Copier contracts can span several years, making it easy to focus on other initiatives and forget pertinent details of your agreement. Below are areas regarding your contract to make note of to safeguard your business from unexpected obligations and adjust to necessary changes.
With contracts come end of term requirements. If you forget about your lease end date and then decide you want to make a change a month out, you may have to absorb additional payments due to not adhering to the leasing company’s notice period. The notice periods vary, but many have a range of dates requiring no later than 60 days and no earlier than 120 days before the expiration date.
Maintenance agreements are often based on allowances for both color and black and white prints. By dictating how many prints of each variety you are allowed for a specified period, you can have a monthly price to adhere to, although that monthly rate can increase if you are going above your allowance. If your print volume experiences any drastic changes up or down, it is always a good idea to strategize with your representative on how you can best adjust contractually.
3. SECURITY FEATURES
Within every new copier on the market, there are standard ways to protect your print jobs and access to the device. With the rise of cyberattacks and compromises taking place across the country, it is important you understand the options available to you to safeguard your most sensitive documents and data. A conversation with your representative can bring to light easy steps you can take to make your fleet more secure under your current contract or with an adjustment in scope.
4. BUSINESS INSURANCE COVERAGE
Your copier contract is usually available to be covered by your business insurance, though if you don’t add it
to your coverage, you may be billed by the leasing company for insurance at a premium. Address with your representative during negotiations how to add your devices to your insurance policy and monitor your bill to make sure no unnecessary insurance charges get mistakenly passed along to you.
5. PRINT BEHAVIORS
For companies with many employees and multiple devices, it can be difficult to know how much everyone prints. Whether it be monthly, quarterly, or semi-annually, if you are aware of the habits of your workplace you will be better equipped to know how to address your actual needs. At Copiers Plus, we offer a complimentary print analysis. We provide this resource to you in an excel spreadsheet along with a cost breakdown of what each print in your office costs so that the leg work is done for you.
If you would like to learn more about how you can better understand your copier contract or what one could look like for your organization, we would love to help! Just reach out to us at 800- 648-7081 or via copiers-plus.com to schedule a consultation with one of our representatives.
Johanna F. Still - May 16, 2022
Staff Reports - May 16, 2022
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