Considering Managed Print Services?

Learning how much you really spend on document printing, document storage, and document retrieval can be a surprise. The Gartner Group estimates that document related costs for businesses range between 3 – 5% of revenue.

Managed Print Services offer more than just printer equipment, toner supplies, and customer service. Managed Print Services is a total document management solution. And now more than ever, a managed print services program can work for you – to help your business control document related expenses and perform better.

The first step toward controlling document expense starts with a Free Environmental Print Study. This is where a managed print services representative gathers all the required information to assess your overall print environment. This includes both physical information about your print environment and electronic data about your company’s document usage and history, gathered from a secure data collection agent.

Managed Print Services Align with Your Business Needs

The next step toward controlling document related expenses is to review the print study findings and work with your managed print services representative to develop a solution that best aligns with your needs and will deliver measurable cost savings over time.

Having a well-implemented managed print services solution from a reliable support provider enhances your organization’s performance, boosts IT productivity, and supports your sustainability or Go Green initiatives.

Managed Print Services Will Help You Control Document Related Expenses

Using a managed print services solution will help your business get all document-related costs under control― in a very short period of time. From choosing the best office equipment for the right locations, to monitoring print use, dispatching service and disbursing toner supplies, a managed print services solution can deliver significant document cost savings and more value to your business.

Managed Print Services Advantages

• Controls document related expenses
• Reduces your IT Help Desk support
• Reduces resource consumption such as paper and electricity
• Minimizes your carbon footprint by optimizing workflow

If you are a California business, consider a no-cost Environmental Print Study from Officia. We will conduct a comprehensive document and workflow analysis, which can help you save up to 30% on document related expenses and increase productivity within your business.

Officia Imaging is among the largest, locally owned and managed office equipment and managed print services providers in California. We partner with leading print technology providers, hold an A+ BBB rating, and have the resources to get the job done right. Let Officia Imaging show you how managed print services can help you control your document related expenses.

Managed Print Services from Officia Imaging Can Help Your Business Control Document Related Costs

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1. Officia Partners with OKI Data for Managed Print Services Support
2. How to Monitor Office Document Use to Control Costs
3. How to Identify Document Overspending?

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There are many things you can do this Earth Week 2012 from joining community events, to supporting an environmental cause and even launching a new green corporate initiative.  Officia Imaging suggests you schedule an Eco Check Up. No, we don’t want you to see your doctor, but it is worth the effort to take a closer look at your office environment, for small but important enhancements that can help you Get Lean & Go Green.

Assess Your Corporate Carbon Footprint

You cannot manage what you do not measure. It’s important that you calculate your office’s carbon footprint on a regular basis. By knowing your carbon footprint, you’ll learn how your corporate usage (e.g. electricity, transportation, water, paper) creates an impact to the environment. This allows you to consider newer and better ways to generate a smaller footprint and reduce costs.

Tip: Managed Print Services Environmental Print Study will help you identify, manage, and control your print costs more easily and more affordably.

E-Cycle Your E-Waste

The upsurge of electronic devices used by employees and consumers every day (e.g. smartphones, tablets, laptops, printers) demands for e-waste management programs that are easy to use and affordable. “E-Cycling”, as set forth by the US EPA, refers to donations, reuse, shredding and general collection of used electronics. By participating in e-cycling programs, you can manage your corporate e-waste, with less hassle and less costs.

Tip: Consider Free Toner Recycling Programs from local service providers to further reduce costs.

Gain Green Customers

Incorporating environmentally conscious products and process into your business is not only good for the environment; it’s good for your brand. Savvy consumers look for eco-friendly brands and support businesses that support the environment.

Tip: Using and offering ENERGY STAR-Qualified products make it easy for consumers to identify energy-efficient products recommended by US EPA.

Strive for Environmental Compliance

Environmental compliance is crucial to the competitiveness and trustworthiness of your organization. Awareness is not enough especially for publicly listed companies who are put to reputational risk in case of non-compliance to environmental laws. To avoid the detrimental risks and potential costs, your organization must make every effort for compliance as part of your environmental obligation.

Tip: The US EPA offers various compliance programs to help your business better understand environmental laws. Visit http://www.epa.gov/lawsregs/compliance  for more information.

Upgrade to Eco-Superior Equipment

According to trendwatching.com, Eco-Superior products are products that are not only eco-friendly, but superior to polluting incumbents in every possible way. Whether or not your organization have purchased or leased eco-friendly equipment already, going for more recent technologies can provide you with better, lasting results including further cost reduction, increased efficiency, and smaller footprints. For example, the latest mobile print technologies can help you maximize ROI and create a new revenue stream. Learn why Mobile Printing Solutions Work Smart.

Tip: Ask your service provider about trading in your old equipment for eco-superior technologies. Also check if your current equipment can be updated or is upgradable to reduce downtime.

This Earth Week at Officia

Officia Imaging has integrated Go GREEN Solutions to help your organization minimize carbon footprint, while maximizing your office efficiency.

Officia Imaging offers a Free Environmental Print Study to help you take advantage of the new technologies that maximize your office efficiency while minimizing carbon footprint. Our recommendations can substantially reduce document costs, often up to 40%.

You can also start recycling without the hassle by joining our Free Toner Recycling Program, where you can easily recycle used, empty toner cartridges. All you have to do is collect your cartridges and deposit them in our recycling boxes.

If you’re looking to buy or upgrade to newer, more ecological office equipment systems, we are also offering Trade-In for selected equipment for a limited time only. For more info, go to (Trade-In Landing Page) or call your Officia representative.

Join Officia Imaging in Saving the Environment and– Make a Great Impression

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Officia Imaging strives to build partnerships with award-winning service providers and manufacturers to provide California businesses print environments that reduce costs, improve workflow, and increase efficiency. Today, we are pleased to announce that we partnered with OKI Data Americas, Inc. to leverage their innovative Total Managed Print^TM solution for the Officia Imaging Managed Print Services offering.

Total Managed Print^TM includes comprehensive Managed Print Services (MPS) software and service support. Officia will leverage this partnership to help our clients further reduce their overall print costs while improving efficiencies and employee productivity. The Officia solution is manufacturer agnostic meaning it can support products from any manufacturer including OKI Data.

From print assessment to ongoing fleet optimization, this partnership will help Officia provide a complete managed print services solution which includes remote monitoring of print devices, automatic supplies and service, and consolidated invoice. As a result, our customers can focus on more critical business needs, decrease downtime, and effectively manage their print budget.

Officia is confident our new partnership with OKI Data will further improve our customers’ printing infrastructures based on OKI’s Total Managed Print, proven track record of success.

Benefits of Managed Print Services

• Immediate and long-term print cost reduction
• Streamlined print operations for improved productivity
• Ability to upgrade aging fleets without the capital expenditures associated with equipment purchases
• Predictable expense reporting for improved budget management
• Ability to free up internal IT resources to focus on critical business needs
• Improved printer service levels to minimize printer downtime and user interventions
• Reduced environmental footprint through device consolidation

Officia offers a free Environmental Print Study with a comprehensive Document Workflow Analysis to provide you with qualified and accurate recommendations aligned to your business goals.

Call Officia today to get a free Environmental Print Study and learn how Officia Imaging can help you – Make a Great Impression.

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Wouldn’t You Like to Print from Your Smartphone?

Mobile printing is a hot topic today. Did you know 48% of mobile users in the US own a Smartphone and use it for work daily? The ever-increasing population of cloud–based IT environments, Smartphone and mobile devices such as the iPad and other tablet PCs in the workplace heightens the need for innovative print solutions that make it safe and easy for you and your colleagues to print from your handheld devices.

According to a mobile printing survey conducted by International Data Corporation (IDC), the rapidly expanding mobile workforce, the proliferation of smartphones and media tablets, and the explosion of mobile apps will have a significant impact on print volume and business users will fuel the demand for mobile printing solutions over the next five years.

Benefits of Mobile Printing

Mobility drives print volume and a straightforward print solution is now a must-have for mobile users in any organizations.  IDC found that workers who travel moderately are the most likely to report increases in print volume. However, mobile printing does not only benefit the traveling workforce, but also the workers who need to print at different locations within an organization’s own facilities.

An easy-to-use, secure, and immediate mobile printing solution provides valuable benefits for any business or organization. In general, mobile printing:

• Enables users to print when and where required, just-in-time rather than just-in-case
• Increases customer satisfaction and workforce productivity
• Reduces time-consuming tasks and printing waste
• Offers a new revenue stream for business locations that serve mobile workers

Full Line of Mobile Printing Solutions

As mobile printing emerges to be the future of business printing, we are very excited to share with you the fresh HotSpot Mobile Printing line from our partner Ricoh / Savin. This HotSpot Mobile Printing solution makes printing from your smartphone, tablet or laptop just as easy as 1-2-3. With no software or drivers to download and no networks or third-party apps needed, your customers or employees can print by simply sending an email.

Why Choose HotSpot Printers and MFPs

The Ricoh/ Savin HotSpot product line provides a hard-copy output solution for Internet-enabled device users. HotSpot devices include Savin’s award-winning printers and multifunction products, and are powered by PrinterOn, the world’s leading provider of mobile printing solutions so you can print anywhere, anytime from any laptop, tablet, or smartphone quickly, easily and securely.

Mobile HotSpot Printing Offers:

• Ultimate Convenience – Enjoy simple wireless, driverless printing whenever, wherever and provide your organization and customers a flexible office environment. HotSpot printers and MFPs can handle both network and mobile printing tasks without any IT intervention.
• Easy Installation and Maintenance –Install a completely embedded solution. The HotSpot devices are self-configuring and ready to print in minutes.
• Maximum Security – Give access to network printers without giving access to your corporate network. Prints are held in the printer until released by the user with a PIN unique to each print, providing a secure printing solution for your customer.
• Marketing Opportunity – Incorporate company logos, colors, and messages to reflect the service provider’s business identity and brand image through customizable HotSpot Printer’s Web page.
• Cost and Waste Reduction – Manage paper waste by eliminating unclaimed prints and reduce your overall printing costs.

Officia Imaging is the leading service provider for office printers, copiers and managed print solutions for California businesses. We have industry leading partners like Ricoh / Savin to provide you with the most innovative, high quality office printers, copiers and managed print solutions available on the market today.

Call Officia today to find out how mobile printers can help you – Make a Great Impression.

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Benefit Now with Section 179 Tax Deductions

The clock is ticking! Have you checked with your accountant about Section 179 tax deductions for office equipment purchased in 2011? Section 179 is perhaps one of the most beneficial small business tax deductions included in various Stimulus Acts over the past few years, yet many businesses are missing out on its real benefits.

How Section 179 Tax Deductions Work?

Suppose your business purchases or leases $100,000 worth of new or used office equipment this year. Prior to Section 179, you could only write off only a fraction of this amount annually (say, $20,000 a year for 5 years). Now, through Section 179, you can write off the entire office equipment purchase price for the tax year you buy it in.

Obviously, writing the total office equipment cost off up front is  $28,000 more beneficial than writing just a small portion every year— over time:

• You can get a full deduction* in the same tax year of purchase.
• You can add more equipment in the same year instead of waiting.
• You can move your business in a positive direction.

Get More Benefits from your Office Equipment

Section 179 of the IRS code was legislated to provide tax relief for your business. Section 179 was even enhanced for 2011 so there is simply no better time than now to take advantage of these excellent tax deductions. All you need to do is to take action while it lasts! And what better way to make the most of your tax deductions than securing an improved office workflow and acquiring cost-saving office equipment and office technology print solutions?

So, Why do Most Small Businesses Overlook Section 179?

Well, firstly, Section 179 isn’t automatic. If you want to take the deduction, you must elect to do so and consult with your accountant before filing your tax return for the year. You can only use your 179 deductions for the tax year your business purchased or leased the property and placed it into service.

Secondly, most business owners still find Section 179 complicated and are somewhat doubtful about this tax deduction when it is, in fact, very simple to use. All you need to do is buy (or lease) the equipment, and use a special IRS form. Just make sure you keep complete records of the office equipment you leased or purchased during the year.

Officia Imaging is the leading service provider for office equipment and document management software solutions for California businesses. We offer award-winning office products and business equipment solutions that increase value for your money by providing high-quality service time and again.

Call Officia today for a free document workflow analysis and money saving solutions that will help you – Make a Great Impression.  

*For most small businesses (office equipment expenses totaling less than $500,000), the entire cost of office technology can be written-off on the 2011 tax return. For large businesses adding even more than $500,000, the write-offs are just as substantial.

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1. Are Multiple Office Equipment Vendors Costing You Money?

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Document Monitoring for Cost Control

A further key to identify overspending is document monitoring. Knowledge is power; knowing the types of documents and how many of which are being produced, is important to cutting costs. Ask yourself

• Could printed documents be archived instead?
• Are accounting and sales printing the same document multiple times?
• Are employees taxing your office products for personal use?
• Do you know your print to waste ratio?

4 Steps to Monitor Document Use

You can’t fix what you don’t know is broken; and you can’t start saving until you are able to recognize specific areas of over-produced documents, redundant circulation and technology neglect. In some cases, you might even have equipment that is not being fully utilized.

Again, knowing what documents are being produced will help you accomplish your goal: to save money. To identify whose, what, when, where and how many documents your California office is producing Officia Imaging recommends you:

1. Place and monitor recycling containers near copiers and printers, keeping a close eye on what is printed and any waste that is occurring.
2. Install monitoring software and archive technology.
3. Create a document management plan.

Sure, if you replace your budget busters with more efficient devices, you will cut costs significantly. And yes, your organization will be on the right track if you consolidate vendors and install document management software. But without a plan, you may be jeopardizing an opportunity to trim expenses and thrive during these tough economic times.

Request a No-cost Officia Document Analysis

Don’t risk it! Consider a free document workflow analysis, which can help your business create a plan to save as much as 40% on your document production, management and distribution, as well as learn more about other cost-saving office technology solutions.

Officia Imaging is the leading service provider for office equipment and document management software solutions for California businesses. We offer a free Document Workflow Analysis to help you assess your current document management systems and to provide you with recommendations that can reduce costs and increase productivity of your organization.

Ask Officia for a free document analysis and— Make a Great Impression.

Related posts:

1. How to Identify Document Overspending?

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Multiple Office Equipment Vendors is a Budget Buster

The next budget buster is multiple office equipment vendors. Organizations commonly acquire or inherit copiers, color copiers, printers, scanners or fax machines based on an isolated need and a revolving budget. Over time, this hodge-podge of equipment results in too many devices, outdated equipment and unreliable technology, such as analog copiers or dial-up fax machines.

Multiple office equipment vendors create inefficiency for employees as they spend time ordering copier and printer supplies, tracking services and maintaining each device. Additionally, with various invoices, accounting winds up entering and cutting a check to each vendor. In this case, a clear-cut solution would be to:

1. Differentiate office equipment by vendor.
2. Consolidate office technology to one vendor (as terms expire).
3. Purchase toner and other office equipment supplies from a single vendor

When you list office equipment by vendor, you may find you are using numerous companies to supply just a few items for each department. By combining office equipment, services and supplies to one consolidated invoice, businesses will experience a dramatic savings and witness a more efficient, productive staff.

Officia Imaging offers wide-ranging office equipment and services that can significantly reduce your costs and increase your workflow effectively. Through Officia’s award-winning partners and world-renowned solution providers, you can get all your office equipment and document management solutions from one locally owned and managed company at a reasonable price.

Contact Officia for efficient office equipment and—Make a Great Impression.

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1. How to Identify Document Overspending?

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4 Signs of Document Overspending

Common budget busters in the document imaging and office equipment world include:

1. Inkjet printers and outdated equipment
2. Multiple print vendors (more than one supplier for printer equipment and office supplies)
3. Inadequate monitoring
4. Lack of a document management plan

Ink Jet Printers Can Be 10 Times More Expensive to Operate

Among the top budget busters are inkjet printers. While they appear a sensible choice, don’t let discounted prices and factory rebates fool you. Operating costs can be as much as 10 times the amount of newer, more efficient printers and all-in-one or multifunction devices.

While many companies reimburse employees for purchasing warehouse and club products, in the end, those organizations usually foot gigantic bills to cover the cost of supplies. If you search closely, you’ll find printer toner cartridges cost slightly more than inkjet cartridges but print thousands of pages per cartridge, versus inkjets, which only print in the hundreds.

Calculate Your Cost-Per-Copy

The bottom line is that you need to calculate your cost per copy. You can start the process by following these steps:

1. Take an inventory of your current office equipment.
2. Verify your operating costs with accounting.
3. Create a supply log to confirm any overspending.
4. Replace old office equipment with a more efficient energy star print device.

This doesn’t mean you need to run out and buy 20 new printers to replace 20 old inkjets! On the contrary, it means you need to be smart about the type of office machinery you purchase going forward, and you should have an idea of how much these desk-top devices are really costing you, as well as what they are being used for.

Officia Imaging will conduct a comprehensive Free Document Workflow Analysis to help you understand your document spend and find better options for office equipment that can significantly increase the efficiency of your California business..

We also provide managed print services, office equipment and software solutions that extend the value of your investment. With Officia Imaging, you can get all your document imaging needs take care of without overspending.

Call Officia for a free document workflow analysis and—Make a Great Impression.

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1. Are You Overspending on Documents?

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Reduce Document Spending and Increase Productivity

Are you overspending on documents and related expenses? California businesses continue to seek new ways to reduce overall spending while increasing— productivity and profits.

According to InfoTrends, an independent market research firm, corporations are spending, on average, six percent of their annual revenue on documents, office equipment and other related expenses. Research also shows some companies are spending upwards of 15 percent. The question becomes where is your spending — at 6 percent or at 15 percent?

In either case, there are steps a business can take to start saving on all levels of document production, document management and document distribution.

Document Printing & Use Analysis

The Officia Imaging Document Workflow Analysis combined with our talented team of document experts can show your business how to reduce its document spend up to 40% as well as improve your document workflow in no time.
Officia Imaging services California businesses with award-winning products and innovative software solutions that reduce costs, increase productivity, and protect the environment. By conducting a Document Workflow Analysis, we make sure you get more for your money.

Call Officia for a document workflow analysis and—Make a Great Impression.

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Rise of the Copier Dealer

The copier industry emerged in the 1970’s and grew rapidly in the United States with the availability of affordable Japanese made office equipment, sold through locally owned and managed independent copier dealerships. New office technologies such as fax machines were also offered through the dealer network and copier dealers often represented a single line of products such as Ricoh.

National Distribution Channels Emerge

Throughout the 1980′s and 1990′s, national distribution channels such as IKON Office Solutions (formerly Alco Standard) grew by acquiring the dominant local dealerships in key U.S. marketplaces and assimilating them into the distributor’s corporate structure, culture and operational processes. Originally, these copier companies gained efficiencies and the conglomerates grew quickly. But over time, the national copier distribution channel became homogenized, losing its character, connection with the customer and competitive advantage.

The Digital Migration

During the same period, the underlying copier technology also began to change with the rise of digital print technology. Traditional analog copiers became digital and products such as fax machines copiers and printers morphed into multifunction document management devices that efficiently and affordably print, copy, scan, store and retrieve documents. Significantly more cost-effective than a laser printer, today’s technology-based office equipment runs on your company network for convenient, efficient, secure and green printing.

Office Imaging Technology in the Information Age

Starting in the late 90’s, the national copier distribution channels stopped growing and contracted. Office technology changed dramatically and became print or image centric, but the need for quality and reliable local service remained critical to business operations.

Today, most small to mid size business owners prefer to work with locally managed independent companies, with whom they can maintain a lasting relationship, rather than a rigid large national distributor with call centers.

Officia Imaging delivers the best solution for its customers through a financially strong, locally managed document imaging services provider with experienced leadership, dedicated employees and a deep commitment to customer service.

Contact Officia for local service you can trust and —Make a Great Impression.

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