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Thursday, August 30, 2012

Protect your Investment with Genuine Ricoh Supplies

The only answer for optimum, precise performance of your Ricoh multifunction device, printer, wide format device or facsimilie is Genuine Ricoh Supplies. Ricoh toner, developers, thermal paper and photoconductor units are formulated to work specially with our office machines. Using Genuine Ricoh Supplies ensures outstanding copy clarity and machine reliability in even the most demanding environments.

Look for the distinctive Ricoh logo and trademark on all genuine Ricoh supplies. Don't let unauthorized, incorrect or inferior supplies affect the quality of your presentation with blurry images or poor copy quality. Genuine Ricoh supplies assure you of maximum machine efficiency and consistent product yield.

Genuine Ricoh products carry our distinctive Ricoh logo and trademark. Purchasing genuine Ricoh supplies directly from Milne Office Systems gives you the security of knowing that you are buying the correct product for your office equipment.

Remember, the use of any unauthorized parts and or supplies may damage your equipment. Damage caused by any unauthorized parts and supplies is not covered by and may void your warranty

To order Genuine Ricoh Supplies call us at 204.786.1554
Posted by Kaisia Cole at 9:00 AM 0 Comments

Thursday, August 23, 2012

What You Need to Know Before Buying a Folder/Inserter

Purchasing a folder inserter or upgrading an existing one is an important investment for any business and can greatly increase productivity as well as save money. As this is often a large purchase, and one that will undergo excessive use, it can be very important to choose a manufacturer and dealer that has a good reputation for customer service and maintenance. You will always receive the best service and selection on folder inserter machines at Milne Office Systems. The following is a list of items you should consider before buying your new equipment.

Consider the following before you purchase a folder inserter:

Frequency Range of Folding

How often do you plan on using this machine? How many forms per hour? This can be an extremely important factor because while some folder inserters are designed to be used continuously, others are only meant to be used occasionally. Some folder inserters can be used for mass mailing purposes, but not all are designed for this degree of use. Find out the monthly duty rating of the machine you want to purchase. Inserting equipment designed for low volume are only built to handle light use, and would inevitably break under constant production. Be sure to choose a folder inserter that will accomodate your specific folding requirements.

Types of Folds

What type of folds do you need this machine to perform? Although some more common folds are pretty much standard for all folders, some will be able to do a larger variety than others. Some of the common folds you may want your equipment to perform are the standard business-letter fold (c-fold), an accordion fold (a-fold), double folds, and single folds. Some folder inserters will have the ability to perform custom folds, and many fold applications are programmable with inserting equipment. Make sure that the machine you are looking at has the folding capabilities you are seeking.

Type of Paper

What kind of paper do you plan to fold? The things to consider about your paper is size, weight and finish. The thickness of the paper, whether thick or thin, can effect the machine that you will need. Also, if you want to fold glossy paper this will require a certain type of folder as well. Paper size is also an important factor. Do you plan on folding mostly letter size documents, legal size documents or larger. All folder inserters will have different capabilities regarding the type of paper they can handle. Be sure to choose an inserter that can accomodate your current and future folding needs.

Type of Envelopes

What type and size of envelope will you be using? Do you plan on using standard size envelopes or larger ones? Depending upon the folder inserter you choose, you may be able to only use up to a certain size envelope. Folder inserter manufacturers also have specifications as to what type of envelopes work best in their inserter machines. Usually you will want to use machine quality envelopes which are also known as commercial envelopes. These would be the most commonly used envelopes in the business community, often being used for sending invoices, self-addressed cards, or order returns. Commercial envelopes will meet specifications for size, weight, flap length, gum and seam type.

Programmable Memory

Will you have reoccuring folding jobs? Companies often find this feature of a folder inserter can be essential to their productivity. Programmable memory makes it possible for the user to record as many programs or "jobs" as the machine allows. This can drastically reduce set-up time and allow for more efficiency overall. If you think this will be important to you, look for programmable memory with multiple memory locations and automatic fold settings.

Intelligent Optical Mark Reading (OMR)

OMR ensures that the appropriate forms are inserted into the right envelope. OMR-equipped models are particularly useful when sending invoices or statements of different page lengths to clients. Although you might not require this feature now, look for models that can be upgraded to OMR in case you need this in the future. A good dealer will be able to help you evaluate your future needs.

Batch Counter

Do you need a Batch Counter? A batch counter is useful because it will prevent the inserter from folding and inserting more sheets than you want. If this feature is important to you, then look for models with batch counters that automatically stop folding once a desired number has been completed. There are also batch counters that are "total counters" that will just tell you how many sheets have already been folded and inserted.

Paper Jams

Make sure to find out how paper jams are handled by the machine you are considering. Better-designed machines will have open access and release rollers for easier clearing of problematic documents and envelopes. Look for a unit with access and step-by-step instructions that tell you where to look for jams as well as how to clear them.

Double Insert Prevention

Some folder inserters have the ability to measure the final envelope package in the insert area, thus preventing a double insertion.


Where are you planning to put your new folder inserter? Certain models of paper folders will work better in different areas. Once you know where you are going to put your new folder inserter, you will know whether you should look for a desktop or floor model. You can also purchase optional carts or stands to allow for mobility and greater versatility of placement.

Materials Testing

Are you unsure of whether or not a machine will be able to fold your documents? Test the folder/sealer equipment with the paper and envelopes that you plan to use. Milne Office Systems offers free material testing before you purchase a machine. Have us test your application to make sure that their equipment will work for you. Not all systems will be as good at handling different kinds of paper and multiple sizes of envelopes.

Lease Options

Do you feel like the folder you need is out of your price range? Sometimes it can be more cost effective to lease equipment rather than buy it all at once. This way you can get the machine you need, and ramp up your productivity immediately. Milne Office Systems has leasing options available for many of the folder inserters we sell. Folder inserters will finish in hours what would normally take you weeks or even months. One of these machines will pay for itself by saving you thousands of dollars in manual labor. Milne Office Systems is your source for the best service and selection on folder inserters.

Contact us today, one of our mailing system specialists would be more than happy to help you find a solution that works best for you!
Posted by Kaisia Cole at 8:45 AM 0 Comments

Thursday, August 16, 2012

10 Reasons Why You Should Invest In A Neopost Postage Meter

A successful business requires speed, efficiency, and productivity. Business owners should be in a constant state of improvement, refining process and optimizing operations. Part of that strategy certainly includes mailroom operations, and a postage meter may be a central component of this improvement.

Postage meters provide efficiency and productivity through speed, cost-savings, and convenience. Metered mail typically arrives 24 hours faster than stamped mail. Here are ten good reasons businesses should use a postage meter.

1. Convenience
It’s like having a dedicated mailroom in your office. Metered mail ensures a hassle-free process, eliminating trips to the post office and wasted postage due to uncertainty over rates.

2. Out The Door Faster
Applying stamps to a huge stack of envelopes is a tedious process. With a postage meter, envelopes are stamped quickly and easily.

3. Online Postage Refills
Replenish your postage supply 24/7, avoiding time-consuming trips to the post office.

4. Savings
Save money using a Neopost postage meter and scale with up-to-date rates. With an integrated digital scale for precision weighing, a postage meter enables you to print the exact denomination — instead of using multiple stamps. You can also earn up to 5% savings over standard rates for Priority Mail® or Express Mail®.

5. Increased Security
Eliminating physical stamp inventories means you’ll never have to worry about lost or damaged stamps. Your postage dollars are safe-and-sound in your lockable meter, as opposed to a cluttered desk drawer.

6. Cost Accounting
A built-in cost accounting feature can accurately track postage expenditures for multiple accounts. This shows you where postage dollars are being spent, for easier budgeting and reconciliation.

7. Package Compatibility
Self-adhesive metered tapes are ideal for larger items such as packages, large flat envelopes and tubes. This looks cleaner and more professional than wallpapering an item with stamps, in addition to enabling you to apply the exact postage needed.

8. Faster Delivery
Metered mail is expedited as high-priority business mail. It’s already dated, postmarked, and cancelled when it arrives at the post office, so it requires fewer steps in the handling process. That means quicker results for your important correspondence...for the same dollar you’re spending now!

9. Enhancing Your Image
Metered mail makes a statement about your company. Small businesses can appear larger and more prominent. And after all, your envelope is often the first impression you make on the customer.

10. Free Advertising
With its ability to print a logo, advertisement or even a product image, a postage meter can turn your envelope into a mini-billboard. This is important since envelope marketing has been proven to enhance openability and readership, while improving response rates.

One Last Reason – A Special “Bonus” - Free Postal Consultation
Contact a Neopost Mailing Expert to help you minimize postal costs, understand confusing regulations, and prepare your mail more efficiently. Getting the mail out doesn’t have to be a time-consuming task. Find out how a postage meter can work for your business.
Posted by Kaisia Cole at 8:30 AM 1 Comments

Thursday, August 09, 2012

How to Choose the Right Digital Imaging System

Most business owners and office workers would agree that they wouldn’t want to go one day without their trusty digital copiers. The modern copy machine is much more than a device used to reproduce printed material. Many of today’s copiers also function as printers, scanners and fax machines, and these features are expected to expand as manufacturers continue to develop new products.

Analog or Digital?

Years ago, businesses had to decide between purchasing analog or digital copiers, but as digital copiers have become more affordable, manufacturers are no longer making new models of analog copiers. Digital copiers have the following benefits:

• They save space by eliminating the need for multiple devices.
• They combines the functions of many useful office tools into one compact machine:
• They have fewer moving parts than analog machines, which results in fewer problems for a more productive office.
• A quiet digital machine makes little noise, meaning a more peaceful office environment.
• They have improved print quality, so fine lines are clear and photographs are crisp.

Evaluate Your Needs

First, decide which functions staff need to perform their job responsibilities. Virtually all digital copiers are capable of printing, copying, faxing, and scanning, in addition to other functions. While it’ll save time for employees to be able to perform all these tasks from their desks, backlogs could occur if everyone relies on a single machine and the copier breaks down. In this case, offices may need dual machines. Decide whether staff can make do with a black-and-white copier or if they’ll require color copies. In most cases, a black-and-white/color hybrid copier will serve the needs of the office well, but more expensive graphic color copiers may be necessary for advertising agencies and other industries regularly producing high-quality images.

Next, evaluate the office’s monthly usage volume. Top tips:

• This number can usually be found by looking at the current office copier’s counter, the receipts from the third-party service used for copies, or monthly paper usage.
• If the copier will also be used as a printer, increase the number by about 50%.
• Multiply the combined copy and print total by another 15% to account for future growth.

Finally, decide how fast the office copier needs to be. Remember that copier speed is measured three ways:

•copies per minute (cpm)
•pages per minute (ppm)
•outputs per minute (opm)

This number tells the purchaser how many normal, letter-sized pages the copier can create in a single minute. Copiers range from Segment 1 machines producing 15-20 ppm to Segment 6 machines that can produce 91 or more ppm. Standard offices typically choose a copier between Segment 2 and 4 for a range of 20-50 ppm.

Evaluate the Copier

Several copiers meeting your requirements should be evaluated before making a final choice. The best way to test out a copier is to ask the us here at Milne Office Systems for an in-house demo. We would be more than happy to find the best solution for you and your company!

If you have any questions or require further information on our fleet of Digital Multifunction Devices, contact one of our qualified specialists today!

Posted by Kaisia Cole at 8:45 AM 1 Comments

Thursday, August 02, 2012

Keeping Your Copier Happy!

Today's copiers and printers take a lot of abuse. Whether it's for home use or a large office department they seem to always take a beating. How many times have you witnessed somebody get upset with a copier? It's hilarious at times. Some swear at it, some threaten it, some even kick it! That's no way to treat one of your most useful and overworked friends. Instead of getting mad at your copier, try some of these tips to keep your printing experience running smoothly.

1. Fan the paper before loading it in your machine. Loosening the paper before loading will help avoid paper jams and double sheet feeds.

2. Store toner cartridges flat. Never store a toner cartridge on end. Also, gently shake the toner cartridge box before opening.

3. Check the small scanner glass if you have a line on your copies from the document feeder. A spot on the small scanner glass will produce a line on copies.

4.Don't abuse your machine. Sure Ricoh products are tough and robust but kicking them or slamming doors will not fix your problem. If troubleshooting doesn't fix your problem, call for service.

5. Do not use a regular household vaccum to clean up any toner spill. Wipe up spilled toner with a stretch n dust cloth or something similar and do not rub on the spot.

6. Don't wipe up a toner spill using any kind of liquid

7. Store paper in a climate controlled environment. If your paper must be stored in a non-controlled environment, be sure to bring it to the copier area well before it will be needed. Paper is sensitive to heat and humidity and it must be allowed to stabilize before using it in a printer or MFP.

8. Check the display for maintenance messages. Do not ignore them. Your machine will tell you what's wrong. If you cannot fix it, call for service.

9. Keep your machine free from loose staples, paperclips, thumb tacks or any other bits that can get into the document feeder and cause jamming 

10. Keep your machine dust free. A dusty machine will cause frequent paper jams and lots of frustration. Keep bypass tray closed when not in use and if your machine is located in a dusty area, wipe it down with a dry dust cloth frequently.

Hope these tips help. If you are experiencing a problem with your copier that you just can't seem to fix, give us a call, our service department will be happy to help you!
Posted by Kaisia Cole at 11:00 AM 0 Comments