Office Equipment Blog from Office Zone

Businesses are looking at ways to save money and trim costs. This may be to brace for difficult economic times or to simply streamline operations. One thing many businesses are now doing is reigning in outsourced operations. Many have discovered that outsourcing operations is inefficient, deprives them of control and doesn’t save as much money as initially hoped for. One of these operations heading back in house is paper shredding.

The trend during the 1990s and into the early 2000s was to pay a third party company to come shred documents (mobile shredding services). The idea was to save money and manpower. Storage bins were placed around the office and paper was deposited. Once a week, a third-party shredding service would empty the bins and take them back to their facilities for shredding. Some shredded the documents on-site, often in a back entrance parking lot. These services were usually contracted for a set period of time.

It has since been discovered, by many businesses, that employee manpower cost was a non-issue as long as paper was shredded on a constant basis rather than all at once at the end of the week. It ends up it doesn’t take any more time to shred a few documents than it does to deposit those same sheets of paper in a storage bin.

Part of this strategy is to place shredders in strategic locations around the office they can be used by a group of 8-12 people. For a business of 60 people, five to seven shredders can be placed in sales, accounting, purchasing and other departments. Shredder bins are very easy to access and can be emptied by custodial staff that already empty the garbage.

Security concerns are another reason to shred paper in-house versus outsourcing to another company. Although rare, there are documented cases of third-party shredding service employees stealing information and material. Many businesses don’t like the idea of temporarily losing control of their information. By shredding paper in-house, only trusted employees have access to the data before being shredded. This helps seal up leaks and ensures better security.

It doesn’t take much time to make up the cost of purchasing the shredders, versus paying a third-party company to shred the same paper. Depending on the size and the cost of the shredder, many businesses can make up the cost of purchasing their own shredder versus hiring a service within a few years.

Paper shredders should be used by all businesses and organizations to destroy receipts, cancelled checks, bills, mail, printouts and other sensitive material. Contact Office Zone for more information on paper shredders.

Have you ever wanted to repackage a CD, DVD, or software box but didn’t know how? It’s a fairly simple process that requires some basic shrink wrap equipment and supplies.

The first item needed is some type of shrink wrap system. If your job is of the low-volume variety, an I-Bar shrink wrap system with shrink film is recommended. I-bar shrink wrap systems are commonly used by video rental shops, video game stores, and other retailers that sell used DVDs, CDs and software.

I-bar shrink-wrap machines are popular with low to mid-volume shrink wrapping tasks. The end result is a professionally wrapped product, but it does take longer to package with an I-bar system. Higher volume jobs require an L-bar shrink-wrap machine that seals three sides of the shrink film in one pass.

Another advantage of an I-bar shrink wrap system is the ability to manipulate and move the shrink wrap film around the product with ease. Sealing multiple angles around a product may also be done. Three total passes with the I-bar are typically required to seal all sides of the film around a package, however you are not constricted to a specific pattern.

I-bar systems are also not limited to the height of a shrink tunnel. Lastly, I-bar shrink wrap systems include a heat gun that looks a lot like a hair drier. This is used to shrink the film.

Be sure to visit Office Zone’s Shrink Wrap Resources & Information Section for more details.

Times are tough right now for many businesses and current economic conditions in one way or another affect most people. Businesses are looking for ways to trim costs and save money. One way this is being done is by bringing outsourced projects back to an “in-house” status. Businesses and organizations are saving money right now by doing their own book, report and presentation binding in-house.

Book binding isn’t complicated, and compared to paying a third party, the machines pay for themselves over a short period of time. The most common forms of binding, done by businesses, are comb, wire, coil and VeloBinding. The supplies are available in different sizes, colors and give the operator freedom to bind almost anything. Another advantage to binding books in-house is speed and convenience. With a binding machine, books can be bound in seconds, as they are needed.

Before taking the plunge towards in-house operations, determine how many books you will need to bind per day, week and month. Also determine how automated you want the binding machine to be. Many are not aware of this, but binding machines vary in functionality like a car. Some are completely manual, where others are almost fully automated. Cost does go up the more automated the machine becomes, but the amount of time and effort required to bind a book may be worth the investment.

There are four types of binding that are commonly used for in-house binding. The most popular of the four is comb binding; followed by coil binding, wire binding and VeloBinding. The binding process with these four types of binding machines is simple. Punch holes in the paper and covers, insert the binding element and close it. Most of these binding machines take less than a few minutes to use per book.

There are a few features to look for in a binding machine. One of them is an adjustable margin depth. This allows the operator to adjust how deep into the paper the holes will be punched. This is especially nice if you will be binding books of varying thicknesses. The thicker the book, the deeper into the margin the holes need to be punched. This helps to prevent pages from ripping out of the binding element. If you will not be binding thick books (100+ pages), this shouldn’t be a concern.

Another feature to be aware of are disengageable (disengaging) punching dies. This is also sometimes referred to as variable punching dies. This allows the user to determine which hole to or not to punch. This is very nice to have if you will be binding pages of varying sizes. It helps to eliminate the dreaded half-hole, which happens when the punching die runs off the paper and only punches part of it. If you will only be punching standard 8 ½ x 11-inch paper, this may not be a necessary feature.

Any printer, organization or business that creates books or reports can benefit from owning their own binding machine. Contact Office Zone for more information on binding machines.

Paper shredders come in all sizes, shapes and capacities. Choosing the right paper shredder up front will save you a lot of time and money. Knowing a few basic questions to ask yourself before taking the plunge will help eliminate a lot of useless paper shredders from your list.

What are the most common paper shredder complaints? Here are a few of them. The most common complaint is: “My shredder keeps jamming.” Also brought up are concerns about the motor overheating, having to change the srhedder bag too often, the inability to shred staples and more.

If your paper shredder keeps jamming, chances are pretty good that you are shredding too much paper at a time. Before buying a paper shredder, be well aware of how many sheets of paper you would like to shred at a time. Also be aware that if you need to shred 25 sheets of paper at a time, don’t buy a paper shredder that will shred “up to” 25 sheets. Paper shredder manufacturers often like to hype up their shredders. They want to let you know the absolute maximum number of sheets you can run through the shredder before ruining it. This number is usually far too high to run on a continuous basis. We recommend you find a paper shredder that will shred at least 20% more paper than you need.

If you need to shred 25 sheets of paper at a time, buy one that will shred up to 30 sheets of paper at a time. Also take into consideration that your shredding volume may increase in years to come.

Not all paper shredders are designed to run on a continuous basis. Many paper shredders have a failsafe that turns the motor off if it gets to hot. This is to prevent damage to the motor. Many paper shredder manufacturers now put thermally protected motors in their shredders. These are known as continuous duty paper shredders.

It is highly recommended to buy a paper shredder with continuous-duty capabilities, even if you won’t be shredding on a continuous basis. You never know when you may need to shred a lot of paper in a day. Most paper shredders will say “continuous duty” on the box. If shopping online, most sites will also state “continuous duty” as a feature.

Is your paper shredder bin filling too quickly? Many people do not realize this, but a strip cut paper shredder will fill up a bin on average almost 60% faster than a cross cut paper shredder. This is because cross cut paper shredders, also known as confetti cut shredders, cut the paper into smaller pieces and easily compact in the shredder bin. Some cross cut paper shredders cut paper into smaller pieces that require even less bag changes. Also be aware that shredders are available with larger bins.

Many people want to be able to shred paper without worrying about staples or the occasional paper clip. In the past, metal pieces would almost definitely ruin shredder blades. Many shredders are now made with hardened steal blades capable of handling staples and the occasional paper clip. Again, this is usually listed on the box or Web site. It is still recommended not to shred particles of metal if it can be helped, but it is nice to have the assurance that a staple or paper clip will not ruin the shredder.

There are many brands of paper shredders available. Many department stores sell low-volume Chinese-manufactured paper shredders that can break down easily. There are a few trustworthy brands that are made from quality parts that will give you an edge on durability. These brands include Destroyit, HSM, Intimus, Dahle, Formax and Kobra. Many of these paper shredders are German-engineered and German-made.

Last, but not least, is maintenance. Proper shredder maintenance will extend the life of your shredder by several years. Many people do not realize this, but paper shredders need to be oiled on occasion. This isn’t a complicated process or messy like changing the oil in your car. It simply involves squirting oil on a piece of paper and running it through the paper shredder. You should oil a paper shredder every time you change the shred bag. It doesn’t take much, but it helps eliminate friction and metal-on-metal wear.

Regardless of the individual or company, everyone should use a paper shredder to destroy sensitive and personal information. Contact Office Zone for more information on paper shredders.

Just a quick note today about our service department. Another benefit when purchasing a machine from Office Zone is the fact your purchase is backed by someone who offer repairs, if needed. In a struggling economy, it’s nice to know that you have the option of repairing or upgrading your used machine. This is a budget friendly option that gives you additional longevity and performance from your office equipment.

Be sure to take a look at our Office Equipment Resources section. Here you will find product guides, step-by-step set-up and operation instructions, frequently asked questions, video demos, and other information to help you get your office equipment up and running as soon as possible. You can also contact our service technician directly by visiting this page.

Questions have been asked and urban legends have been created regarding the safety of paper shredders. Because there are so many paper shredders in circulation, it is good to inform yourself on how to keep pets, children and other individuals from being hurt by a paper shredder. That being said, how true are the urban legends and stories about people being hurt by shredders?

You have probably heard the stories by word of mouth or through chain e-mails about pets and children being hurt by paper shredders. Initially, many people shrug these stories off as being myths. Unfortunately many of them are indeed true. There are documented cases of children getting their hands stuck in shredders and dogs getting there tongues stuck in shredders.

The reason it is so easy for many of these innocent beings being hurt is because many paper shredders have an auto on/off function. A sensor detects when something is being inserted and the shredder automatically turns on accordingly. There are a few things that have been done to prevent these injuries.

Most shredder manufacturers have taken these lessons to heart and have made significant improvements to shredders to try and prevent injury. Many shredders have narrowed the gap on the opening to the shredder, making it much harder to insert fingers. Even better, many manufacturers have actually curved the opening of the shredder and have recessed the shredder blades back farther into the shredder head. This almost eliminates the possibility of injury.

This isn’t to say that these shredders are 100% failsafe. When children and pets are around, it is still a good idea to make sure your shredder is indeed safe. I also recommend unplugging a shredder when it is not in use.

Children and pets aren’t the only ones that can potentially be injured by shredders. Adults can also be injured as well. It is recommended, when shredding, not to wear a tie or long necklaces. It is also recommended to keep long hair pulled back and loose clothing to a minimum. These are all items that can get pulled into a shredder and potentially cause injury.

When clearing out paper jams, use caution. For bad paper jams, sometimes it is necessary to remove the shredder head to remove paper trapped in the shredder blades from below. When this is done, always unplug the shredder. Although safety switches are in place on many shredders, you never know when a shredder may turn on.

With this in mind, do not be scared away by paper shredders. Paper shredders are a great way to destroy sensitive information, old receipts, credit card applications and more. When used correctly, paper shredders are very safe and useful.

You can find a long list of newer and safer shredders at Office Zone.

Do you have a cookbook, a report or perhaps a book that you need to bind? Many people think that binding a document is long, lengthy and complicated process. Others assume that binding has to be done by a publisher, regardless of the volume. This is not the case. Binding is easy, simple and can be done by anyone.

All you need is a printer and a binding machine. There are several “do-it-yourself” binding machines available, with the three most popular binding formats being comb, wire and coil binding. These machines allow you to print your recipe book or novel using a printer. Once printed, the document can be punched and binding elements inserted. The entire process typically takes less than a few minutes.

Speed is an issue for some people, especially if you need to bind hundreds of books per day. Manufacturers have taken this into consideration. Many binding machines are now available in a manual and electric version. The manual version of a binding machine is used for lower-volume binding and requires the individual to pull a handle to punch and binding.

Electric binding machines typically use a motor to punch the holes and often help assist with applying the binding element as well. Electric binding machines make it possible to bind several hundred books a day. You can often double or triple output simply by using an electric motor enabled binding machine.

As mentioned previously, there are three popular forms of binding; being comb, wire and coil (sometimes referred to as spiral). These three binding formats require paper to be punched and elements to be inserted. All three formats are available in manual and electric designs.

Comb binding machines use a plastic element. In the United States, 8 ½ x 11-inch paper is most commonly used. A comb-binding machine will punch a total of 19 holes with this size of paper. The holes are rectangular in shape. One the holes are punched, the comb binding element is opened and inserted through the punched holes. The machine then releases the comb and the binding process is completed. A nice thing about comb binding is that the supplies can be re-used and pages can be removed or added.

Wire binding machines use a wire binding element. There are three hole formats available, being Spiral-O, 2:1 pitch and 3:1 pitch. These hole formats sound complicated, but are easy to use. Again, using 8 ½ x 11-inch paper, a Spiral-O will punch 19 total holes, using a similar hole patter to the comb binding. The 2:1 pitch punches two holes per inch and the 3:1 pitch punches three holes per inch.

The more holes there are per inch the tighter the look of the bound book, however the more holes the fewer the sheets that can be bound. Holes are available in rectangle, square and round, depending on the machine. Different hole patters are not interchangeable with different pitches of binding supplies. It is critical to buy the correct wire binding supplies that match your binding machine. Wire binding machines, similar to comb binding, punch the paper. The wire-binding element is then inserted through the holes and the wire is actually closed shut. Once closed, the wire cannot be re-opened.

Coil binding, commonly referred to as spiral binding, uses a spring-like binding supply. The appearance is much like the spiral notebooks used in elementary school, except that the supplies are made from PVC plastic instead of metal. The plastic coils are available in various colors and diameters.

Coil binding machines punch holes in paper. The supplies are then spun through the holes either manually or by use of an electric coil inserter. Coil binding is available in 5:1 pitch (five holes per inch) and 4:1 (four holes per inch) pitch supplies. Much like wire binding, the different pitches are not interchangeable.

These are just a few of the binding machines available for binding booklets. There is no need to feel intimidated or disappointed at the thought of binding your book. Simply purchase or use a binding machine and bind it yourself!

Have you ever been frustrated with trying to track down a lost or much-needed product manual? Did you know that Office Zone carries several manuals for most office machines? You can find an exhaustive index here. Office Zone has a handy collection of office equipment manuals for most office machines including: paper shredders, paper cutters, laminating machines, money counting machines … you get the idea. All product manuals are available to download in PDF format. Feel free to browse through our extensive library of office machine manuals and download your manual here today.

I got a call yesterday from a customer who bought a low-volume, paper folding machine a couple of years ago. She said it was working well, but now she needed a paper folder that would fold larger sizes of paper. She had been folding standard 8-1/2″ x 11″ paper and had a new project that required 8-1/2″ x 14″ legal sized paper.

The point here is to make sure you initially purchase a paper folding machine that’s equipped with all of the features you may ever need. Most low-volume folders will not fold legal-sized documents. From a pricing starting point, the first model we recommend that can handle such a task is the Dynafold DE-102AF paper folder.

Another thing you probably haven’t considered is a paper folder’s operating speed. This is the maximum speed the motor on the paper folder is capable of running at. This typically is measured in sheets per hour. Most manufacturers will list a machine’s operating speed, but this does not mean the machine should function at this level continually — sort of like your car’s speedometer. The speedometer goes up to 120, but running your car at that speed is insane. That’s why we recommend you operate your paper folder slightly under its operating speed.

Last but not least, and we get this question a lot, be sure you get a paper folding machine that can handle the paper you want to fold. If you need to fold glossy paper, or paper with a somewhat slick surface, friction-feed paper folders are not the answer. You would need an air-feed paper folding machine.

If you learned something new here, terrific! If not, then when would you like to start your new job with us? But seriously, if you’d like to know more, feel free to post your questions, responses here in our blog and we’ll answer them as quickly as possible.

If you’ve decided to purchase a shrink wrap machine, then the next important step is to find the right kind of shrink film. There’s two basic types of shrink wrap film available: PVC and polyolefin.

People often ask, what’s the difference? PVC is the most popular and typically the least expensive shrink wrap film on the market. It’s commonly found in several product packaging applications.

Polyolefin looks similar to PVC, but is distinguished by its stretchy properties. It feels a lot like Saran Wrap. It’s known for its durability and is safe for use with food.

One unique, little-known feature of polyolefin film is the fact that it typically requires a higher temperature to get it to shrink. We have found in our own lab testing that a 220-volt chamber sealer shrink wrap machine works best.

Be sure to take a look a closer look at our shrink wrap film today.