In our day to day pottering around the office, we get a fair number of phone calls or emails asking us how people can save money on their printing and scanning. And to be honest, they’ve come to the right place. After all, it’s what we do. But we figure that for every person calling us, there must be 5 more who aren’t. So we wanted to put together these 5 tips just for you.
It’s Black And White
When it comes to scanning documents for copies, it pays to use black and white where you can. This is purple a cost juggling exercise, but it’s one that pays off in the long run. That’s because in order to print in colour, your machine needs to use all 4 different colours in the CMYK range (cyan, magenta, yellow and key, which is black) and mix them to create each colour and shade on your document. This means that for every colour copy you scan and print, you deplete 4 ink cartridges a little more – and that ink can get expensive. Black and white copies only use black ink, making them a much cheaper alternative to colour scanning.
Care For Your Documents
Scanning broken or torn documents is never an easy process, and it could end up costing you in the long run. Make sure you promote good care of documents within your business, as torn, folded, damaged or riddled with staples will cost you. If you need to repair a tear in a document, opt for clear scotch tape or sellotape. Avoid repairing documents with staples if you can, as these won’t go through the majority of scanners (and if they do, say hello to a bit repair bill!). Making sure you keep your documents in good repair will mean less time spent trying to get a good copy of them, and less money spent on repairs.
If you are in control of the document you are scanning (as in, you can edit it and change it) give some thought to the colours and backgrounds you are using. Ideally, to get the most from scanned copies you want to be working with light backgrounds and dark type – and not the other way around. This is especially true if you are opting for black and white, as many scanners can have trouble with light text on dark backgrounds. This stops you ending up with big blocks of black. This also goes for any documents you are scanning in that have highlighted spots on them. For some reason quite unknown to us, some people enjoy using darker highlighters (like dark green, red or blue) when going through work. However, when scanning this back in what you will often get is a big smudge over your highlighted text.
Invest In A Good Scanner/Photocopier/Printer
For many offices, the costs sunk into maintaining their scanners, printers and photocopiers are so high because they are older machines, or they just aren’t right for the job. There are many different breeds of scanner out there, and not every one will be able to do exactly what you need it to. So get in touch with a professional (can you think of one? I mean, who do you know who loves printers and scanners?) who can give you some advice on what will work best for you. We will be able to provide you with the most cost effective, efficient scanner for your business, so you don’t need to waste money on features you don’t need.
Of course, the big benefit of scanners is their ability to take your paper documents and turn them into digital files. So while the other 3 tips can save you a bit of money when you need to copy a document, the true value of a scanner comes in digital documents. Scanning your documents and strong them digitally will save you time in searching for documents, create an easy to access filing system, save you space and even increase your productivity. So the best way to save money on documents is to use your scanner and go digital!
At Archway, we help our clients understand how their printers, scanners and photocopiers can make a real impact in their business. Whether that’s designing workflows or providing a new machine that does everything in one instead of 3 separate machines, we can help you. For more information about saving your business money on scanning, get in touch with the team today.