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How much value can Managed Print Services add to your business?

How much value can Managed Print Services add to your business? In today’s tough economic climate, managers are increasingly looking for ways to add value to their businesses, especially when it comes to large overheads such as essential printing costs. Printing is an expense which places significant demands on a business, in terms of both the physical costs of machines such as paper and ink, but also the large time commitments of already busy IT departments. An increasing number of businesses are beginning to take advantage of Managed Print Services (MPS). So, we thought it would be useful to look at the value this professional service can add to businesses.

Reduced downtime

For businesses which rely on trouble-free printing, a Managed Print Service can quickly prove its value through regular, periodic maintenance. If the IT team are struggling to get to grips with finding faults or maintaining the increasingly complex high-tech printers, a Managed Print Service maintenance plan will ease the pressure. The Managed Print Service will provide an experienced team to take care of everything, so staff are free to carry on with their day-to-day tasks.

In fact, many businesses which subscribe to a Managed Print Service may not even notice the issues, as often they are solved before the efficiency of printing is affected. As part of a maintenance programme, the wearing parts and consumables are replaced automatically by trained staff, who visit the business at key intervals.

Improved efficiency

The majority of organisations do not have the time or resources to devise a print strategy, with could help improve efficiency across the business. The amount of time employees spend on tasks such as printing, scanning, replacing cartridges and repairing malfunctions can be surprisingly time-consuming.

It is common for businesses to be unaware of the potential improvements in efficiency, which a professional print management company will be quickly able to implement. A professional print management team will get to know the individual requirements of your business, so that you benefit from any potential improvements to workflows. The print company will then quickly build a profile of every machine within a business, with continuous improvements made to improve the workplace efficiency.

Reduced costs

The majority of businesses do not have an accurate figure for their printing costs, as most will only consider the costs of physical goods and servicing. There are also several indirect costs that businesses should factor into calculations including lost productivity, maintenance and downtime. It is estimated that printing costs for a business can total between 1-10% of an organisation’s revenue, which represents a significant cost.

A print management company will calculate an accurate cost of the business’s printing, which will allow the business to see the overall picture. By understanding the small details, it will quickly become clear where savings can be made. A Managed Print Service will then devise an efficient strategy to monitor and manage equipment and consumables, which could bring an organisation cost savings of up to 35%. This will be achieved by consolidating supplies, automating consumable replacements, reducing outsourcing costs and optimising equipment placement to deliver brilliant savings.

Improved flexibility

Printing requirements across a business’s departments can vary dramatically. A knowledgeable MPS provider will be able to build a bespoke printing programme, which could include new solutions such as mobile printing or implementing new document sizes and formats. By always having an expert at hand, businesses benefit from the latest knowledge and improvements in technology, which can improve levels of productivity and flexibility across departments.

Improved cash flow and lower capital expenditure

For businesses of all sizes, purchasing a new fleet of printers can be a large cost, but Managed Print Services can provide a variety of affordable payment plans. A popular choice among many businesses is a pay-per-page contract, with hardware leased from the print manager. This is ideal for companies which are looking to avoid large bills every few years. Businesses also benefit from real-time updates about their usage with useful forecasting tools for future costs.

Reduced environmental impact

As printing efficiency improves across the business, the amount of paper, consumables and electricity required will dramatically decrease. An effective Managed Print Service will incorporate a monitoring system into the package, which will help businesses identify a variety of usage levels. If usage suddenly increases, it is quick and simple to intervene and take measures to further reduce the environmental impact of the business.

At ASL we understand that every business is unique, so our team are committed to getting to know the intricacies of your printing demands. Whether you have a few printers in your office, or multiple businesses across the area with a variety of printing equipment, we believe we can assist. If you would like more information about how our Managed Print Services could add value to your business, please contact our experienced team today.

Andrew HoyleHow much value can Managed Print Services add to your business?
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How to successfully implement Managed Print Services

Nowadays, many businesses have chosen to implement managed print services as it allows them to considerably reduce the cost of printing.

That is because the maintenance of the machines, as well as all the costs of consumables, are all taken care of as part as one single package.
The implementation of an MPS such as ASL will also mean the IT team will spend less time maintaining the printers and more time concentrating on tasks that will make a significant difference to the business. However, in order for the transition to an MPS to be successful, you will need to put a strategy in place so that it causes the least disruption possible to your business.

The most important thing is to, first of all, evaluate what your business needs, when it comes to MPS, there isn’t a one size fits all solution. You will want to know how often you print, how much ink you need and how long on average your IT team spend maintaining the printers and copiers. Whilst ASL can assist you in the process, it is probably best for you to confer with your IT team so you have a real idea of your needs. They will be able to tell you how often the ink or toner has to be changed and how often they have to carry out any other maintenance. Based on that information, you will then know what kind of MPS your business needs. Then after that assessment, ASL will decide to either redeploy your current equipment if it is deemed adequate or to retire it if we think that is obsolete and no longer suit your needs. However, it is not only about how often you use your printing equipment, it is the whole of the printing processes which need analysing.

In order to understand your printing processes, we will need to know how often you need the printer but also which departments are printing the most as well as which programs are generating the most print requests. This information will determine the quality of print that is used, for example, if the design department is the one that prints the most, then it is highly likely they will print in high definition or that it will need its own printer so that it doesn’t disrupt the workflow of the other departments within the business. Additionally, we will also need to know how often documents are copied or scanned; this will help us determine whether you need a multifunction machine or not. Those needs can also go beyond the print production of documents, some of the devices we supply also have an integrated stapler which means it is possible to print and present documents in a professional way. In-fact when undertaking the deployment of Managed Print Services, it is just as important to understand the print processes as it is the to understand the type of machine you will need.

So that we can deploy your MPS efficiently, ASL will also need to know more about your business, and while it is primarily office based businesses which need printing solutions, there are managed print services for all types of businesses. We will need to know the size of the business, it might sound obvious, but the bigger the business, the more printing devices will be needed. Then we need to know the print requirements of each department in the business; the mail-room, for example, won’t have the same requirements as the sales office. That will help us understand which sort of printer and how many printers are needed within the building. However, the most important part of this process is to get an idea of how your IT infrastructure works; in other words, do you manage IT internally or do you get an external company to manage your IT systems. We will then communicate with them to ensure everything is running smoothly and to set up the maintenance alerts so that we can prevent any mishaps from occurring and save you valuable time.

Once, the machines have been installed, you will have to train staff to learn the print management software.
This is the final stage of any MPS deployment but the most important one, they will need to know how to send a document to print and how to copy so that print productivity is maintained.

In order for the deployment of an MPS to be rolled-out successfully, we, therefore, require a variety of information so that we can spec out the best solution for your business in order to help you optimise productivity. If you work with your MPS provider and communicate with them on a regular basis, they will be on-hand to help you when the business expands so that those processes can also run smoothly. Communication is also key to the successful deployment of the MPS solution because we will to liaise with you on a regular basis to ensure the system is working for you.


Andrew HoyleHow to successfully implement Managed Print Services
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Photocopier maintenance: The ultimate guide

When it comes to the photocopier that your business uses, keeping it in peak condition is key. This will not only ensure better copies are produced but also lead to less frustration with reduced breakdown issues on the whole. It will also help to extend the lifespan of the machine as regular maintenance is a major factor for longevity.

But what are the best ways to keep your photocopier in excellent condition?

1. Read the instruction manual 

This is an obvious tip, but you would be surprised at how many businesses don’t bother to! While there are lots of superb general tips for photocopier maintenance, there can be special tasks for each individual model or specific ways of operating them. By reading the manual you will know how to operate it properly so you avoid any breaks in service or jams. It will also ensure you know the recommended manufacturer methods on any necessary maintenance.

2. Clean that glass

One area that needs regular maintenance on all copiers is the photocopier glass that you put documents on to copy. This glass soon builds up with high levels of dust and grime and should be cleaned at least once per day. If not, you will start to see smears or streaks on your copies. Invest in some proper photocopier glass cleaner and give the copier glass a wipe down with it each day.

3. Remove dust from inside too

As well as dust on the glass building up, it is a problem if the internal parts of your copier get too dusty also. To maintain these parts, get a dry cloth that is soft and give the inside parts of your copier a gentle dust over. This will get rid of any pesky debris that could lead to jams or bad copies. For those hard to reach places, compressed air in a can be used instead.

4. Don’t forget about the ink cartridge head

While you are generally maintaining the internal parts of your copier, take the time to look after the ink cartridge head as well. Once more, dust and grime are the issues here that can affect the quality of your copies if not maintained. Use a damp cotton pad to gently wipe this part of your machine over and get rid of any debris.

5. Maintain the paper rollers

Probably the one major problem all copiers have is paper jams! Anyone who has used a photocopier will have spent some time un-jamming a machine after this has happened. The root cause of a paper jam is dust on the paper rollers which stops the paper moving through them as it should. To maintain your copier so this does not happen, simply wipe the paper rollers with a lint free cloth regularly.

6. Use the right paper and parts

A very common cause of photocopier problems is that the wrong parts or paper are used in the machine. This then leads to the copier not working to its full capacity or not working at all! Your copier, for example, may only be able to handle a certain weight or thickness of paper. If you put anything too heavy or thick in, it will jam. To help with your copier maintenance, always use the correct parts for your individual copier.

7. Clean the drum 

The drum in your photocopier is an essential part that transfers the toner onto the paper to make your copies. Over time, it can get clogged up with toner though and so needs careful maintenance. There is a special tool called a Mylar bar to do this which is easy enough to find online. You simply use the Mylar bar to gently scrape off any excess toner on the drum and return it to peak condition.

8. Give the fuser a once-over too 

The fuser is another key part of your copier that actually sticks the printed toner onto the paper. It can be the cause of many photocopier breakdowns though so is worth looking after. To maintain it well, simply apply some silicon oil to a damp cloth. Once ready, give your fuser unit a wipe down to help remove any excess toner or debris.

Looking after your photocopier is wise

There is no doubt that taking the time to perform photocopier maintenance is a good move overall. Not only will it help to keep it running at peak performance, it will also save you time at work from having to repair any jams. If you need any help with your photocopying needs, then why not give ASL a call? We offer a managed print solution service that is second to none and will help your business thrive.

Contact us today to find out more on how our innovative service and top-class print solutions can help your organisation.


Andrew HoylePhotocopier maintenance: The ultimate guide
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How to use MPS to grow your business.

Managed Print Services (MPS) are an increasingly popular way for businesses to reduce the amount they spend on printing while maintaining the highest quality standards. MPS can also be a great tool to help you grow your business, for example by reducing hardware costs and making your expenditure more predictable.

What is MPS?

When you first contact ASL to discuss Managed Print Services, we will work with you to examine the printing needs of your business and work out what the most efficient and cost-effective solution will be for your business needs. ASL can offer a wide range of options, including colour and mono printing, photocopying, and other services, all with clear up-front costings to help you make the right decisions for your business.

Because ASL supply and install machines for our customers, we can negotiate the best offers, and so pass on fantastic prices to our customers from leading brands including Epson, Ricoh, HP, Canon, Kyocera and others. Because supply and fitting are included in the monthly cost of your MPS contract, you can avoid the need to find large amounts of capital to set up your printing operation, as well as the risks which come with owning such high-value assets.

For a young, growing business – or a more established enterprise looking to expand – the opportunity to spread the capital costs of your printing equipment, software, and installation over a period of time could allow you to free up much-needed funds to spend on other projects.

Innovative software solutions included

Alongside the physical printing equipment, ASL will also supply, install, and configure print management software to enable you to make the most of your new printing systems. Options include cloud printing solutions, and print queuing.

Queuing can be especially useful in helping you to reduce costs and free up cash for growth projects as, by requiring the user to get up and go to the printer to physically trigger the printing process, it ensures that users only print essential documents. A solution like this will also reduce your paper (and energy) use which can significantly enhance your company’s environmental credentials.

Additional, off-site services such as document management, archiving, and retrieval, and consultancy can also be included in your MPS contract.

Monitoring, maintenance and support

Throughout your MPS contract, ASL will provide a full range of monitoring, maintenance, support, and training services as part of an agreed level of service with your business. A unique dashboard monitoring service will provide an overview of the health and status of your printing systems. This information is also accessible to our remote support engineers, who can diagnose and solve most problems using the remote management service, saving you the stress and hassle of having to wait for a service engineer to attend your premises.

For those occasions when your printing hardware needs a little TLC, our expert team of engineers can be with you within hours, as well as arranging regular visits to service, maintain, and upgrade your hardware as needed.

Most software upgrades and updates can be completed remotely, and ASL’s automated notifications system works in the background to ensure that you never run out of consumables.

All of these support, maintenance and upgrade services are included in the cost of your MPS contract. As well as the financial predictability of having one payment each month covering all of your printing needs, you will also avoid the expense of having your own in-house engineers or IT team spending their time on printing issues when they could be supporting the growth of your business.

Growing with your business

All growing businesses have needs which change over time, so your MPS contract can change with you. Perhaps with growth you need to include a larger print output, or increase the number of machines you have in the business, or maybe add a new printing type to your workflow. One key advantage of MPS is that changes such as this can be added to your contract and reflected in small increases – or even decreases – in your payments.

Because your MPS contract can change with your business, you can avoid the expense and hassle of procuring new hardware and software, as well as the increasingly costly process of disposing of hardware which is no longer needed.

A bespoke solution for your growing business

At ASL, we work with your growing business to create a managed printing solution which is bespoke to you and meets all the needs of your organisation, for the best possible price. Contact us today, and we will create a personalised assessment of your printing needs, with a fully costed, no-obligation quote so that you can see precisely how a MPS from ASL can help your business continue to grow.


Andrew HoyleHow to use MPS to grow your business.
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Sales Administrator vacancy

Automated Systems Group (ASL) are looking to recruit a full time Sales Administrator to join the Administration Team at their Head Office in Bar Hill.

Duties include :

  • Processing sales orders and supporting members of the sales team
  • Processing and invoicing of all sales documentation, including finance and service agreements
  • Liaising with finance companies regarding credit proposals, settlements and payment of invoiced deals
  • Resolving any customer or agreement queries, in addition to providing sales and customer information
  • Maintaining customer machine database, with accurate inputting of agreement and service details
  • Answering telephone calls and assist with day to day office administration, as and when required

Key Responsibilities :

  • Timely processing of sales orders, finance and service agreements to obtain prompt payment
  • Ensure agreement and customer details are entered onto database in full, accurately and promptly, to minimise errors, credits and queries
  • Provide excellent sales and customer support

Requirements :

  • Strong communication skills with ability to communicate at all levels
  • Ability to manage own time, prioritise workload and meet deadlines
  • Numerate – knowledge of finance processes would be beneficial
  • Attention to detail.
  • Experience of Microsoft Office

In return we offer :

  • Hours of work Monday – Friday 8:30am -5:00pm
  • 23 Days annual leave in addition to Bank Holidays
  • Excellent training & development opportunities within a growing organisation
  • Life insurance
  • Health club gym membership
  • Childcare vouchers
  • Auto enrolment pension scheme

For more information about ASL please visit our website

Job Type: Full-time


  • administration: 2 years
Andrew HoyleSales Administrator vacancy
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How photocopiers changed the way we work

From their creation in the fifties to their consistent use in today’s modern offices, the humble photocopier is an essential item that businesses simply could not operate without. Transcending the office environment, photocopiers even helped to transform the world of politics and art in the 20th century, providing people with mass information in an incredibly short time frame. To put it simply, getting your message out to a wide audience had never been easier.

In today’s world of information, the rise of 3D printing and more digital-specific methods of transferring data have seen a shift in the way that we work. However, no matter how far technology progresses, we expect to see photocopiers remain an important part of the office for the foreseeable future. Read on as we take a look at the importance of photocopiers and how they changed the way that we work.

Where did it begin?

Up until the fifties, copying a document and spreading printed knowledge was a time-consuming and tedious process that wasn’t accessible to most. It would often mean having to handwrite books and documents in small batches, that would then rely on word of mouth to be shared. Thomas Jefferson was known to use a pantograph, the most stripped back form of a photocopier, created from wood and connected to a duo of pens that would imitate the lead pen, to create mechanical copies. Other crude, yet similar copying machines were created at this time. At the turn of the 20th century, the closest machine to the photocopier, the mimeograph machine, was created.

This all changed in 1959. Xerox introduced the ‘914’, the world’s first easy-to-use photocopier, that was electronically powered and simple enough for any worker to use. The ‘914’ was groundbreaking in terms of its speed and productivity, having the ability to produce around 2,000 copies per month and printing each copy in as little as seven seconds. This made a huge change to the way that information moved around and by 1966, Xerox was printing a total of 14 billion copies for Americans each year. Newspapers, posters and flyers all became staples in offices, for politicians and in the military, helping to shape today’s working environment in a multitude of ways.

How did the photocopier affect offices?

From its introduction to offices in the 1970s, the photocopier completely changed the way that companies and offices functioned, introducing an entirely new way of recording, processing and storing information. Instead of giving a possibility of plagiarism and untruth, the photocopier meant that staff were able to print and store information that workers could understand and gain access to much more easily. The mass-production capabilities of photocopiers and printers also meant that there was added transparency in many companies and office environments, as company directors, managers and employees were able to keep track of past statements and documents.

Outside of the office, the photocopier changed the political landscape, giving minority groups and smaller political parties the chance to be heard by the mass public. Important messages were able to be copied in their thousands, and distributed across cities, regions and even countries. As well as affecting the political landscape, the photocopier also became a huge help to public services and the health industry, providing an easy way to alert and educate the public about certain illnesses or outbreaks. Condé Nast and NBC took advantage of this, using the photocopier to print thousands of copies of posters and fliers that were then distributed across New York for AIDS awareness campaigns.

What did the photocopier mean for creatives?

As well as providing easy-to-access sources of information and data, the photocopier was a brilliant addition to the creative world. Up until its introduction to the mainstream, publishing relied on crude methods of reproduction or hand-crafted creations. For artists and creatives, the scope of potential was much more limited.

The photocopier introduced a new world of possibility, with the ability to create zines, magazines and booklets a reality for anyone. Illustrations could be mass produced and sold to the masses, and creating mixed media work became more attainable and attractive.

Advertising and marketing industries hugely benefited from this, discovering new and inventive ways to interest and engage the public. This helped to push the marketing industry to new heights, in turn creating space for more printed marketing agencies and an entirely new way of promoting products and brands.

How has the photocopier developed?

Since the photocopier’s introduction to offices in the seventies, there haven’t actually been many big changes. The development of the combi-photocopier was the biggest advancement and one that happened within a decade of photocopiers being introduced to offices. Most offices today now have a combi-photocopier, which has proven to be perhaps the most popular form of the photocopier. Other than this, the majority of changes have been superficial.

Technology advanced and saw photocopiers go from optical scanning to digital, essentially helping them become faster – and adapting to the world of computers. Rather than using light to scan and process a document, a document on a digital photocopier is first scanned and then saved as an electronic file which is used to print a replica. The results of digital photocopiers are superior to their predecessors, and a noticeable difference of print quality is apparent between the two. In today’s offices, you’ll only find digital photocopiers and combi-photocopiers.

Andrew HoyleHow photocopiers changed the way we work
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How to know which printer services are right for your business


From small businesses to large, almost every workplace will have printing needs. But, if you’re looking for a way to increase the reliability of your printing operation while keeping costs under control, how do you know which printer services are the right fit for your business? In this article, we’ll take a look at some of the options available from ASL, and which companies they may be best suited for.

Managed Print Services (MPS)

A Managed Print Services (MPS) contract begins when you contact ASL to discuss your printing needs. Our expert team will then work with you to understand precisely what printing services you need and develop, install, and maintain a bespoke solution for your organisation.

MPS is cost-effective for businesses which produce moderate to high amounts of printed material, or who need to implement strict monitoring or compliance solutions to regulate document printing or access. An MPS contract includes the cost of procuring and installing all of the hardware and software, so it can also be an ideal option for growing enterprises who are looking for financial predictability and to reduce their capital costs, or exposure to high-value, depreciating assets.

Managed Document Services (MDS)

For businesses with complex or high-volume workflows, Managed Document Services, or MDS, can streamline and optimise your entire document process from ingest to print.

MDS differs from MPS in that it includes print/copy management software and processes, as well as a document management, archiving, and retrieval system. If you have filing cabinets full of documents which seem to get fuller on a daily basis, then you will know the pain of wasting hours trying to find that one piece of paper you need. MDS can remove all of that stress and hassle by ensuring that you, and your team, can access any business document you require in seconds, right from your workstation.

MDS is also an ideal option for businesses who need to ensure confidentiality and security of the documents in their care. Because ASL offers document management software with full access control and auditing built in, you can be confident that only those who are authorised to access a document will be able to do so. Audit reports will help you to demonstrate your compliance, and ensure that you don’t fall foul of data protection legislation such as the GDPR.

Hardware leasing

Organisations with lower-volume, or simpler, printing needs may benefit from controlling their printing costs through a hardware leasing arrangement. These contracts allow you to procure the latest in copy and print technology for a fraction of the upfront cost and gain financial predictability because servicing, depreciation, and all consumables can be included in your monthly leasing payment.

Equipment leasing is available through ASL for our whole range of business copy and print solutions, from a variety of leading manufacturers including Canon, Kyocera, Ricoh and many others. Because ASL has strong partnerships will all of the leading manufacturers, we can negotiate the best value deals – on hardware and consumables – and pass those savings on to you, the customer, through your contract or leasing agreement.

Consultancy and Project Management

ASL offers all of our customers a bespoke, tailor-made service. However, for the very largest businesses or those with unusually complex needs, we are also able to undertake an entire consultancy and project management service.

With this option, our expert staff will work with your team to develop, implement, and support a printing and document service which will meet the needs of your business. Our project managers are trained to the highest standard, including PRINCE2, and all our engineers are CompTIA accredited, with many also Microsoft certified.

Once the ideal solution for your business has been identified, ASL will procure any necessary hardware, carry out the complete installation on your premises, and then work with you to train your staff to make the most of your new systems. Ongoing support is also covered, with our engineers and remote support teams available on call 24/7.

Software Options

If your business already has the printing hardware it needs, you may like to consider adding print management software to your set-up. Organisations which process and need to keep track of a large number of documents may want to examine a file management programme, or scanning software, to aid in digitising their workflow. Businesses whose primary concern is cost-control would benefit from print-queue management to ensure that staff are only printing essential documents, and reduce paper use.

ASL can supply a range of industry-leading software options, as well as offering support and assistance with installation, and staff training.

Whatever the size and shape of your business, contact ASL today to find out which of our printer services options best suits you.


Andrew HoyleHow to know which printer services are right for your business
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We are looking to recruit a full time Sales Administrator to join the Administration Team at our Head Office in Bar Hill

Automated Systems Group (ASL) are looking to recruit a full time Sales Administrator to join the Administration Team at their Head Office in Bar Hill. Duties include :

  • Processing sales orders and supporting members of the sales team
  • Processing and invoicing of all sales documentation, including finance and service agreements
  • Liaising with finance companies regarding credit proposals, settlements and payment of invoiced deals
  • Resolving any customer or agreement queries, in addition to providing sales and customer information
  • Maintaining customer machine database, with accurate inputting of agreement and service details
  • Answering telephone calls and assist with day to day office administration, as and when required

Key Responsibilities :

  • Timely processing of sales orders, finance and service agreements to obtain prompt payment
  • Ensure agreement and customer details are entered onto database in full, accurately and promptly, to minimise errors, credits and queries
  • Provide excellent sales and customer support

Requirements :

  • Strong communication skills with ability to communicate at all levels
  • Ability to manage own time, prioritise workload and meet deadlines
  • Numerate – knowledge of finance processes would be beneficial
  • Attention to detail.
  • Experience of Microsoft Office

In return we offer :

  • Hours of work Monday – Friday 8:30am -5:00pm
  • 23 Days annual leave in addition to Bank Holidays
  • Excellent training & development opportunities within a growing organisation
  • Life insurance
  • Health club gym membership
  • Childcare vouchers
  • Auto enrolment pension scheme

For more information about ASL please visit our website

Job Type: Full-time


  • administration: 2 years

Apply here

Andrew HoyleWe are looking to recruit a full time Sales Administrator to join the Administration Team at our Head Office in Bar Hill
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How to lease a copier from ASL Group

Is your business considering a leasing arrangement for its photocopiers? There are plenty of good reasons to do so, including:

1. The cost savings that come from having an affordable monthly leasing payment rather than a large, single capital purchase expense on your books, followed by regular servicing, maintenance and repair costs.
2. The ability to optimise your business copier arrangements with the best technology and copier equipment on the market matched entirely and exactly to your needs.
3. The support and expertise of an expert copier maintenance team on hand when you need them, including engineer callouts if any errors occur.
4. Broader support from the experts in areas such as copier asset planning, migration to a paperless office and other relevant documentation management and digital solutions.
5. The removal of the copier management and maintenance burden from your in-house resource – allowing your IT team to focus on actual IT provision, including strategic issues that affect all modern businesses – rather than spending time attempting to fix jammed and archaic copiers that are no longer fit for purpose!

So you’ve already been convinced of the many reasons to lease a copier – but how do you go about it once you’re ready to move ahead?

lease a photocopier from ASL

The leasing process explained

Get in touch!

Firstly, get in touch with ASL Group who will be delighted to discuss your needs and to put together an initial proposal for your business.

Defining your needs

We will send out one of our team to your business to assess your needs, get a sense of what you are looking for in terms of copier kit, accessibility and numbers, and then refine your brief. By determining your needs we can then put together a proposal that completely matches your business requirements. Our expert will ‘rightsize’ your copier provision under the lease arrangement so that your business has the full operational capacity for printing without downtime or delays, and also without excess kit or capacity. By optimising this balance, your business has access to the latest copier kit without waste or excess cost.

Signing the paperwork

We will put forward our proposal to you which will include details of the copier makes and models that we think will best suit your unique needs, based on the assessment we have carried out and the details you have shared with us, the number of copiers you need (for example at different locations) and the degree of service availability that you want for elements such as copier consumables purchasing, servicing, maintenance, callout turnarounds etc. We will work with you to get to the point where the proposed service agreement that we have put together for you completely matches your needs – and your available budget. Remember, buying a professional business-quality copier is a big investment, especially for an SME. When you lease a copier, however, you replace this sizeable cost with an affordable monthly lease arrangement that spreads the hire cost over a defined period of time. Again, we offer a series of leasing period arrangements so that your monthly cost can be truly flexible to your needs.

Implementing the contract

Once you have signed your paperwork and set up the lease payment, we will move ahead and purchase your professional new copier kit. Where required we will dispose of and recycle your existing and redundant kit, and then set up your new copiers so that they are ready and working. We will train staff as required on the usage of your new copiers and provide a regular servicing schedule to ensure that they run as effectively as possible. We will also make sure that your in-house leads have all relevant contact details for our engineers and understand the process of calling our photocopier maintenance team for any problems, according to the terms of your contract.

Managing the contract

Once this process is up and running we will check in regularly to ensure you are happy with your new copier provision and that everything is working as it should be. We will then stay in regular contact for any queries or extra support that we can offer you, as and when you need it. You will have a named account manager who is there to discuss any queries, services or issues that you might encounter and we will provide regular reports with details of the KPIs of your contract to demonstrate the quality of our delivery.

Support when you need it

One of the great advantages of photocopier leasing is that you have expertise on hand when you need it. Many of our customers call us in to help them start to plan for digital document management or to understand specific related issues such as the new GDPR and its impact on physical customer document copying and storage. In all cases, we can provide general advice and guidance or specific consultancy and service delivery according to your needs. We pride ourselves on delivering an excellent service and we have the customer reviews that support our efforts!

Please get in touch today to find out more and we will be delighted to help.


Andrew HoyleHow to lease a copier from ASL Group
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How to make managed document services work for your business

Most medium to large businesses generate large quantities of paper documents as part of the everyday workflow. From incoming and outgoing post to internal business documentation; accounts, tax records, invoices and receipts to personnel records, all are likely clogging up your company’s filing cabinets right now.

Quite apart from the cost implications of generating, and storing, all of this printed material; storing your companies records on paper raises issues of security, business continuity, and – frankly – whether you can actually find the documents you’re looking for when you need them.

Managed Document Services offers a potential solution to all of these issues, by providing an integrated, cost-effective, secure workflow to handle, store, and retrieve all of your business documentation.



The bottom line for any business is money, which is why it’s important to know that a bespoke Managed Documents Service from ASL could save your business, on average, 30% of what you currently spend in this area. Savings come through:

– Reducing the amount of staff time spent managing documents, especially searching for and retrieving seldom used paperwork from the depths of your paper filing system, freeing your team up to do work which genuinely matters.
– Cutting down on the amount of printing your business needs to do. Even though it’s a task most office workers carry out many times a day, printing is increasingly one of the principal expenses for a business. This is especially true once the cost of ink, and power, are factored in. A quality MDS can significantly cut down on the amount of printing needed, and save you money.
– Storing your records digitally means that you will no longer need all the space currently taken up by filing cabinets and archive boxes, so you can use it for a more valuable activity, or even have a smaller office and cut down your rent every month.


In these days where individuals have greater rights to privacy and are more concerned with the protection of their personal data, it is vital for every business to secure their records appropriately. This is especially true at the current time, with the General Data Protection Regulation coming into force on May 25th, and imposing fines potentially exceeding 20,000,000 Euros on any business which doesn’t have adequate privacy safeguards in place.

Managed Document Systems from ASL incorporate stringent and effective security mechanisms, and allow you to have fine-grained control over who can access what data, and from which areas of your business. All of your data can also be encrypted, meaning that even if your office were to suffer a break-in and the servers storing your data be stolen, the thieves would still be unable to access your records without your encryption key. All offering a far higher level of security over paper records alone.

Business Continuity

Once you have a secure, digital repository for all of your business documents, it becomes a trivial task to backup and secure that data in an alternative location. ASL can arrange for regular backups of all of your data in off-site, secure locations. Backups such as this ensure that if you ever lose access to your usual office (e.g. through natural disaster, theft, or any other disruption), you will still be able to access your data, and get your business back up and running in a matter of hours.


Reducing the amount of paper and printing your business carries out will reduce your ecological impact significantly. In fact, combined with other savings such as cutting postal bills, and reducing the size of space you need, businesses can reduce their carbon footprint by as much as 60% through fully utilising one of ASLs individually designed, bespoke Document Management Systems.


As a fully digital system, ASL can configure your Document Management system to create an auditable trail of every action which is performed on every document uploaded into the system. You will always know whenever a document has been accessed, and by whom. Records will be kept of any copies made, and the date and time that any actions are carried out. Access logs will also be maintained within the DMS, ensuring that you are aware as soon as possible if any individual – even from within your own company – attempts to access any information they do not have access to.

These measures mean that it becomes straightforward for you to demonstrate your business’s compliance with the GDPR, as well as various ISO, SOX, and standards going forward.

If you think that your business would benefit from a bespoke Managed Document System, please telephone or email us here at ASL today so that we can arrange a free, no obligation discussion of your needs and help you to arrange the most effective, best value for money solution to help manage your business documentation and paperwork.

Andrew HoyleHow to make managed document services work for your business
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