

Advanced Business Computers Inc. located in South Florida specializes in Ricoh, Sharp, Kyocera, Okidata, HP, Lexmark and other brands of printer copiers.  If  you are in the Southeast Florida area contact them to get reliable information on your  printer copier scanner including problem resolution and firmware upgrades

The new version of Windows is out -Version 10 and Microsoft is offering a limited time free upgrade from Windows 8 and Windows 7 users. Microsoft knows windows 8 was a flop.  80% of out computer clients are still using windows 7 and many windows 8 users know the pain of connecting the copier printers and scanners to a windows 8 system.  What many people do not know is that many times when an operating system is changed the hardware may need to be updated too.   Printers, Copiers and scanners have internal firmware. Firmware is software that copier and printer repair technicians update to get hardware to work with new operating systems. However, there is a couple problems with firmware updates.

Okidata MSP3537 Basic model without stand or added drawers

Okidata MSP3537 Basic model without stand or added drawers

The number one problem is that the firmware update software does not always work so some times when the firmware is updated it causes the hardware to crash and there is no way to recover (you can not put back the old firmware in the hardware).  Sometimes even with the new firmware the equipment it does not solve networking issues with new operating systems.  When on a network there are many, many things that can prevent communication between the device and the network and 97% of the time is a operating system issue not a device. issue.  Copier printer technicians usually know basic networking , however, depending upon  a companies network IT person they may have set up a network with restrictions that can prevent communication with copiers printers which a standard copier repair person can not resolve.

We highly recommend, if possible, get your free version of Windows 10 software on CD but do not install it.  Hopefully, in 12 months or so after most of the bugs get out and when hardware manufacturers produce update firmware to communicate with Windows 10 you can then install it.  However, always consult your IT person and your Hardware people to make sure they know for a fact that the hardware will work with Windows 10 before installing the new operating system.

As in all equipment before placing any document scanner repair service or maintenance request call make sure you have the basic details including model, manufacturer and basis problem. If you are having a scanner paper jam be ready to tell the technician on the phone where the paper is getting suck. In the feeder? Inside the unit? Upon exit?

If you are having a document scanner communication problem (images not being sent to your computer) check the cabling first. then reboot your computer and try again. Many times a scanner will stop working due to an unknown communication problem between your devices.

When you contact the scanner repair facility if they cannot give you an estimate over the phone look someplace else.  Many companies you see on the internet are just referral companies. They say they cover the whole USA but they actually bid out your service call to somebody close to your location so there is a good chance the scanner repair technician is what we call a one man show contractor (not a company just a one person business).  Get a local document scanner repair company not is at all possible.

When taking to the technician on the phone the tech should ask you basic trouble shooting questions. Again if they do not ask you relevant questions then go someplace else.  An reliable scanner repair company will be about to diagnose 97% of all problems over the phone to give you an accurate repair cost.

The majority of scanner problems are related to ADF feeding and communication. Maintenance kits for scanners repairs will last anywhere from 50K to over 250,000 pages depending upon the make and model of your document scanner. The next most frequent scanner repair problems are excessive paper fibers in the unit, dirty cameras and paperclips/staples stuck inside the unit which usually require a technician to resolve. be careful if you plan to do self repair because scanners require calibration and if your unit gets out of calibration it could be a costly mistake.

Business color copier printer scanner use to be an expensive ordeal for companies. companies when to traditional providers such as Canon, Ricoh and Minolta. However, Okidata has broken the mold with a cost effective color copier printer scanner MFD that not only lower in cost but produces color pages that revival and in many cases better that Sharp, Canon and Minolta. The ES9465/ES9475 is a true business class color and black & white printing/copying/scanning with optional high-speed fax. It’s a feature rich device that was designed for companies who need color but not the traditional price tag

The Okidata copier printers are fast up to 50 ppm/cpm in color  with the first page out within  6.1 seconds in Color. Okidata uses LED technology that create precise color images rated at 225,000 pages per month.  Plus, you do not need a technician to replace normal consumables such as the drums, toners and developers – no tools required!

The ES9465/ES9475  offer standard duplex (2-sided) print-and-copy capability standard, and can handle heavier paper stock (up to 100 lb. cover/280 gsm). Plus, they can produce banners which Ricoh’s, Canon, Minolta, Toshiba’s and other brands wish they could do!

Complete the job professionally with an optional multi-staple or saddle-stitch finisher and hole punch unit. If floor space is a concern, there’s even a finisher that fits inside the ES94655 itself, providing automatic stapling without adding to the MFP’s footprint. Plus, record what works: the hard disk drive can securely store specific print copy, scan and finishing settings as templates.

The Okidata ES9465/ES9475 Color A3 MFPs from Okidata: fast print and copy speeds, breathtaking output, unmatched technology. What more could you ask for? Contact Advanced Business Computers Inc now for more details and answer to your equipment needs including leasing and maintenance programs.

Okidata MSP3537 Basic model without stand or added drawers

Okidata MSP3537 Basic model without stand or added drawers

Okidata has come a long way over the last few years.  They added several business class MFD that excel in color at a lower cost point than traditional companies such as Canon, Minolta, Toshiba, Ricoh and Sharp .  They combine high-quality color and four-in-one functionality with speed, reliability and ease of use with a small foot print to conserve office space. They are great for today’s small to medium size departments or companies.

The Okidata MFPs are fast with speeds up to 42 pages per minutes and come standard with many other companies call options such as a standard duple with reversing automatic document feeder. they offer full features such as scan documents in color or black & white, and send them to your PC, a network folder, a USB stick, or to a list of e-mail addresses. Plus, you can remotely preview and scan your documents on your PC via the network connection or use a USB.

With E-Fling and full feature faxing the Okidata MFD limits the time it takes for your staff to complete daily tasks. Plus, you can store the documents in its secure hard drive for remote and password protected documents.

The user friendly network ready MPS3537mc and MPS4242mc Series comes with a full 9″color touch-screen graphic display, alphanumeric keypad and function buttons. You can lease or purchase the unit from Advanced Business Computers Inc.

Computer service how to select a company

 

When selecting a technology “IT” company there are several important considerations to discuss with the technology computer service company.  First determine your requirements: what type of technology support do you need?  It’s easy to find companies that service computers to find.  However finding a reliable computer network service company is challenge in most cities. many companies shop by price without thinking what happens when you have an emergency and the tech not reachable.  Check to see if the technology network servicing company has multiple employees.

Check on the experience of your partner. What do they service?  Ask for references and actually call the references with a list of questions.  Does the technology company have a basic understanding of your computer network business structure?

Next what network computer support level do you need? Call when needed since you do not have many failures. Monthly maintenance of systems to keep the computer equipment running smoothly and quicker?  or do you need complete maintenance and service program that covers all hardware failures and OS support?

Computer virus firewall protection F-Secure

The firewall is only the first layer 

Firewalls are designed to protect from known types of threats. However, viruses, adware and malware attack from all angles.  Standard firewalls do not protect you from email danger and intrusions from website sites you think are safe anymore due to more advanced data mining and viruses.  It’s important to understand the threats and know that virus/data capture/adware software manufacturing is a multi-billion dollar business all designed to steal from you!

There are websites dedicated to teach people how to create viruses and hack into your computers. It’s a fast involving business and to protect yourself you need to team up with one of the best solutions, F-Secure suite.

F-Secure for business client security is continually being updated to protect all size of companies (top rated 3 out of 4 years). It’ is focused 100% on business to ensure strict security and peace of mind with minimal effort.  Intuitive, easy-to-manage with very low system overhead! Companies need  varying degrees of security and F-Secure for business internal controls are customizable to protect you on your computer,  laptop and mobile smart phone.  Along with its software update detection (over 597 programs) it has earned several years of independent top rating fro it’s business class protection.

In large companies F-Secure gives IT mangers total profile control and in small companies customizable protect to keep your system clear at a very low cost.  Contact Advanced Business Computers at (305) 477-2320 now before you spend money with partial solutions such as Norton, McAfee and other off the self weak solutions.  Advanced Business Computers is  a local certified F-Secure partner who can monitor and manage your security and collaboration needs so you can focus on what matters – your business. F-Secure is perfect for keeping your business running smoothly and constantly protected.

Virus Firewall Wall Still Burn Down

Basically a computer virus firewall is the first defense against intrusion into your computer and network. However, walls do come crumbling down if you are not pro-active in your protection. Firewalls are not a one stop all protection. They are designed against known types of threats.  The firewall software acts as a screener to try to detect intrusion into your computer system from mainly internet related threats.

Protection is a multi-layered process. The computer or smart phone firewall is step number one in protecting your systems. It screens data and messages going in and out of your system (traffic),  reviews requests, validates internet connections and acts as a barrier (wall).   Firewalls come in many strengths and abilities.  Firewalls are only as good as the manufacturer of the software.  F-Secure, top rated security program, utilizes top rate/tier  software to create a constant real-time protection and updating.

Most computers come with basic weak security by large well known providers that fail to truly protect your system. Advanced Business Computers Inc. with F-Secure suite create a multi-layered protection grid across your computer and network.  It uses real-time protection combined with real-time software update detection to create a barrier against internal and external threats at a very low cost per system.

Paperless Office Part II

Step One Semi-Paperless Office

First, do not assume everything will be ok and you will never have a problem.   Right at the beginning create multiple layers of data retention and protection processes.  Reliable, frequent/real-time  backups are always important but much more so in a paperless office. A paperless office should have multiple layers of  protection including incremental and full backups, and on-site and off-site backups.

Semi-Paperless/Paper-less process needs to take into account data protection (virus, encryption, etc.), data recovery procedures and document management (how to retrieve individual or related documents).

Next, create a plan on how to take your current records to a paperless state. This includes equipment requirements (scanners, storage, etc.), data management (how it’s stored so you can retrieve it), and management procedures.  The amount of data, government requirements and size of your business will determine the procedures.

Now, determine costs in time and equipment needed to handle your needs. Until you have determined the most efficient practice for your office, the procedures with costs, should be reviewed and revised regularly.

Initially, you may decide to leave old documents in paper and just go semi-paperless with new business. This process needs to be thought out due to employee time now and in the future. The physical costs (hardware, monthly retention services) is minor when compared to labor costs.  Ask Advanced Business Computers to review your paperless transition and document handling procedures.

Whether you need a set of proven procedures, scanners , software, IT services, training or additional temporary staff – contact Advanced Business Computers now.  Ask about cloud product comparison and implementation support including document management, software management with cost analysis.  All businesses are projected, within the next 3 to 5 yrs, to have 87% of their business computers/network hardware, data and software to be cloud based.  There is a great cost savings and immediate advantage to cloud based computing – ask us!

Paperless Office Disaster Waiting to Happen?

Attorneys, doctors, accountants, real estate agents and all types of business are going more and more paperless.  Each type of business has federal laws that they must comply with whether it’s client information retention, data security, tax records, etc. It’s important to maintain multiple layers of data retention and storage.  Simply using the old data backup is no longer a viable business practice.  But many companies just fail to understand the problems with going paperless when something fails!

There is a cost saving and expenditure to maintain accurate retrievable and searchable documents.  Just using backup service such as Carbonite, SOS, external USB drive and others is a problem waiting to happen.  Not thinking virus recovery and  time involved to get back up costs business hundreds and even thousands of dollars.

First, lets review Carbonite, SOS, Mozy and other remote online backup systems.  Many clients use these services without the realization that if their in-house system goes down it can take many hours to days to retrieve (download) and restore the information.  Can you afford days of waiting for your data to be downloaded?  Yes, these services are great for long term document storage but not for quick employee get back to work cost saving data recovery.

Mirror Drives – The Fastest Get Back and Running?

Mirror drives get you up and running faster with less work loss than any other method when you have a hardware failure. First, a mirror drive is an EXACT always up to date copy of your main hard drive in the same computer as your main hard drive. These are perfect if you have a physical hard drive failure you can get back and running in a matter of a few minutes. However, if the main hard drive failed due to a virus then your mirror drive will have the same problem so your mirror is worthless. If your equipment is stolen or the mirror drive fails then you are back to square one with hundreds and even thousands of dollars of loss.

The USB external drive backup is NOT an exact copy but a “recent” retainer of your current data. The difference is that the mirror drive has all your data and software ready to go. The USB drive only has data so it will take a bit of work to replace the main hard drive, install the operating system, install the programs and then transfer the data from your USB drive (4..6 hours process). External USB drives are great if you are diligent in backup procedures and storage of the external drive.

Going paperless needs a bit of thought and foresight to implement.  If you assume everything will be ok and dandy without precautions then you are gambling with your business.  Data is your business. Your client list, product costs, A/R, A/P, history, confidential client information etc.  97% of the business today can suffer a complete building fire, flood, virus attack, major theft or other natural occurrence with very little loss of  business if  properly prepared.  Advanced Business Computers specializes in reviewing, recommending and implementing paperless office procedures to prevent major loss and greatly reduce down time.

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