When we were young and computers were even younger, it was common practice to “shut down” at the end of every use. Today, our computer is our sidekick. We keep them on, because it’s comfortable to know, if we wanted to, we could access almost anything (news, television, music, food, shopping, etc.) in a matter of minutes. I’m not much for comic books, but I’ve watched enough Batman to know…it’s tough being a sidekick.

No, computers are not invincible, but we do like to think they’re always going to be there for us. As it turns out, they won’t, and while they are around, letting them stay powered up can be very costly. According to Energy Star, when you don’t properly manage your PC’s power, you can spend an additional $25-75 per year on your energy bill. If you have more than one computer in your household (like many families do these days) money can start adding up.

There’s an initiative, started by Google and Intel, called the Climate Savers Computing Initiative.  Its main goal: “improve the efficiency of a computer’s power delivery and reduce the energy consumed when the computer is in an inactive state.” The cause’s website (http://www.climatesaverscomputing.org/) can be an amazing source to find the most up-to-date tips and tricks like these, regarding PC energy consumption. For you, I’ve filtered out the top 5.

1. Turn down the brightness setting on your monitor. The brightest setting on a monitor consumes twice the power used by the dimmest setting.

2. To improve the power efficiency of your PC, the Climate Savers Computing Initiative recommends the following power management settings:

• Monitor/display sleep: Turn off after 15 minutes or less
• Turn off hard drives/hard disk sleep: 15 minutes or less
• System standby/sleep: After 30 minutes or less

3. When purchasing a new computer, look for the Energy Star label or browse the Climate Savers Computing product catalog.

4. Establish multiple power schemes to address different usage models. For example, you can create a power scheme for playing music CDs that shuts off your hard drive and monitor immediately, but never puts your system into standby mode.

5. See the following tutorials to learn how to manage your PC’s power within its specific operating system.

• Windows 7
• Windows Vista
• Windows 2000 / XP

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When you click “Empty Recycle Bin” on your computer and it asks you, “Are you sure you want to permanently delete these items?”, do you ever wonder if your computer is actually permanently erasing your files? No? …just keep reading.

An MIT study surveying 158 used hard drives found, “of the 129 drives that functioned, 69 still had recoverable files on them and 49 contained ‘significant personal information’…[including] 5,000 credit card numbers” (CBS, 2003). The majority of people don’t understand when placing a file in the recycle bin and emptying it, they are only erasing the guide which is there to create an easy way to retrieve/find your files. Somewhere deep down inside your hard drive, the “deleted” file still exists.

This is a big deal! Due to everyday use, some companies are forced to replace their entire fleet of computers annually. Even in a medium-sized business, hundreds of computers and their hard drives can be bought, sold and moved around the company each year. Without proper deletion or destruction, any one of those hard drives could contain private company, employee or client information.

Think about this quote from Jason Fitzpatrick, author of Properly Erase Your Physical Media: “A whopping 40% of the used hard drives on eBay contain easily recoverable personal data…[and] a shocking amount of them required no more recovery effort than plugging them in and powering up.”

Unbeknownst to the average American consumer, computers are not the only device we need to worry about when discussing hard drive security. In fact, “In 2008, Sharp commissioned a survey on copier security that found 60 percent of Americans ‘don’t know’ that copiers store images on a hard drive” (CBS, 2010). It’s hard to believe, but since 2002, every document run through a copier has been stored on a hard drive very similar to the one found on your personal computer.

Earlier this year, CBS investigated the potential danger organizations risk when selling copiers before cleaning their hard drives. The results…well they’re pretty shocking.

You can watch the video below:

There are ways to make the files on your hard drive unrecoverable, the easiest (some might say the most fun) being physical destruction. There’s nothing all that technical about this method. Just know, if not destroyed completely, there’s a possibility someone could still pull documents from it. “A power drill sent through the platter takes but a few minutes, a 10-minute session with a hammer and some scissors can work wonders, and every effort you take above and beyond adds a bit more security,” states Jason Fitzpatrick.

“The only sure way to erase a hard drive is to “squeeze” it: writing over the old information with new data – all zeros, for instance – at least once, but preferably several times” (CBS, 2003). You can also look for specialized companies—Managed Print Services Providers like FlexPrint—who will provide software programs that ensure company safety.

The internet has made people ultra-sensitive about privacy. A solid solution for permanent hard drive deletion will prevent you from having to shrug your shoulders when a fearful customer inevitably asks about file security measures.

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Since roughly the year 2000, an increasing number of businesses have been doing whatever they can to identify themselves as “green”. Some tried and true tactics include using online banking, recycled paper, energy efficient lighting and local resources. But consider this quote from Mindy S. Lubber, President of the sustainable investment group Ceres (emphasis my own):

“Business innovation to scale sustainable solutions…across entire business models, across all products and services…is what we need to put our global economy on a sustainable path. Scattered shoots of sustainability will not do the job.”

Even businesses headed in an authentic, comprehensive direction have yet to confront the environmental and financial waste produced by their hardcopy fleets (printers, fax machines, scanners, etc…). Imagine your electricity bill if all your household appliances were not only plugged in, but charging themselves constantly.

Steven Swift, Sr. Consultant at Photizo Group, a leading research firm for the Managed Print Services market, points out that these mechanical fleets “all use electricity constantly, whether they are printing or not. The fuser—the technology inside of the [devices]—rotates frequently in order to avoid deformation and has to maintain a minimum level of heat in order to print the first page of a print job quickly.”

Managed Printing Services (MPS)—or the outsourced management of a hardcopy fleet—makes operations more cost-effective and “greener” than ever.

A recent study by Photizo Group found the hardcopy fleet of a company with 750 employees emits 189,000 pounds of carbon and will use over 33,000 kWh of electricity per year. The price for this massive amount of consumption? A whopping $700,000 per year. If the dollar amount doesn’t scare you, the carbon emissions produced are equivalent to those from 16 cars driven for an entire year.

Not only do common office devices consume more resources than most would assume, company employees are also using more devices than actually needed. “In most organizations, there are two to three times the numbers of devices versus the minimum requirements.”

MPS programs optimize hardcopy fleets by finding and controlling their waste. With MPS, companies have the potential to reduce their fleet’s environmental impact by 60%.

Steven Swift, on the future effect of MPS:

“The expected increase in MPS adoption by 2012 will have a carbon reduction impact equivalent to taking 304,000 cars off the road, saving enough energy to power 230,000 homes for a year.”

Considering this potential, the adoption of MPS will not only impact your wallet, but also the lives of your consumers.

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The MPS industry’s rapid growth has left managers so busy they haven’t had the chance to look back and think about how far they’ve come. On May 3^rd, 4^th, and 5^th, industry leaders finally got the chance to do just that while attending MPS 2010, the 2^nd annual North American managed print services conference. While our eyes are always on the horizon, every once in a while it’s necessary to take a look around and figure out exactly where we’re at.

Attendance at the conference more than doubled from last year, bringing 290 dealers, resellers, manufacturers, press and end-users into the discussion of “what’s next for the industry”. Highlights of the event range from Keynote Speaker, Ed Crowley’s speech to, what apparently was an exciting trend, people wearing Greg Walters’ leopard thong on their head. Wait, what? …I don’t really get it either.

So what was really talked about at MPS 2010? Well…a lot of change.

First big news: the MPS industry has finally been given an official definition by the MPSA (Managed Print Services Association). From now on, managed print services will be described as “the active management and optimization of document output devices and related business processes.” Ed Crowley, CEO and founder of Photizo Group, says, “It was much more difficult than you might think to arrive at this definition because the field can be seen in so many ways.” This being, in a large part, due to the significant changes in the way business is being done.

We learn as MPS grows 200%, to a 60 billion dollar industry in 2013, flexibility will be the key. The biggest change talked about at the conference is the shift towards a business model 100% service-oriented. This means providers will have to be less concerned about what brand they’re selling and focus on the most reliable and cost effective solution.

Crowley thinks difficulty adapting to a more service-oriented model will likely lead to about 25% fallout. Although a very intimidating statistic, there is hope as awareness of a need for MPS grows. A recent study done by Canon discovered 71% of business managers surveyed did not realize how much they were spending on printing. Potentially, this percentage could represent the amount of new business still obtainable by the MPS industry.

View a video of keynote speaker, Ed Crowley’s speech here.

Also, I know this year’s just ended, but if you’re interested in signing up for the North American MPS Conference 2011, you can register here.

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The fourth annual Good and Green – The Green Marketing Conference is being held October 6^th and 7^th at The LEED-Gold certified Hearst Tower in New York City. Sponsored by The Daily Green and Good Housekeeping, the event promises to teach you “how to increase your brand’s emotional, cognitive and financial connection in today’s ‘greening’ consumer markets.” Attending this event is a wise first step taken in responding to the need for sustainable business practices. If you’re already headed down this path, strategies gleaned can help you emerge as a green leader within your industry.

Think about this: “35% of consumers say they will still pay more for “environmentally friendly” products, despite the recession (Mintel research report, March 2010), while 74% say they would switch to another brand if it helped them conserve resources without having to pay more (P&G and Ipsos Public Affairs’ “Consumer Conservation Survey” 2010).”

Good and Green is the perfect opportunity for you to learn from and network with some of the world’s leaders in sustainable business. Some of last years’ stand-out company participants included: Cisco Systems, General Motors, Jet Blue Airways, NBC Universal, Johnson & Johnson, Sony Electronics, Pepsi-Cola North America, and Nike. For a more comprehensive list, click here.

According to the Good and Green website, while attending you’ll receive:

• Thousands of dollars worth of new research, instruction and know-how to help you improve your green marketing ROI

• Real-world case studies, creative strategies and resources & techniques to help you increase your sales and build market share

• Priceless green marketing connections with speakers, sponsors & marketing peers

To learn more, visit http://www.goodandgreen.biz/.

For a 25% discount on your admission, write “The Daily Green” in the “questions or inquiries” space when you register.

Sign up quick, because there are only 125 seats available!

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On May 14^th, FlexPrint, Inc. is hosting a “Go Green Event” in the heart of L.A. Live, at the JW Marriott Los Angeles. While attending, you’ll receive invaluable information on how to be more energy and cost efficient through managed print services (MPS). Not to spoil anything, but when utilizing an MPS program your company has the potential to reduce its paper consumption by 30% and environmental impact by 60%, saving thousands. If this information isn’t enticing enough, lunch will be provided and there is a chance you may win 1 of 5 iPads being given away. Again, iPads, not iPods—wow.

Since being founded by Frank Gaspari in 2005, FlexPrint has quickly risen to the top of the MPS industry. Its mission is to provide comprehensive, strategic office printing and managed print services programs that save your organization time and money. While doing this, they guarantee responsive team members at every level of their organization.

Take this quote from Harry M. Mateer, President and CEO of Altier Credit Union, a FlexPrint client: “Not only have we seen a reduction in our monthly operating expenses, but since we began our relationship with FlexPrint, everyone within your company has done an incredible job of going above and beyond our expectations.”

FlexPrint is here to help and would love to answer all of your questions about MPS, printing’s environmental impact, and whatever else you might be interested to know. If you can’t make it to the event on May 14^th, feel free to call 888-FlexPrint where someone can give you all the information you need.

Event Agenda:

11:00 AM – Arrival

11:15 AM – 12:00 PM – Go Green Presentation

12:00 PM – 12:45 PM – Lunch (To be provided)

12:45 PM – Raffle iPad Giveaway

To learn more about the event, visit the event website

We hope to see you there!

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In a difficult economy, businesses of all sizes have cut purchasing dramatically, but how many are looking to reduce waste in assets they already own? Managed Print Services (MPS) is an abbreviation all small business owners need to know. The savings realized by MPS programs in large corporations has begun to catch the eye of small to medium sized business owners everywhere.

On average, a larger corporation can see a 30% reduction in their total hardcopy fleet cost, a 60% reduction in carbon emissions, and 10% of their IT Staff’s time freed up from print-related support activities. The newness of MPS in small businesses makes it hard to predict savings, but if used efficiently there’s potential to save thousands.

Consider this statement from the Director of Technology at ARC, Jonathan F. Styrlund: “With MPS, the accepted basic principles which deliver efficiencies and cost-savings are workflow optimization, fleet optimization, fleet standardization, ongoing fleet management, and pay-by-usage.”

While the majority of small businesses will NOT be able to implement a comprehensive MPS program into their budget, there are steps you can take to save money and eventually expand into a full program.

Without knowing, understanding, and practicing the very basic principles of MPS, waste is inevitable. Learning to effectively manage the most undermanaged expense in a corporation of any size, will put real dollars back on the bottom line. Here are four tips to help you get started.

• Find the right MPS vendor. Even small businesses can have a complex hardcopy fleet. Styrlund: “The right vendor can consolidate multiple vendor relationships into a single, easier to manage partnership. The best MPS programs align the goals of the company and the MPS vendor so that both achieve a successful long term relationship.”
• Get management engaged at the onset. It’s important to have a company’s management team actively engaged in any work done with the software tools provided by the vendor. It will be up to the management team to work with their respective departments to turn the software and study results into actions.
• Standardize your hardcopy fleet. There are many benefits to having a standardized fleet. User familiarity, ease of operation across the line, similar inks, toners, and parts for each machine, etc. Additionally, the time not spent on training and maintenance will allow your IT staff to focus on more important projects.
• Stay up-to-date and continually improved. The needs of a small business are continually changing, this means the usage of your hardcopy fleet will be changing as well. Make sure to choose a partner, not a vendor. Your MPS partner should be flexible and proactive.

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We are excited for the New Year at FlexPrint and are welcoming 2010 with some positive changes, additions and new clients. FlexPrint is expanding in Arizona by adding a location in Scottsdale Arizona. This move will allow us to house all back end operations in Tempe, increase the internal support to our clients while increasing our focus on delivering document management solutions to new clients from our new Sales/Marketing only facility. This new sales office gives FlexPrint two locations in the Phoenix area and a location in Chicago supporting clients in 40 states throughout the country.

 
Additionally, FlexPrint was named one of the best places to work in the valley by the Phoenix Business Journal for 2009. We are grateful to be a recipient of this award and have been fortunate enough to receive this honor consecutively for the past three years.

 
FlexPrint is also updating the website which will be complete the third week of January. The enhanced website will be exceedingly interactive and will feature a more contemporary overall appearance.  The pages will be easier to navigate and will offer a variety of features for the visitor including a brief welcome video.Overall, this last year at FlexPrint has been an increasingly positive one and we are looking forward to 2010 with positive expectations.

If you are interested in learning more about FlexPrint please visit our website at www.FlexPrintinc.com.

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How can green printing save the environment and your wallet?

This is an interesting question. After all when you think of a printer and services surrounding this necessity, your first thought is not one of green initiatives. In fact, you would be very surprised to learn that there are endless possibilities to incorporate a green philosophy for your organization.

I know you are thinking, this will be expensive and time consuming right? Wrong. Actually, there are many ways in which you can help the environment and save money at the same time.

But first, we should take a look at the facts. Did you know that every 5 minutes 15 million pages are printed and of that paper 90% is virgin tree fiber (not recycled). This is an obvious problem. FlexPrint recognizes this issue and has developed a strategy to curb unnecessary paper use in the office. We analyze your devices and energy output to incorporate a new plan where you use less paper and reduce your carbon footprint. Carbon footptint, what is this? Well, essentially it is a calculation of the amount of greenhouse gasses your company is emanating into the atmosphere. Obviously, we have all heard of the styrofoam cup and how the particles can take over 100 years before they break up and disentegrate in the atmosphere. This is the same idea, reduce your carbon footprint = helping the ozone layer.

There are many ways going green can help your company save money. Many will experience a 50% savings just from paper reduction. Additionally, ink and toner consumption will be lower and many times our plan will combine printers to create better efficiency for the office. This does not mean that you must acquire new printers, FlexPrint can create efficienty and savings from your current fleet. Although, many new printers today are designed to run from less energy and resources so often times acquiring a new machines will not only be more efficient but may be less to run than your current fleet.

There are other benefits to consider when making the decision to go green with FlexPrint’s document management services. There are new regulations going into effect regarding the environment everyday and this change in your printing infrastructure can certainly assist in meeting regulations. Not to mention, the positive brand image that can be obtained from lifiting your organization to a green one. Many consumers have come to appreciate the additional effort a company makes when exercising green ititiatives and practices. Many will intentionally seek out the organizations which have adopted green policies and procedures.

Please give FlexPrint a call to learn how your company can benefit from green initiatives today! 1-800-FLEXPRINT

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Bashas’ grocery stores had expanded to 170 stores spanning across Arizona, California, and New Mexico – but its document management infrastructure was lagging behind. To keep up with this growth and surpass the competition, Bashas’ needed to update to commercial-grade printing technology.

Bashas’ focus on diversification and the immediate customer neighborhood base had led to infrastructure inconsistencies between the 170 locations, with a complex variety of document management equipment in operation and low visibility for cost containment.

Solution
FlexPrint began an in-depth document workflow study addressing costs, volume, end-user initiatives and contract analysis, and found that implementing a uniform system with right-fit devices would help ease Bashas’ growing pains.

• Standardize infrastructure with consolidated models, leading to less service confusion.
• Upgrade to commercial-grade printing technology to meet high document output needs.
• Integrate over 250 multi-function printers

Results
With FlexPrint, Bashas’ grocery stores were able to reduce redundancies and inefficiencies and enjoy an all-inclusive program with unlimited supplies, labor and parts. Specific results included:

• Improving printer quality and fax communication standards at all 170 locations.
• Reducing service call volume to the help desk, as well as overall IT/help desk support time.
• Reducing operating costs by 16 percent.

To learn more about how FlexPrint can help your organization build a total document management solution, request a free consultation.

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