How Proactive Maintenance in Managed Printer Services Can Help Improve Your Business

In the modern business landscape, efficiency and productivity are paramount for success. One area that is often overlooked, yet critical to operations, is the maintenance of office equipment, specifically printers. Many businesses use managed printer services (MPS) to handle this aspect, but the real game-changer lies in proactive maintenance. This article will delve into how proactive maintenance through MPS can significantly improve your business.


Understanding Managed Printer Services

Managed Printer Services refer to the outsourcing of management and optimization of document output devices and related business processes to an external provider. MPS is a holistic approach that goes beyond basic repair and maintenance. It involves monitoring, managing, and optimizing the entire print environment.


The Importance of Proactive Maintenance

The traditional method of dealing with printer issues is reactive – waiting until a problem occurs before addressing it. This approach, however, can lead to unexpected downtime, which can impact productivity and increase costs. Proactive maintenance, on the other hand, involves regularly scheduled checkups and preventive measures to ensure printers are always working optimally.


Benefits of Proactive Maintenance

Being proactive when it comes to maintaining your printer and its quality comes with a multitude of benefits. Some of the most common benefits of proactive maintenance includes:

  1. Minimizing Downtime

The most significant advantage of proactive maintenance is minimizing downtime. Regular maintenance checks can identify potential issues before they become major problems, reducing the likelihood of sudden equipment failure. By preventing these failures, businesses can avoid the costly downtime associated with repairs, improving overall productivity.




  1. Cost Savings

Proactive maintenance can lead to significant cost savings. Regular servicing can extend the lifespan of your printers, saving you from frequent replacements. Additionally, by identifying and resolving minor issues early, you save on costly repair bills that would arise from major malfunctions.


  1. Improved Efficiency

With proactive maintenance, your printers are always at peak performance. This means faster print times, higher quality prints, and less waste from misprints or reprints. When your printers function seamlessly, your employees can focus more on their core tasks, leading to improved operational efficiency.


  1. Enhanced Security

Modern printers are often networked and have storage capabilities, making them potential targets for cyber threats. Proactive maintenance includes regular security checks and updates to ensure your printers are not a weak link in your cybersecurity chain.


Implementing Proactive Maintenance in MPS

To implement proactive maintenance, MPS providers use remote monitoring tools that continuously track printer performance. These tools can detect issues like low ink levels, paper jams, or hardware problems, even before they affect printer performance. Once an issue is detected, the MPS provider can take immediate action, whether it’s dispatching a technician or sending a notification to replace the ink or toner.

MPS providers also conduct regular on-site maintenance checks. These checks include cleaning the printers, checking for worn-out parts, updating software, and ensuring that the print environment is optimized for maximum efficiency.


FAQs About Proactive Maintenance in Managed Printer Services

How often should proactive maintenance be performed?

  • Regular proactive maintenance is recommended, ideally every three to six months, depending on the printer’s usage intensity.

Can proactive maintenance prevent all printer issues?

  • While it significantly reduces the likelihood of issues, proactive maintenance cannot guarantee the prevention of all problems. It does, however, catch and address potential issues before they escalate.

Is proactive maintenance cost-effective for small businesses?

  • Proactive maintenance is scalable and tailored to the specific needs and budget of each business, making it a cost-effective solution for small enterprises.

What happens if proactive maintenance is neglected?

  • Neglecting proactive maintenance can lead to increased downtime, higher repair costs, and a decline in overall printer performance.

How does proactive maintenance contribute to sustainability?

  • By ensuring printers operate at optimal efficiency, proactive maintenance reduces resource wastage and contributes to a more sustainable business model.

Can I perform proactive maintenance in-house?

  • While basic maintenance can be done in-house, partnering with professional managed printer services ensures a comprehensive and effective proactive maintenance strategy.


In today’s fast-paced business world, waiting for a problem to occur before fixing it is not an option. Proactive maintenance in managed printer services offers a solution that keeps your print environment at its best, boosting productivity, saving costs, and enhancing security. By investing in MPS with proactive maintenance, you are investing in the smooth operation and success of your business.

How to Choose the Right Commercial Imaging Technology for Your Business Needs

Choosing the right commercial imaging technology can be a daunting task, especially given the variety of options available in the market today. However, the process becomes more manageable when you understand your specific needs and what different technologies have to offer. In this article, we will guide you through the process of selecting the right imaging technology for your business.


Understand and Identify Your Business Needs

Before you start exploring various imaging technologies, it’s essential to have a clear understanding of your business needs. This involves identifying the type of images you need to capture, their quality, and the volume. For instance, if you need high-resolution images for detailed analysis, you should consider advanced technologies like high-definition or 3D imaging. If you’re dealing with a high volume of images, you might need an automated imaging system.


Evaluate Different Technologies

Once you’ve identified your needs, start researching different imaging technologies. Some of the common ones include:

  1. Digital Imaging – This is the most common type of imaging technology and involves capturing images using digital cameras. It’s suitable for general purposes.


  1. Thermal Imaging – This technology uses heat signatures to generate images. It’s ideal for applications like security surveillance and equipment inspection.


  1. 3D Imaging – 3D imaging creates three-dimensional representations of objects. It’s useful in fields like architecture, engineering, and medicine.


  1. Infrared Imaging – Infrared imaging captures images using infrared radiation. It’s used in applications like night vision and temperature measurement.


  1. X-ray Imaging – This technology uses X-rays to capture images of the internal structure of objects. It’s commonly used in healthcare and industrial inspection.


Consider the Cost

Cost is a significant factor when choosing commercial imaging technology. High-end technologies like 3D and X-ray imaging tend to be more expensive than basic digital imaging. Therefore, you need to balance between your imaging needs and budget constraints.


Check Compatibility

Ensure the imaging technology you choose is compatible with your existing systems. For instance, if you’re using certain software for image analysis, the technology should be able to produce images in a format that the software can handle.


Consult Experts

If you’re unsure about which technology to choose, consider consulting experts in the field. They can provide valuable insights based on their experience and understanding of the latest trends.


FAQs About Choosing the Right Commercial Imaging Technology for Your Business Needs

How do I determine the right imaging goals for my business?

  • Crafting imaging goals starts with understanding your business needs. Identify areas where imaging can enhance processes, decision-making, or customer experiences.

Is AI-powered imaging suitable for small businesses?

  • Yes, AI-powered imaging can benefit small businesses by automating tasks, improving accuracy, and providing valuable insights for informed decision-making.

What role does scalability play in choosing imaging technology?

  • Scalability ensures your imaging solution can grow with your business, accommodating increased data volumes and technological advancements without major disruptions.

Can 3D imaging be applied in non-technical industries?

  • 3D imaging finds applications in various industries, including retail for virtual product displays, healthcare for diagnostics, and manufacturing for prototyping.

How do I ensure the chosen technology integrates with my existing systems?

  • Consult with the technology provider to assess compatibility and explore integration options. A seamless integration minimizes disruptions and enhances overall efficiency.

What steps can I take to make my imaging technology more energy-efficient?

  • Opt for energy-efficient hardware, implement power-saving settings, and consider cloud-based solutions that optimize resource usage.


Choosing the right commercial imaging technology requires a good understanding of your needs, careful evaluation of different technologies, consideration of cost, and consultation with experts. By following these steps, you can ensure you select a technology that meets your business needs effectively and efficiently.

The Five Biggest Challenges Businesses Face When It Comes to Large-Scale Production Printing

In the dynamic landscape of large-scale production printing, businesses encounter unique challenges that demand strategic solutions. Navigating these hurdles efficiently is crucial for streamlined operations and sustained growth. This article delves into the five significant challenges businesses often confront in large-scale production printing, offering insights, expert perspectives, and actionable strategies.


Biggest Challenges to Overcome in Large-Scale Production Printing

  1. Inadequate Equipment Infrastructure

Large-scale production printing demands robust machinery and infrastructure. Inadequate Equipment Infrastructure hampers efficiency, leading to downtime and increased operational costs. Upgrading to cutting-edge technology is pivotal to overcoming this challenge. Investing in high-speed printers, efficient finishing systems, and scalable equipment ensures seamless production workflows.


  1. Supply Chain Disruptions

Navigating the complex web of suppliers is a constant struggle in large-scale production printing. Supply Chain Disruptions can impede project timelines and affect client satisfaction. Developing strategic partnerships, diversifying suppliers, and implementing real-time monitoring systems mitigate the impact of disruptions, ensuring a steady flow of materials for uninterrupted production.


  1. Quality Control

Maintaining consistent print quality is a paramount concern for businesses engaged in large-scale production printing. Quality Control challenges arise due to variations in equipment performance, substrate inconsistencies, or color calibration issues. Implementing rigorous quality assurance protocols, investing in advanced color management solutions, and conducting regular equipment maintenance are key strategies for ensuring impeccable print quality.


  1. Scalability Constraints

As businesses grow, the scalability of their production printing processes becomes a pressing concern. Scalability Constraints can hinder expansion and limit the ability to meet increasing demands. Adopting scalable technologies, cloud-based solutions, and flexible production workflows empowers businesses to scale operations seamlessly, accommodating growth without compromising efficiency.


  1. Environmental Sustainability

In an era of heightened environmental awareness, businesses face the challenge of aligning large-scale production printing with sustainable practices. Environmental Sustainability concerns arise from excessive waste, energy consumption, and harmful emissions. Embracing eco-friendly printing materials, implementing energy-efficient technologies, and adopting waste reduction strategies contribute to sustainable, responsible printing practices.


FAQs Biggest Challenges to Overcome in Large-Scale Production Printing

How can businesses enhance the scalability of their production printing processes?

  • To enhance scalability, businesses should invest in scalable technologies, leverage cloud-based solutions, and implement flexible production workflows. Embracing these measures ensures seamless growth without compromising operational efficiency.


What strategies can businesses employ to mitigate supply chain disruptions in large-scale production printing?

  • Businesses can mitigate supply chain disruptions by developing strategic partnerships, diversifying suppliers, and implementing real-time monitoring systems. These measures contribute to a resilient and responsive supply chain.


Why is quality control crucial in large-scale production printing?

  • Quality control is crucial to maintaining consistent print quality, ensuring client satisfaction, and upholding the reputation of the business. Rigorous quality assurance protocols, advanced color management solutions, and regular equipment maintenance are essential components of effective quality control.


How can businesses address environmental sustainability concerns in large-scale production printing?

  • Businesses can address environmental sustainability concerns by embracing eco-friendly printing materials, adopting energy-efficient technologies, and implementing waste reduction strategies. These practices contribute to responsible and sustainable printing operations.


What are the key components of upgrading equipment infrastructure for large-scale production printing?

  • Key components of upgrading equipment infrastructure include investing in high-speed printers, efficient finishing systems, and scalable equipment. These upgrades enhance efficiency, reduce downtime, and contribute to seamless production workflows.


How can businesses align large-scale production printing with eco-friendly practices?

  • Businesses can align large-scale production printing with eco-friendly practices by adopting sustainable materials, implementing energy-efficient technologies, and actively pursuing waste reduction strategies. This commitment contributes to environmental responsibility and enhances the business’s reputation.


Successfully navigating the challenges of large-scale production printing requires a strategic approach, technological investments, and a commitment to sustainability. By addressing inadequate equipment infrastructure, supply chain disruptions, quality control issues, scalability constraints, and environmental sustainability concerns, businesses can not only overcome hurdles but also thrive in the competitive landscape. Embracing innovation and implementing proactive measures are key to unlocking the full potential of large-scale production printing.

Exploring the Benefits of Web-to-Print Solutions for Production Printing

In the dynamic realm of production printing, the integration of Web-to-Print solutions has become a game-changer. This article delves into the myriad benefits these solutions offer, shedding light on how they transform traditional printing processes into streamlined, efficient workflows.

Web-to-Print Solutions: A Paradigm Shift in Printing Dynamics

Web-to-print solutions have changed the way businesses fulfill their production printing needs. Some of the most benefits web-to-print solutions offer are:

  1. Enhanced Accessibility with Web-to-Print Solutions

In the realm of production printing, accessibility is paramount. Web-to-print solutions empower users by providing a user-friendly interface accessible from any device. This accessibility fosters collaboration and ensures a seamless printing experience for all stakeholders.


  1. Improved Efficiency and Reduced Turnaround Time

One of the standout advantages is the significant improvement in efficiency. The automation embedded in Web-to-Print Solutions expedites the entire printing process, leading to reduced turnaround times. This not only satisfies clients’ demands promptly but also enhances overall productivity.


  1. Cost Savings Through Centralized Printing Management

Centralized management is a cornerstone benefit. By consolidating printing processes into a centralized system, businesses can curtail unnecessary costs associated with disparate print management. This centralized approach allows for better resource allocation and, consequently, substantial cost savings.


  1. Personalization Capabilities for Tailored Printing

Web-to-Print Solutions enable a high degree of personalization in printing projects. From variable data printing to customized templates, businesses can tailor their print materials to individual preferences, fostering client engagement and satisfaction.

  1. Seamless Integration with Existing Systems

Integration is seamless, bridging the gap between traditional and modern printing methodologies. Web-to-Print Solutions can be smoothly incorporated into existing printing setups, ensuring a hassle-free transition and preserving previous investments.


  1. Empowering Brand Consistency Across Print Materials

Maintaining brand consistency across various print materials is crucial for businesses. Web-to-Print Solutions offer robust tools to ensure that colors, fonts, and design elements remain uniform, reinforcing brand identity across diverse printing projects.

FAQs about Web-to-Print Solutions for Production Printing

How does Web-to-Print Solutions Enhance Accessibility?

  • Web-to-Print Solutions provide a user-friendly interface accessible from any device, fostering collaboration and ensuring a seamless printing experience for all stakeholders.


Can Web-to-Print Solutions be Integrated into Existing Printing Setups?

  • These solutions are designed for seamless integration, ensuring a hassle-free transition and preserving previous investments in printing infrastructure.


What Cost Savings can Businesses Expect with Centralized Printing Management?

  • Centralized printing management leads to substantial cost savings by eliminating unnecessary expenses associated with disparate print management.


In What Ways do Web-to-Print Solutions Enable Personalization?

  • From variable data printing to customized templates, these solutions empower businesses to tailor their print materials to individual preferences, enhancing client engagement.


How Do Web-to-Print Solutions Contribute to Brand Consistency?

  • Web-to-Print Solutions offer robust tools to maintain consistent colors, fonts, and design elements across various print materials, reinforcing brand identity.



Is the Integration of Web-to-Print Solutions Disruptive to Existing Processes?

  • Not at all. These solutions are designed for a smooth transition, ensuring that existing printing processes remain uninterrupted.

Exploring the benefits of web-to-print solutions for production printing unveils a new era in the domain of printing. From enhanced accessibility and efficiency to cost savings and personalized printing capabilities, these solutions are a testament to the evolution of production printing.

Tips for Streamlining Production Printing Workflows for Your Business


In the fast-paced world of business, efficiency is key. Streamlining production printing workflows can significantly impact your company’s productivity and bottom line. This comprehensive guide provides actionable tips and insights to help you navigate the complexities of production printing, making your processes smoother and more effective.

Understanding the Basics

Production printing involves high-volume, professional printing to meet the demands of businesses. Before diving into optimization, it’s crucial to have a solid understanding of the basics. Familiarize yourself with your printing infrastructure, technology, and current workflow.

 Conducting a Workflow Audit

Begin the optimization journey by conducting a thorough workflow audit. Identify bottlenecks, redundancies, and areas for improvement. This audit lays the foundation for tailored optimization strategies.

 Embracing Digital Transformation

Incorporate digital solutions to revolutionize your printing workflows. Explore advanced printing technologies, document management systems, and cloud-based solutions. Embracing digital transformation enhances efficiency and reduces manual errors.

 Implementing Print Job Prioritization

Prioritize print jobs based on urgency and importance. Implementing a prioritization system ensures that critical documents are processed promptly, avoiding delays and improving overall workflow efficiency.

Optimizing Printer Settings

Fine-tune your printer settings to align with your specific printing needs. Adjust resolution, color settings, and duplex printing options to optimize print quality while minimizing resource usage.

Investing in High-Quality Equipment

Outdated equipment can hinder productivity. Invest in modern, high-speed printers with advanced features. Upgrading your equipment ensures faster printing, lower maintenance costs, and improved overall efficiency.

Streamlining Paper Management

Efficient paper management is integral to streamlined workflows. Implement paperless processes where possible, and organize physical documents systematically. This reduces clutter, minimizes errors, and enhances accessibility.

Employee Training and Awareness

Equip your team with the skills and knowledge needed to navigate the optimized workflows. Training programs enhance employee efficiency and reduce the likelihood of errors. 

Ensuring Cybersecurity Measures

As workflows become more digital, prioritizing cybersecurity is paramount. Implement robust cybersecurity measures to safeguard sensitive data and prevent unauthorized access to your printing infrastructure.

Collaborating with Printing Service Providers

Consider outsourcing specific printing tasks to specialized service providers. This collaboration can save time, reduce costs, and provide access to advanced printing technologies without a significant upfront investment.

FAQs Streamlining Production Printing Workflows for Your Business

How often should I conduct a workflow audit?

  • Conduct a workflow audit annually or whenever there is a significant change in your business processes.

Can digital transformation benefit small businesses?

  • Yes, digital transformation is scalable and offers significant benefits to businesses of all sizes, improving efficiency and reducing costs.

What printer settings should I prioritize for cost savings?

  • Opt for duplex printing, lower resolution for internal documents, and grayscale printing when color is not essential.

How do I ensure document security in a digital workflow?

  • Implement encryption, user authentication, and secure access controls to protect sensitive documents in a digital environment.

Are there environmental benefits to paperless workflows?

  • Yes, paperless workflows reduce paper consumption, contributing to environmental sustainability.

How can I choose the right printing service provider?

  • Evaluate providers based on their reputation, technology offerings, cost-effectiveness, and ability to meet your specific printing needs.

Streamlining production printing workflows is a continuous process that demands attention to detail and a commitment to improvement. By incorporating these tips, your business can achieve heightened efficiency, reduced costs, and a competitive edge in today’s dynamic market.

RICOH intelligent Voice Control

Keeping People Productive With Touch-less Devices.

One of the most remakable innovations that has achieved global recognition, is Voice Control Systems. In recent years, voice control is being utilized in cars, phones, computers, and much more. It’s an exceptional feature, that allows you to make use of your devices, without touching them.

Alexa and Ricoh Compatibility

Let’s face it, the office can be a fast paced place and we’re always on the move. If you have a compatible Amazon Echo device and Alexa for Business account, RICOH intelligent Voice Control allows you to initiate copy, scan and fax processes at your Ricoh Multifunction device with very easy-to-use voice commands. Imagine working and simply via voice, be able to make multiple settings changes. Changing the quantity, color and simplex/duplex using a single voice command! As long as Alexa has her blue, you can bet she is processing your command.

Remote Workforce More At Risk For Cyber Threats!

Cyber security is almost always an issues. We’ve faced this problem for many years, but now are experiencing something different as many of us are working remotely. But despite the change in work environment, the security threats remains the same.

According to the World Economic Forum’s 2020 Global Risk Report, Cyber Attacks are one of the bigges threats businesses will see over the next ten years. And with the recent shift to remote work, this only increases that threat.

Two Things Remote Workers Should Lookout For:

1 – Phishing. Fake emails that look a lot like official communications, whether from internal or external stakeholders. Essentially, hackers steal personal or comapany information and send emails that resemble an official stakeholder account. The emails can look very real and when you’re busy working, multi-tasking, etc., you may not think otherwise when you see it. In some cases, the emails will contain a link which when clicked, will take you to a website designed to steal your information or just release a malicious software on your PS or network apon opening! To avoid this, always pay attention to the “Form” emails address. If the email doesn’t match the name of the sender or it’s just giving you red flags in general, DO NOT OPEN!

2 – Ransomware. Businesses accross the nation have experienced an increase in ransomware attacks. Again, an email is sent that increase looks official, but is not. Once opened, it releases a

FAQ’s Regarding the SmartXHUB Thermal Scanner

For the past month or so, we’ve been marketing a new product called the SmartXHUB Thermal Scanner. The purpose of this blog is to educate and address common questions that people may have about this game-changer of a product.

Let’s get started, shall we?

SmartXHUB Thermal Scanner: What is it?!

In lieu of the COVID-19 pandemic, it’s become critically important to monitor the condition of the people coming in and out of your building. Are they sick? Are they showing symptoms? Do they have a fever? All of these questions are critical to know. Perhaps the most important question, What is the Best Method of Detection? This is the where the SmartXHUB comes in.

The SmartXHUB is a thermal temperature scanning device that detects a person’s temperature to determine if they have a fever or not. Fever is the ultimate symptom when determining if a person may or may not have COVID-19. The SmartXHUB can quickly read a person’s temperature to determine if it is indeed, elevated.

How does the SmartXHUB work?!

Imagine walking into your place of work and before fully entering the building, someone was there to check your temperature before allowing you inside. Many public organizations are facing this now. Although affective, may not the best and safest way to do this. With the SmartXHUB, this eliminates someone having to do that. When an individual arrives to your building, before fully entering, they will be met by a device that will be standing eye-level. The person entering simply places their face in front of the device and within a second their temperature is detected and they are allowed or omitted entry. The device will sound an alarm or notification if a high temperature is detected. This is a very accurate and safe way to do this because unlike the first process, this is CONTACTLESS. And for the individual assigned to work the front and take temperatures, they now can be utilized in other ways.

Let’s dig in a little deeper!?

The SmartXHUB uses the latest thermal imaging to detect infrared rays emitted by an individual’s body. The rays will indicate an individual’s body heat, which the scanners will convert into readable temperature measurements. The average person’s body temperature is between 97-99 degrees. Anything over this temperature will trigger an alert that will be sent to the system administrator. Again, high temperatures indicate a fever, which is a major symptom of COVID-19.