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Could Desktop Office Printers Be Slowly Killing You?

15 Jun 2017
Could Desktop Office Printers Be Slowly Killing You?

​According to a recent report, (The dangers of sitting: why sitting is the new smoking) sitting at your desk for long periods is not only bad for your health but it could shorten your life by up to eight years.

A sedentary lifestyle can cause muscles and joints to weaken and waste away. Lack of movement can also increase the risk of deep vein thrombosis, varicose veins and some types of cancer. On top of that, lack of exercise can lead to weight gain which in turn, can lead to obesity, diabetes and heart disease. It can also affect mental health.

You may be wondering what on earth this has to do with desktop copiers and inkjet printers so let us explain.



Many people like to have a personal copier or printer within arm’s reach. These are convenient; we would prefer to have our documents printed at our desk rather than walking five meters to collect them. It saves us time which makes us more efficient, doesn’t it?

Actually, health experts recommend office workers get up and move away from their desks on a regular basis. Moving around the office gives you a break from sitting still. It gets the blood flowing and the joints moving plus it gives your eyes a rest from the glare of your computer screen. 

Employee absence costs on average £522 per employee per year so it’s in your best interests to keep your employees in good health.

Simple changes such as swapping desktop copiers and printers for shared ones can make big improvements to employee wellbeing. 

Could you reduce your desktop equipment?

Modern offices often have more digital photocopiers and desktop printers, than people. In fact, we recently counted over 200 copiers, inkjet printers, laser printers, desktop scanners, fax machines and plotters serving just 110 employees at a college in Yorkshire.

Take a look around your office. How many printers, photocopiers, scanners and fax machines does your company have? How many people work in your office?

A typical modern, efficient office should have a ratio of one photocopier to every ten people. How does your office compare?

How Document XL can help

Many IT managers and business owners understand that protecting the health of colleagues is important. Our team of print consultants help by conducting a print audit which works like this:

Step 1: We capture data on all the business photocopiers, desktop laser printers, inkjet printers, fax machines and document scanners using a very clever piece of software called Xerox Device Agent (XDA). This sits on your print server and monitors your printing habits for between 30 and 90 days.

Step 2: Whilst this software is running, our team of print consultants, with your help, plot the locations of all the staff and each business machine in the office. You’ll be amazed at how often we find desktop printers which the IT Manager is unaware of.

Step 3: We then work out how much the current fleet of printers and copiers costs to run, (including expenditure on printer repairs, ink cartridges, printer warranties, waste toner bottles, fusers and other copier consumables).

Step 4: once we have captured all this information, we produce a report with our recommendations.

Occasionally, we find that a business is running an efficient system and we congratulate the IT Manager for buying or renting their photocopiers and desktop printers wisely and effectively.

However, it’s more common for us to find a variety of copiers and printers in use, leading to duplication, waste and other inefficiencies.

Our recommendations often include a gradual transition to a fully managed print service to help you save money and improve employee wellbeing. Working with Xerox UK, we guide and support you to gradually roll out a consolidated Xerox Managed Print Solution.

Our ultimate aim is to help you achieve certain goals, including improving the efficiency of your printer fleet, improving the well-being of your staff and reducing overheads.

By working with Document XL and Xerox UK, your business can become more profitable and attain that all important competitive edge.

If you’d like to find out more about our print audit service or the best print management solution for you then contact Document XL today.

08456 448 600.

[email protected]

We supply new, used and refurbished office machines across Leeds, London, Rochdale, Yorkshire, Lancashire and the UK.


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