Our Copiers Help Budget Costs

As a rule, schools need to have a budget for everything, because they need to be accountable to taxpayers.  Our copiers and Managed Print Services help schools have fixed costs and payments.  There will be no surprises with your copier leases here.  For example, we structure all school printer rentals with a fixed payments.  We set alerts on printer copiers so if a certain amount of prints are exceeded, then a notice goes out to the appropriate school employee, so they can control copy costs.

If you are a Bradenton school, do you want copier bills for thousands of dollars coming out of nowhere?  Our document experts can tailor a Managed Print design to fit your needs.  We can setup account codes, with countless variables to manage print type and amount.  For example, each employee has a 4 digit code to copy or print, but unlimited scanning.  Some employees are given color rights of up to 100 pages per month, and some are only allowed to scan and copy in black and white.  The copy code combinations are literally endless.

As Educators, we have to print and copy things, because our kids learn best by touching and feeling paper and pencil, but we must have limits.  As a financial overseer in education, we need to control print and copy costs, but we want to let our teachers and aides feel like we are not micromanaging them.  One way to have it both ways is to assign printing codes that aren’t visible to the user, but the user knows they are there.  The codes can be input monthly into software to generate quick reports on copier printer costs.  This way, if we see excessive printing, we can talk with the entire staff.  The idea of deterrence in printing can go a long way.

Copier leasing using print management systems also protects the environment.  Paper is mainly biodegradable and a renewable resource.  If we use our paper wisely, we can use it forever.  So let’s utilize our print management systems now, so we can use them later!  Our document management software is available with all copier rentals Bradenton schools and businesses can use today.

How To Limit School Printing Costs With Access Codes

So what are access codes in printing?  Access codes are one of the top ways to manage printing costs.   While they may seem like a complicated solution, they are actually quite easy for your copier company to implement.  And even better, account track(access codes for Konica Minolta) are very low cost, and many times free!

Witb account track, each person has a four to seven digit password.  “1234” is not the best code to choose here, so make sure nobody knows your code, unless you want them to charge prints to you.

Each time the teacher, staff member, or pricipal needs to copy, scan, or fax(yes very rarely), they input the code into the copier, and they are allowed to do what they need.  Best of all, each use is recorded and reported.

When someone needs to print from one of their computers,  they just push print and everything is accounted for.  Nobody has to put numbers into the driver, as this is done upon initially setting up the copier scanner.

What’s really cool is each person can have certain permissions, that only the administrator controls.  For example,  you want teachers to print in black, only 300 color prints per month, and full scanning rights, and double sided printing only to save paper.

What about support staff that print more in color?  They get unlimited black and color printing, and don’t get to copy or scan.

The reporting for copy codes is awesome.  It shows anything from number of 2 sided, color, faxes, scans, paper size used, date and time etc.  It also can be integrated into your excel software for monthly audits.  Copy and print access code can really save tons of money, time, and grief in schools.