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Variable Data Printing

4 Reasons Why Your Business Should Be Utilizing Variable Data Printing


Variable Data Printing, or VDP for short, is a powerful business tool that will help you build stronger relationships and deeper connections with your customers or clients. The technology provides you with the ability to customize printed items such as brochures, letters, pamphlets, and thank you notes to name a few. In essence, variable data printing personalizes each individual document in a batch printing setting by assigning individual names, locations, identification numbers, and other pertinent information that is stored in your database.


Variable data printing software and multifunction printers work hand in hand to produce pieces that will not only grab attention, they will also appeal to your target market. The following information will provide you with four reasons why your business should be utilizing variable data printing.


Variable Data Printing Increases Your Return On Investment By Fully Utilizing Mailing List Data


Variable data printing gives you the ability to print custom copy and information that will grab your customers/clients attention. You can easily adjust the data on your direct mail campaigns based on where people are located, their material status, and other pieces of marketing information that you have stored in your marketing database. Providing custom information greatly enhances the appeal and relevance of printed materials.


Variable Data Printing Provides You With The Ability To Customize Company Information For Multiple Locations

Many businesses have multiple offices or store locations. Variable data printing allows you to print the address, phone number, and other information for the location that is closest to each individual recipient. You can also change phone numbers and email addresses so that customers/clients can contact various people within the organization. Variable data printing gives you the flexibility to provide your customers/clients with a far more convenient experience.


Variable Data Printing Provides You With The Ability To Customize Images And Maps

You can customize images and maps through the use of variable data printing in order to show your customers/clients exactly where your place of business is in relation to their neighborhoods. You can also print custom images that are based on your customers/clients specific demographics. Variable data printing helps you send the right message to each and every person that is receiving your printed materials.


Variable Data Printing Gives You The Ability To Customize Colors

Your customers/clients are receiving countless pieces of marketing materials. Many are from your competitors. It is extremely important that your printed items stand out from the crowd. Printing with custom colors goes a long way in accomplishing this. For example, if you are sending printed materials to an area that roots for a particular sports team, you can utilize the team colors in your marketing materials. It will help your business connect with the customer/client on an emotional level, which in turn will make a real and lasting impact.


4 Things To Consider When Buying Or Leasing A Multifunction Printer For Your Office


Multifunction printers, also referred to as MFPs, are pieces of office equipment that combine the functions of a printer, copier, scanner, and fax into one all-purpose machine. MFPs are the perfect choice for organizations that are looking to reduce document management costs and improve the workflow process. It is important to choose a machine that will work best for your business. There are many choices available regarding features, function, and pricing. The following information will provide you with four things to consider when buying or leasing a multifunction printer for your office.


Identify Your Requirements

In order to choose a multifunction printer that will work best for your exact situation, it is necessary to understand what you the need the machine to actually accomplish for you and your employees on a regular basis. For example, how many documents are copied and printed per day on average? Beyond copying and printing, would you like to utilize the multifunction printer to reduce paper, manage documents, and simplify the workflow process? How many people will be using the machine? Do you need to be able to print in color? The answer to these questions will go a long way in helping to determine which multifunction printer model you should choose.


Calculate The Total Cost Of Ownership

The next step is to determine the overall cost of ownership. This is where a great deal of business owners and operators tend to drop the ball. It is human nature to base the purchase decision solely on the price of the machine. However, there are additional factors to consider that affect the total cost of ownership. While the sales price of some multifunction printers may be lower, the cost of ink, toner, and maintenance is significantly higher. Typically speaking, the least expensive machines are the most costly to operate. When all is said and done it can be less expensive to purchase or lease a higher quality machine when you factor in the overall cost of ownership.


Determine If The Machine Is Easy To Use

The multifunction printer must be easy to use for everyone in the office. Otherwise, it can cause bottlenecks and unnecessary employee downtime. The machine should have a simple user interface that is easy to understand and interact with. Another important factor is that it should take minimal training to get everyone up to speed. The operating manual should be accessible online in order to provide easy and quick access to everyone in your office. The company that you purchase or lease the multifunction printer from should provide a high level of customer service. They should also offer same day on-site service by factory-trained technicians to fix any problems that may occur.


Establish That The Machine Multitasks


Multifunction and multitask are two different things. All multifunction printers have the ability to print, copy, scan, and fax. However, not all multifunction printers can perform multiple tasks at the same time. You should always choose a machine that can truly multifunction. Employees must be able to utilize each function that they need, even if other functions are already in use. Otherwise, you are taking the risk of causing costly and needless downtime.

Eastern Copy Fax Inc is an office equipment product and service specialist that has been serving Boston and the North Shore for over twenty-five (25) years. We look forward to hearing from you and keeping your business equipped with fast and reliable technology.


The Top 4 Reasons Why Multifunction Printers Make Sense For Your Business

A multifunction printer, or MFP for short, is an all in one office machine that is engineered to combine the functions of a copier, fax machine, scanner, and printer. In essence, it eliminates the need to purchase or lease separate pieces of equipment to perform these necessary functions. Multifunction printers were originally intended for home use only.

Manufacturers soon realized the value of producing larger capacity models that could be used in business and commercial settings. If you are considering adding one or more of these multi-purpose machines to your office, the following information will help your decision making process.

So without further ado, here are the top four reasons why multifunction printers make sense for your business.


Cost Savings

Perhaps the most important reason to choose a multifunction printer is based on the cost savings. It is significantly more expensive to purchase or lease multiple pieces of office equipment such as a stand-alone printer, copier, fax machine, and scanner. For example, the cost of a multifunction printer is only slightly higher than that of the printer alone.

The question is why not benefit from an increase in functionality without paying for each feature separately? The answer is a simple one. There is another cost savings benefit to consider as well. Maintaining one piece of office equipment is far less costly than maintaining multiple pieces of office equipment. The bottom line is that purchasing or leasing multifunction printers is a great way to save money.


Power Savings

Reducing energy output at your place of business not only saves money, it is also good for the environment. It takes significantly less electricity to power a multifunction printer than it does to power multiple machines. Just imagine the power savings if your company employs the use of multiple printers, copiers, fax machines, and scanners. Power savings leads directly to an increase in cost savings. As an added bonus, eliminating the need to deal with multiple power cords avoids a tangled and unsightly mess.


Space Savings

Another great reason to purchase or lease a multifunction printer is the space savings aspect. This holds especially true for companies that are either downsizing or have a small amount of square footage to work with. With a multifunction printer, you do not need to find a spot for the printer, copier, fax machine, and scanner. Instead, you will be able to utilize the exact same functions from a single piece of office equipment that requires considerably less area. This space savings benefit can come in real handy for organizations and individuals that are trying to make the most out of their floor space.



Last but certainly not least, a multifunction printer provides you with the convenience of having additional features that you may not have realized were needed when making the initial purchase decision. For example, the capability to scan a document or image, and then print it from the same machine provides you with the convenience of walking to two separate machines.


Over the course of a day, week, month, and year this can save a noteworthy amount of time and effort. Another example is the fax capabilities of multifunction printers. If you do not typically send or receive fax messages chances are you will not invest in a separate fax machine. However, there are times when you do need to send or receive a fax message to or from a customer/client. With a multifunction printer the fax is built in. You will not need to go through the time or expense of finding a way to send faxes.

Eastern Copy Fax Inc is an office equipment product and service specialist that has been serving Boston and the North Shore for over twenty-five (25) years. We look forward to hearing from you and keeping your business equipped with fast and reliable technology.


 Ladies Using Copier


5 Tips That Will Keep Your Multifunction Printers Running Smoothly


Failing to properly take care of your multifunction printers can lead to unnecessary downtime, which in turn leads to unwanted stress and headaches for everyone in your office. Just imagine the following scenario for a minute or two. You are in the middle of printing an extremely important project and all of a sudden the machine stops working. The deadline is fast approaching. People are counting on you to finish this task.


Without copies of these crucial documents the entire company is at risk. Well maybe that is a little strong, but you get the point. Instead of hitting the panic button, it would be a lot easier to simply hit the print button and have the multifunction printer actually work. The good news is that you can significantly reduce the risk of equipment failure. The following five (5) tips will keep your multifunction printers running smoothly.


Routine Professional Maintenance


Multifunction printers may look like large and sturdy pieces of office equipment, however they are actually quite fragile in nature. There is a great deal of moving parts both internally and externally.  It is imperative to have these crucial office components serviced by a professional on a routine basis. Your service technician will be able to discover and then repair or replace worn down parts prior to the entire machine breaking down.


It is important to note that any company you hire should employ factory-trained technicians. They are by far the most qualified professionals. They will also be able to correctly recommend how often the multifunction printers should be serviced. It is also important to note that the business should offer same day service in case of an emergency.


Clean The Glass Often


Clean the glass area of your multifunction printer with an ammonia free glass cleaner, especially the narrow scanner glass area. A dot on the scanner glass becomes a line on your copies. Always use a soft cloth in order to avoid scratches on the glass surfaces that will negatively affect print, copy and scan quality. Make sure to wipe the underside of the lid as well. Never spray the cleaning solution directly onto the machines as moisture will seep in and cause problems. Wet the cloth and then wipe clean.


Clean The Automatic Document Feeder And Output Tray


Use a soft damp cloth to wipe down the automatic document feeder and output tray. This will help keep the multifunction printer dust free. Dust happens to be one of the main culprits that cause office machines to break down. Even if your office is professionally cleaned on a daily basis, chances are the cleaners are not cleaning the office equipment including the multifunction printer.


Vacuum The Paper Trays


Open up the paper trays and remove any paper located within them. Use a standard vacuum cleaner hose to vacuum out any dust. You can also use compressed air to blow out the dust. Once again, dust tends to cause a lot of problems. Keeping your multifunction printers free of dust absolutely goes a long way in helping the machines run as smoothly as possible.


Give Your Multifunction Printer A Rubdown


Wipe down the rest of the exterior surface areas of the multifunction printer with a damp cloth. Do not neglect to wipe behind the machine as well as long as you can reach it in a safe and secure manner. The cloth should be slightly damp. You do not want moisture to seep into the machine as it could cause serious issues with the electronic components. 

Eastern Copy Fax Inc is an office equipment product and service specialist that has been serving Boston and the North Shore for over twenty-five (25) years. We look forward to hearing from you and keeping your business equipped with fast and reliable technology.



Woman Using Copy Machine

Consider Leasing Your Office Equipment

When you need to add a commercial Multifunction Printer to your business there are certainly many choices to consider regarding brands and models. There are also a few choices to consider regarding how you will acquire the equipment from a financial standpoint. The good news is that business owners and operators are not limited to spending the cash to purchase the equipment outright. 

You do not even need to rely on expensive financing options. In the current day and age, leasing is fast becoming a popular and cost effective option for obtaining the commercial office equipment that you need to keep the business running properly. The following information will provide you with some solid reasons why you should consider leasing your office equipment instead of buying it.


Leasing Your Office Equipment Saves Money

Leasing commercial Multifunction Printers saves money, which of course is good for your bottom line. Although you will have a monthly payment, you will not need to spend a significant amount of money to pay for the full cost of the equipment all at once. In fact, you may not need to pay anything up front. Simply sign the lease, receive the office equipment, and then start making monthly payments on a specific date.

You can use the cash savings in many ways to improve or grow your business. For example, you can apply the cash savings to your marketing/advertising budget.  Leasing your office equipment not only saves money, it can actually increase revenue if the money you would have spent on the machines is applied to other areas of your business. 


Leasing Your Office Equipment Makes It Easy To Upgrade To New Technology

With an office equipment lease you are never stuck with obsolete machines. You can simply upgrade when the lease term is complete. In some cases, you can even upgrade the machines prior to the completion of the lease. This is especially useful if your business operates in a high level technical environment that depends on high quality copying, printing, and scanning.

The latest in advanced technology can go a long way in offering significant improvements in these areas. When your business owns the obsolete equipment it can become an incredible burden when it is time to upgrade. In essence, there is little to zero trade in value. It may even cost you money to dispose of the equipment.


Leasing Your Office Equipment Is Easier And Less Costly Than Obtaining A Loan

A great deal if companies are not in the financial position to pay for new office equipment in cash. Many of these organizations, especially start-ups, may not have the credit and or assets that are required to be approved for a loan. Fortunately, it is significantly easier to be approved for an office equipment lease than a loan. Leasing companies will consider multiple factors that may be unique to your business when approving office equipment leases.

Typically speaking, banks only follow a specific set of underwriting guidelines that include minimum credit scores, profit and loss, and years in business to name a few. They do not consider approving loans on a case-by-case basis. In addition, office equipment leases are less costly than loans. You will not need to pay large down payments and high monthly interest rates. 

Eastern Copy Fax Inc is an office equipment product and service specialist that has been serving Boston and the North Shore for over twenty-five (25) years. We look forward to hearing from you and keeping your business equipped with fast and reliable technology.