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Ask the Expert

Published Author Rod Davis Answers Your Questions...  
Questions:
Our supply usage is out of control! Do you have any recommendations to cut office equipment costs?
My company is looking to purchase three new copiers, and I am inundated with all the options. What is the difference between digital and what I currently have? Are they more expensive and what are the benefits?
As Records Manager, I have been told to cut my department's expenses. I cannot reduce my staff, and the other large expense I have is office equipment expenses. What options do I have?
I want to purchase a color copier but when I look at the prices, I hesitate. Based on my volume, should I purchase a new machine?
Who does CopierExpert represent?
How is CopierExpert paid?
Our copiers frequently jam. The service person suggests we upgrade our copier. After hours of research I am more confused than ever and overwhelmed with information. Can your company offer recommendations?
Does Outsourcing really work? Am I better off keeping my operations in-house?
Can CopierExpert help me evaluate my current equipment?
I do not plan on owning my equipment and/or I am on a fixed cost-per-copy plan. How can CopierExpert help me?
 
Answers:
Our supply usage is out of control! Do you have any recommendations to cut office equipment costs?

The first critical step to controlling costs is to first define each and every operating cost component and determine the per page output cost by each device. From there, management can formulate a cost reduction strategy to assess and reduce each individual cost area. It is rare for an organization to have the internal resources or technologies to define these costs. CopierExpert has spent 10 years refining the process of auditing, procuring and managing office equipment, thereby lowering production costs in both the short term and long term for our clients.
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My company is looking to purchase three new copiers, and I am inundated with all the options. What is the difference between digital and what I currently have? Are they more expensive and what are the benefits?

Digital copiers can receive and produce an electronic document, in contrast to an analog copier which can only produce a copy of a hard image. Digital copiers also can serve as a printer, fax, and scanner lowering the amount of actual devices necessary within your office. Digital copiers also offer a lower per page output cost than other devices which substantially reduces operating costs in high volume environments. In addition, many digital copiers offer scan to file and scan to email features, allowing users to store documents electronically, cutting down on filing costs and administration duties. Another bonus is replacing faxing with scanned images and email to desired recipients, thus cutting down on telephone charges.

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As Records Manager, I have been told to cut my department's expenses. I cannot reduce my staff, and the other large expense I have is office equipment expenses. What options do I have?

Ouch! It sounds like you could use our expertise with an equipment expense analysis to benchmark output costs by device within your department. Copier Expert has concluded in our audits that equipment operating costs are 20% to 40% higher than necessary. In addition, digital features such as scan to file and scan to email should reduce costs in secondary areas such as human resources, filing space and telephone charges. Keep your staff and lower your production costs with our Copier Procurement Experts.
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I want to purchase a color copier but when I look at the prices, I hesitate. Based on my volume, should I purchase a new machine?

Volume is the critical component in determining whether to buy and what to buy. Also it is important to note what you are producing either hard copy or electronic format. If electronic, it might be best to look at a color copier. Typically color printers are much less expensive, from a total cost standpoint, than a color copier. However, if you're making thousands of prints or need to produce from a hard copy, a color copier would be the choice. Also you should consider the cost of outsourcing. CopierExpert is offering a free one hour consultation where questions such as this can be addressed. Click here for more information.
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Who does CopierExpert represent?

We work exclusively for our customers. We are objective in gathering and presenting all reports to our customers. We do not have any predisposition to brands of equipment or Vendor. We are Vendor Neutral Copier Consultants.
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How is CopierExpert paid?

CopierExpert is compensated exclusively by its customers. CopierExpert accepts no gratuity or compensation from ANY other source.
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Our copiers frequently jam. The service person suggests we upgrade our copier. After hours of research I am more confused than ever and overwhelmed with information. Can your company offer recommendations?

Surprise, Surprise! Please don't feel alone, your scenario is typical of what most buyers experience. After spending hours and sometimes days researching the copier procurement field, the majority of buyers we work with end up in the same confused state. Salespeople are trained to make you believe that they have the best products and features, and during their sales pitch process, buyers get spun in circles of misleading and inaccurate claims. That is why CopierExpert created a defined set of buying processes to take the spin out of their sale. We work with clients to understand their specific office needs, and then develop equipment standards accordingly. We create a Request For Quotation (RFQ) based on your predefined needs and standards which suppliers then bid on. Once the process is completed CopierExpert's Bid Analyzer allows clients to easily compare each vendors accurate bid, side by side.
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Does Outsourcing really work? Am I better off keeping my operations in-house?

It would be pretty difficult to beat the cost efficiencies CopierExpert has created through the use of technologies. Therefore, we offer all clients a 100% savings guarantee. We have 10 years invested in defining and programming our web based system to evaluate, acquire and manage copier printer environments. In addition, we "leave no stone unturned" in creating terms and conditions to protect our clients interests for the entire term of the supplier relationship. We Guarantee outsourcing with CopierExpert will reduce your productions costs!
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Can CopierExpert help me evaluate my current equipment?

Yes. CopierExpert can review your current maintenance agreement and usage to determine if any changes in the maintenance agreement, now or at the next renewal, could save you money. Our asset management tools can help you evaluate service and cost issues, as well as provide you with valuable information to use during future acquisitions.
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I do not plan on owning my equipment and/or I am on a fixed cost-per-copy plan. How can CopierExpert help me?

Even if you do not own the equipment and your costs are fixed, you still need the equipment to perform. Our asset management system can help you proactively track and manage service issues including usage, down time, vendor service response times, parts replacement, and evaluate whether costs are meeting your contract expectations.
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 About Rod Davis

Rod Davis is President of CopierExpert, and author of the informative book,"Buying a Copier? How to Get What You are Paying For".

Contact CopierExpert to find out how you can receive a free copy of this book...

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