Do you have a spring cleaning routine for your office?
It’s about that time of year, so get your team involved and make your office shine! Even if you don’t have a routine, this time of year can serve as a great reminder to “spring clean” your Xerox office equipment.
While of course you can dust it off if necessary, that’s not the kind of cleaning we’re necessarily talking about—the earlier months of the year are the ideal time to check for updates, confirm your security settings, and more basic maintenance and upkeep. In this post, we’d like to discuss a few items that should make your Xerox spring cleaning checklist.
Keep Your Firmware & Drivers Updated
As you probably already know, your Xerox printer has a very long list of features (some of which you might not even know about!). In order to keep everything running smoothly, you should make sure your firmware is up-to-date and, if necessary, also update the drivers you’re using on any of your office workstations.
It’s actually much easier than you might think—if you haven’t upgraded your office printer in a very long time, you might cringe at the thought of updating drivers—gone are the days of technological headaches. Xerox in particular has made it incredibly easy to keep things up to date with their automatic firmware updates, which can be conveniently scheduled to occur at night.
Take a moment to go into the system settings of your printer and make sure your automatic firmware updates are turned on. If you need to update drivers on any of your office computers, simply navigate to the official Xerox support page, enter in the make and model of your Xerox MFP, and download the latest updates.
Double-Check Your Security Settings & Remind Employees About Security Measures
The beginning of the year is the perfect time to make sure that your security settings are still to your liking. Consider changes that your company may have made within the past year—for example, are there any employees who are no longer with you? If you use a username and password authentication system, you can remove the old username from your printer.
If you use a PIN code to allow employees to access the office equipment, now is also a great time to select a new one—yes, your team may gripe about it a little, but updating passwords and PIN codes is an important security measure.
You may also wish to hold a brief meeting or send out a memo that reminds employees about security precautions in the office (e.g., to never share their username and password with anyone).
Print a Configuration Page to Confirm Your Settings
Xerox printers and MFPs can print what’s called a configuration page. This is a physical sheet the device can output that goes into great detail about the various different settings which have been configured on the unit. It can give you a great deal of information about things like whether or not the system software is up to date, statistics about how the printer has been used, and more.
To print a configuration page, navigate to the device’s system settings and select the “print configuration page” option found on most newer Xerox models.
Get Upgrades & Learn More About Your Office Equipment
Did you know that Smart Document Solutions has two locations? We’re available to serve you in both Phoenix and Flagstaff. We can give you maintenance tips for your Xerox office equipment, or if it’s time for an upgrade, our professional staff of experts would be more than pleased to answer any questions you may have.
If you already know what kind of Xerox office solution you need, you’re more than welcome to contact us for a free quote.
