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  • How Information Security Impacts Your Office

    How Information Security Impacts Your Office

    In today’s digital-first workplace, information security has become a cornerstone of business operations. While most organizations focus on securing computers and networks, office equipment can also be vulnerable to security threats. Common at risk devices include printers, copiers, and scanners. These devices often handle sensitive data. If not properly secured, they can serve as an entry point for cyberattacks. 

    For office professionals understanding the link between information security and office equipment is critical.

    Why Office Equipment Security Matters

    Modern office equipment is no longer just a collection of standalone devices. In fact, many printers and copiers are now “smart” devices that connect to networks, store data, and enable cloud-based workflows. While these advancements boost productivity, they also increase the risk of data breaches.

    Unsecured office equipment can expose sensitive data, customer information, and proprietary documents to cybercriminals. Hackers can exploit vulnerabilities within your information security to intercept data, access stored documents, or even launch broader attacks on your network.

    According to a 2022 Quocirca report, 68% of businesses experienced data losses due to insecure printing practices. Securing your office equipment is not just about protecting data. It is also about safeguarding your company’s reputation and compliance with privacy regulations.

    Common Online Threats to Information Security

    To understand the importance of securing your office equipment, it’s helpful to know the threats they face. Here are some of the most common risks:

    • Unauthorized Access: Hackers can exploit default passwords or unsecured network connections to gain access to printers. This allowing them to steal sensitive documents or disrupt operations.
    • Man-in-the-Middle Attacks: Cybercriminals can intercept print jobs during transmission, stealing or altering data in the process.
    • Malware and Ransomware: Office equipment on a single network can be infected with malware, which can then spread to other systems. One common practice is for ransomware attacks to lock down equipment, forcing a business to make a payment.
    • Data Theft from Storage: Many printers and copiers have internal storage that retains copies of scanned, faxed, or printed documents. If these devices are not encrypted or wiped regularly, sensitive data can be retrieved.
    • Cloud Vulnerabilities: Printers with cloud integration may expose data to risks if the cloud services or connections are not secured properly.
    • Physical Access Risks: Insecure office equipment can be tampered with or accessed by unauthorized personnel, leading to data theft or sabotage.

    Best Practices for Securing Office Equipment

    To protect your office equipment from security threats, implementing robust security practices is essential. Subsequently there are steps that any organizational manager can implement to strengthen their office security.

    Secure Network Connections

    Ensure to connect all office equipment to a secure, encrypted network. Use WPA3 encryption for Wi-Fi connections and segment printer networks from the main network to limit access.

    Update Firmware Regularly

    Manufacturers release firmware updates to address vulnerabilities and improve security. Generally these updates include patches for newly discovered security flaws that hackers could exploit. 

    These updates can include enhancements to protect against evolving cyber threats. Consequently failing to install firmware updates can leave your devices exposed to risks. These include malware infections, unauthorized access, or data breaches.

    Make it a priority to update your office equipment’s firmware as soon as new versions are available.

    Enable User Authentication

    Restrict access to office equipment by enabling user authentication. Features like PIN codes, access cards, or biometric authentication add an extra layer of security.

    With secure print release, documents will only print when the authorized user is physically at the printer.

    Wipe Device Memory

    When retiring or replacing equipment, always wipe its internal memory. Therefore this prevents sensitive data from being recovered to promote information security. Many printers, copiers, and multifunction devices store digital copies of every scanned, printed, or faxed document on internal hard drives or memory.

    If these devices are discarded, sold, or returned to a leasing company without proper data erasure this could create an opening for undesirables to exploit. Unauthorized parties could potentially access confidential business information, personal client data, or proprietary documents. 

    To ensure complete data removal, use manufacturer-provided tools or certified data-wiping software specifically designed for office equipment.

    Train Employees

    Educate employees about secure printing practices and the importance of safeguarding office equipment. Awareness is one of the best defenses against security threats. There are many free online courses that can aid in strengthening your information preservation.

    The Role of Modern Office Equipment in Security

    Upgrading to modern office equipment can significantly enhance your business’s information security. Today’s devices come equipped with advanced security features, including:

    • Secure Boot Technology: Ensures the device starts up using only authorized firmware.
    • End-to-End Encryption: Protects data from the original delivery to the device until the job is complete.
    • Automatic Threat Detection: Monitors for and alerts users to potential security breaches in real time.

    For example, Canon printers and copiers, available through Boynton Office Systems, offer robust security features tailored for businesses. Additionally, these devices include built-in encryption, secure print release, and advanced user authentication, making them an excellent choice for organizations prioritizing data security.

    Signs It’s Time to Upgrade Your Office Equipment

    If your current office equipment lacks the necessary security features, it may be time to consider an upgrade. Here are some signs that your devices may be putting your data at risk:

    • The devices do not support encryption or secure print release.
    • Firmware updates are no longer available or supported by the manufacturer.
    • Your equipment lacks integration with modern cloud-based workflows.
    • Employees frequently experience printer-related delays or issues.
    • Security audits reveal vulnerabilities in your office systems.

    By upgrading to modern office equipment, you can reduce security risks while aligning your technology with current business needs and best practices.

    Partnering with Boynton Office Systems for Secure Solutions

    Securing your office equipment is essential for protecting sensitive data and maintaining business operations. Boynton Office Systems continues to provide Alaskan businesses with Canon printers and copiers that have robust security features. These include:

    • Encryption technologies to safeguard information.
    • Secure print release to ensure documents are retrieved only by authorized personnel.
    • User authentication options for enhanced access control.

    In addition to offering advanced devices, we provide expert maintenance services to keep your equipment running smoothly and securely. Our team handles everything from installation to routine updates, ensuring your office technology stays protected and performs at its best.

  • Upgrade the Office Printer: 5 Signs That It’s Time

    Upgrade the Office Printer: 5 Signs That It’s Time

    Office printers play a vital role in keeping day-to-day operations running smoothly. However, as technology evolves, even reliable equipment can become a bottleneck. Outdated printers may lead to frequent repairs, inefficiencies, or higher costs, all of which hinder productivity. Recognizing the signs that it’s time to upgrade the office printer can save your office time and resources while boosting workflow efficiency.

    Here is a quick list on what issues affect the office printer:
    1. Frequent repairs and downtime
    2. Slow printing speeds
    3. Lack of security features
    4. Inability to sync with office systems
    5. High operating costs

    On average the lifespan of an office printer will vary depending on what kind you are using. An inkjet printer is three years, however a laser printer can last five or more years.

    Frequent Repairs and Downtime

    If your printer requires constant maintenance or frequently breaks down, it’s likely costing your business in both productivity and repair expenses. Here is a list of common occurrences that will keep an office printer offline for an extended period:

    Clogged Printheads: 

    A high frequency of clogs often result from dry ink, debris, or inadequate maintenance.

    Ink Supply: 

    Improper ink supply management, such as running out, using expired ink, or storing it poorly, can harm print quality and damage the printer.

    Electrical Problems:

    Issues like power surges and static electricity can damage printer circuitry and lead to malfunctions.

    Mechanical Malfunctions: 

    Rollers, gears, and belts are common printer components that can fail due to wear and tear or improper handling.

    Software and Firmware Issues: 

    Any compatibility issues with either outdated drivers or firmware is a common culprit for extensive downtime.

    Environmental Factors: 

    Common external factors can result from a build up of dust, fluctuating temperatures, changing or excessive humidity levels, to name a few.

    Once your printer starts to produce bad prints, it is a clear sign that it needs to be replaced. Make sure to test that it is not the ink-jet cartridge or a low quality ink that is not a fault before investigating a full unit replacement. 

    An outdated printer may lack the durability and reliability of newer models. Regular maintenance can combat the need for full replacement if a regime is started early on in the printer’s lifespan.

    Slow Printing Speeds

    Modern office workflows demand efficiency. Therefore, A slow printer can disrupt operations and delay important tasks. This creates a backlog of deliverables that most businesses cannot afford. If your printer isn’t keeping up, it’s time to upgrade the office printer. 

    To help gauge the proper printing times, keep the following timelines in mind. For most modern office printers printing a multipage document the following will be applicable standards.

    Inkjet Printers: Typically print at speeds ranging from 10 to 20 pages per minute (ppm) for black and white documents, and around 5 to 10 ppm for color. Higher-end models may print faster.

    Laser Printers: These are generally faster, with speeds ranging from 20 to 50 ppm for black-and-white documents. Some advanced models can print even faster, especially for monochrome pages.

    These are generally accepted industry standard speeds. Factors like document complexity (e.g., heavy graphics or mixed content) and network speed can also affect print times. Some printers have duplex (two-sided) printing, which can slow things down due to the extra processing step. 

    If your office printing is exceeding these parameters, it is time to investigate the printer settings or upgrade the office printer.

    Lack of Security Features

    Data breaches and document security are growing concerns for businesses of all sizes. If your current printer lacks secure print release or encryption capabilities, your sensitive information could be at risk. Modern machines will include document security and device authentication to protect your business’s information.

    Inability to Integrate with Office Systems

    Modern offices rely on cloud storage, mobile printing, and advanced workflows. As a result, older printers may not be compatible with these systems, causing disruptions in your processes. 

    Upgrading to a newer printer with features like cloud integration, mobile printing, and seamless system compatibility can enhance productivity. Consider printers designed to support these advanced capabilities, ensuring smooth operations across your office.

    High Operating Costs

    If your printer consumes excessive amounts of ink or toner, or if the cost of replacement parts is prohibitive, it may be more economical to upgrade the office printer. Energy inefficiency is another common issue with older devices. Each cartridge contains information on the estimated yield of the product which can be found on the manufacturer’s website. 

    This is the best way to ensure a business is getting the most out of its resources.

    Ready to Upgrade?

    Streamline your office operations with reliable, modern equipment from Boynton Office Systems. Moreover, as a trusted Canon Technology Partner specializing in Alaskan business, we can support you with the latest models of high-speed Canon printers that handle large volumes quickly, without compromising on quality.

    Contact us today at boyntonoffice.com or call 1-800-833-7768 to discuss your needs and request a free quote. Let Boynton handle the details while you focus on running your business efficiently.

  • The Printer Genie says “It’s Not Magic, It’s Boynton”

    The Printer Genie says “It’s Not Magic, It’s Boynton”

    Streamlining Office Management in Alaska

    Using Boynton Office Systems to manage your office operations might seem like magic, but it’s all about smart, tailored solutions. You won’t need a printer genie to get your office in working order! With advanced technology and customized service offerings, Boynton effortlessly helps public sector and general offices navigate the practical challenges of their daily operations, enabling them to work more efficiently without overextending their financial resources. It’s not magic, It’s Boynton Office Systems.

    Smart Print Management without a Printer Genie

    One of the standout offerings is Boynton’s smart print solutions, including PaperCut MF. This software enhances office efficiency by managing and optimizing print tasks across organizations. PaperCut MF not only reduces unnecessary printing but also helps manage costs by ensuring resources like ink and paper are used judiciously. The software incorporates features like secure print release and usage tracking to maintain document security and accountability.

    Efficient Document Management

    Boynton also excels in document management with solutions like uniFLOW and Therefore, which simplify the handling of documents from creation to archiving. These systems allow for easy access and efficient sharing of documents, ensuring that workflows are streamlined and information retrieval is quick and secure. Such capabilities are crucial for enhancing productivity and operational efficiency in busy office settings.

    Equipment Rentals and Maintenance

    Understanding the need for financial flexibility, Boynton offers comprehensive equipment rental services. No need for a printer genie, our company dedicates reliable, relevant services to you. This option is perfect for offices that require the latest technology but are concerned about the cost implications of outright purchases. Rentals include full service and maintenance. All devices are kept in prime condition without additional financial burden on the office.

    Advanced Security Measures

    In today’s digital age, security is paramount. Boynton provides robust security solutions tailored to protect sensitive business information. With a focus on both physical and digital security measures, Boynton Office Systems that all office data is safeguarded against potential cyber threats and breaches. No need to research extra defense when you have these services working for your office.

    Proactive Maintenance and Support

    To further ensure uninterrupted operations, Boynton offers proactive maintenance and support services. Designing these services to minimizing equipment downtime and all systems function optimally at all times has kept these services relevant to fit the unique needs of each office.

    Keeping Your Office Updated with Boynton Office Systems

    Boynton Office Systems ensures your office stays up-to-date with the latest Canon drivers and supplies through their comprehensive catalog. They provide an accessible platform for quickly updating or downloading necessary drivers, ensuring your equipment operates smoothly and efficiently. Additionally, easy ordering for office supplies minimizes downtime and boosts productivity. It’s not magic, it’s a one-stop system that has  everything you need. This reliable resource is a key part of how Boynton helps enhance office efficiency and keep technology current.

    Great Effort with Low Impact

    Boynton Office Systems magically transforms environmental responsibility into an effortless endeavor. Through participation in Canon’s Supply Recycling Programs, you will have access to recycle printer supplies, reducing waste effortlessly. Their Eco Start Program further showcases their commitment to sustainability, promoting eco-friendly operations that feel as seamless as they are effective. This approach not only conserves resources but also integrates green practices into every facet of their business, making environmental stewardship as easy as a wave of a wand.

    No Printer Genie needed! Contact an Expert Today

    Optimizing office efficiency is more than just a goal; it’s a necessity. Boynton Office Systems provides not just tools but solutions that ensure offices can operate smoothly and efficiently. With a comprehensive range of services, Boynton Office Systems help transform your office operations. It’s not a printer genie granting wishes, it’s the smart and easy choice for keeping your business safeguarded and up to date.

    Explore more about how Boynton Office Systems can assist you by visiting our services page. Whether you’re looking to upgrade your office equipment, enhance your document security, or streamline your printing processes, Boynton has the expertise and technology to make it happen. Contact them today to see how they can tailor their solutions to meet your specific needs.

  • Top 5 Alaska Office Efficiency Tips

    Top 5 Alaska Office Efficiency Tips

    Running an effective office in Alaska is achievable without overstretching your budget despite working in a more isolated sector. Enhancing office efficiency is central to this effort, with a focus on five key strategies: Smart Print Management, Efficient Document Management, Equipment Rentals, Advanced Security Measures, and Proactive Maintenance and Support. Smart print solutions help cut costs and enhance workflow. They also secure sensitive data and maintain office equipment effectively. By using these office efficiency tips, organizations not only boost their operational performance but also stay ready for future tech developments.

    Smart Print Management 

    Smart print solutions manage print tasks, ensuring resources are used judiciously without compromising the essential quality and speed of office operations. These solutions optimize printer usage across an organization, directing jobs to the most appropriate devices and reducing unnecessary printing. This leads to significant savings in ink, paper, and energy, and it reduces wear and tear on machines, prolonging their useful life. Moreover, smart printing technologies often come with advanced features like secure print release and tracking, which enhance data security by ensuring that sensitive documents are not left unattended at printers. This strategic integration of technology not only streamlines operations but also supports a company’s sustainability goals by minimizing waste. 

    Cost Analysis of Smart Printing 

    Dive deeper into how smart print solutions lead to cost savings. Break down the expenses related to conventional printing practices and compare them with the savings achieved through smart printing technologies. These office efficiency tips make sure your team can evaluate what items need to be printed and what can remain as digital assets. Conventional printing often leads to high costs due to inefficiencies like overprinting, lack of oversight, and the use of outdated equipment, which consume excessive amounts of toner and paper. In contrast, smart printing technologies introduce significant savings through more efficient resource management. These systems can track and analyze print jobs, allowing for better decision-making about what needs to be printed and what can remain digital.

    Assess Your Company’s Printing Habits


    Another one of our office efficiency tips is looking into the printing habits of employees. Smart print solutions often incorporate rules-based printing, which directs print jobs to the most cost-effective devices and restricts color printing unless necessary. They also typically offer duplex printing settings by default, further reducing paper use. By comparing the costs associated with traditional practices—such as waste, untracked usage, and frequent maintenance—with the streamlined, more sustainable practices enabled by smart technologies, businesses can see a clear picture of potential savings.


    This shift not only reduces direct printing costs but also helps in making a cultural shift within the organization towards better document management. Encouraging staff to think critically about the necessity of each print job helps in transitioning to a more digital-first approach, preserving digital assets in their original form and only printing when absolutely necessary. This not only cuts costs but also supports environmental sustainability goals.

    Efficient Document Management 

    Utilizing document management systems can streamline workflows and enhance accessibility. These platforms improve how documents are handled, from creation and storage to retrieval and sharing. When selecting a new system, make sure to prioritize what works best for your team. Consulting with experts to select the perfect workflow will also save time and money. Ultimately, this enhances overall office efficiency.

    Office Equipment Optimization

    Getting good value from office equipment is important for any business looking to improve efficiency without overspending. There are smart ways to manage office tools and keep costs down. Two key strategies include regular equipment maintenance and renting equipment. Regular maintenance helps prevent costly breakdowns. Renting equipment reduces upfront costs and keeps your technology up-to-date. These steps can boost productivity and help manage your budget effectively.

    Proactive Maintenance and Support 

    Regular maintenance and professional support can prevent downtime and extend the lifespan of office equipment. Make sure to tailor maintenance agreements to your specific needs. Work with trusted industry leaders that are also local. In doing this, your support designs the fit that each office needs, ensuring that machines are always in top condition and create smooth office workflows.

    Equipment Rentals 

    For offices looking to stay updated without a pricey initial investment, rental services is a great option. This option provides not only the latest office equipment but also comprehensive service and supplies. It ensures offices can enjoy modern technology benefits without a high financial burden.

    Advanced Security Measures 

    Securing sensitive office data is paramount, especially in today’s digital age. Boynton Office Systems provides robust security solutions tailored to protect business information. Regular updates and dedicated support ensure that your office remains safe from potential cyber threats and data breaches.

    Help Finding Better Solutions

    Enhancing office efficiency is vital for any organization, particularly in the challenging environments of Alaska. Boynton Office Systems provides a comprehensive range of services and solutions that can help your office achieve greater efficiency within budget constraints. Explore their services here and contact them today to see how they can assist your office needs.

  • Effective Office Solutions for Alaskan Schools

    Effective Office Solutions for Alaskan Schools

    Schools need to plan carefully and manage logistics effectively to keep office equipment running smoothly. This support is crucial for uninterrupted educational activities. Given tight budgets and the need for reliable solutions, it’s important for school staff and procurement specialists to find cheaper strategies. This overview explores various strategies and services designed to meet office solutions for Alaskan schools

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  • Extend Copier Life in Alaska

    Extend Copier Life in Alaska

    Efficient management of office equipment is crucial in Alaska, not just for reliability but also for economic reasons. The high costs of replacing printers, compounded by the logistical challenges, make maintaining existing machines essential. Proper care will extend copier life as well as boost productivity.

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  • Office Solutions for Alaska’s Public Sector

    Office Solutions for Alaska’s Public Sector

    In Alaska’s public sector, operations must meet strict regulations and high transparency standards. Therefore, this requires office solutions that are not only efficient and reliable but also surpass ordinary office needs. Moreover, public sector managers, administrators, procurement specialists, IT professionals, and financial officers all strive for high operational integrity and public accountability. Consequently, understanding how to tailor office solutions in this realm can greatly enhance efficiency and meet the specific needs of government work.

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  • Maximizing ROI on Office Equipment

    Maximizing ROI on Office Equipment

    In the unique business landscape of Alaska, where logistics can be more challenging than anywhere else in the United States, managing office finances effectively becomes even more crucial. Rather than replacing equipment in your office, look to maximize your initial administrative purchases. Whether you’re an office manager, a receptionist, or someone responsible for office purchases, understanding how maximizing the Return on Investment (ROI) on office equipment is critical to ensuring financial efficiency.

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  • Picking the Perfect Copier: Alaska Businesses

    Alaska’s dynamic business landscape thrives on smooth-running operations. A reliable copier is an essential tool in this equation, boosting productivity and upholding a professional image. But with a plethora of options bombarding the market, selecting the right one for your specific needs can feel like navigating a blizzard.

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  • Rent Office Equipment: The Benefits

    Rent Office Equipment: The Benefits

    Looking to rent office equipment in Alaska? At Boynton Office Systems, we understand the unique challenges faced by today’s businesses. As your trusted partner in office solutions, we’re committed to empowering your team with the tools they need to succeed while keeping your budget and operational efficiency at the forefront. That’s why we offer a comprehensive rental program designed to provide exceptional flexibility and value for your office equipment needs.

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