Blog Archives - Allied Office Machines

Cyber scams to watch out for right now

Cybercriminals are becoming increasingly convincing. They are no longer relying on obviously suspicious emails or poorly written messages – they are using trusted brands, AI-generated content and fake software updates to catch people off guard.

Here are three scams businesses and employees should be watching out for.

Claude/ChatGPT/YouTube scam

This is how it goes:

You search something normal like “how to free up disk space on Mac.”

Google comes up with a ChatGPT conversation with step-by-step instructions. It’s on the actual ChatGPT website and looks completely legit.

The instructions tell you to open Terminal, paste a command, and enter your password.

You do it. Because why wouldn’t you?

And just like that, you’ve handed over access to your machine.

The attacker created a shared conversation designed to rank in Google and target the exact workflow you’d trust.

Another example:

Advert: Claude Pro costs $20/month.

But here’s how you can get it for free…

Head over to the mentioned YouTube tutorial.
Open Command Prompt.
Paste the line he provides.
Ignore the weird AI-generated mannerisms.

And just like that, you gave a scammer access to your computer.

Hackers are building AI-generated YouTubers to run scams like this.

This video has 34k+ views, 2k likes, and comments saying it worked. It’s all bots.

One rule that will save you: Never paste something into Command Prompt or Terminal if you don’t actually understand it yourself.

The fake DocuSign link

One phishing email almost cost an accounting firm everything.

Jodi, the firm’s founder, received what she didn’t realize was a fake DocuSign.

The night before, her favourite team won the championship and she was running on fumes when the email hit her inbox.

So she clicked.

By the end of the workday her email froze. Then her computer locked her out entirely. A threat actor was logged in from Canada, with access to everything from financial records to sensitive data.

Huntress software flagged the sus VPN login automatically.

Dave, head of the firm’s trusted MSP, got the alert mid-carpool. By the time he walked through his front door, Huntress had already kicked the attacker out and locked down the tenant.

Jodi’s words when the forensic audit came back clean: “You guys saved my company.”

When you’re not at your best, the basics can help keep you safe:

1. Conditional access policies, especially on sensitive accounts
2. MFA enabled and enforced across the board
3. Unique passwords, keeping corporate and personal accounts separate

Phishing only has to work once.

The fake Microsoft Teams update

Another clever trick is pretending that your usual Microsoft Teams or video-conferencing software needs an urgent update.

Huntress software has identified attacks where criminals create convincing fake video-conference pages and use them to push malicious “mandatory” app or driver updates.

You might see a message saying your Teams version is outdated and that you need to install an update before you can continue. The download, however, may contain malware or give an attacker a foothold on your computer.

Remember: Don’t download updates from unexpected pop-ups, messages or unfamiliar websites. Use your normal software update process or go directly to the official vendor.

The common thread

These scams all rely on the same thing: trust.

A familiar logo. A convincing video. A Teams update that looks completely normal.

The technology behind the attack may be sophisticated, but the best defence is still simple: stop, check and verify before you click or install.

If something feels unusual – even if it looks completely legitimate – ask your IT or security team before taking action.

Source: Huntress

How to choose the best printer & copier supplier for your business

Choosing a new printer or copier supplier is about much more than finding the cheapest machine.

For many businesses, printing and document management remain an important part of day-to-day operations. From invoices and contracts to marketing materials and internal documents, having reliable equipment and responsive support can make a significant difference to productivity.

The right supplier should therefore be more than someone who delivers a machine. They should understand your business, recommend the right technology, provide dependable support and help you control your ongoing costs.

So, what should you look for when choosing a printer or copier supplier?

Look beyond the price of the machine

A low purchase price does not necessarily mean you are getting the best deal.

When comparing suppliers, consider the total cost of ownership, including:

Equipment purchase or rental costs
Cost per printed page
Toner and consumables
Servicing and maintenance
Call-out charges
Replacement parts
Software and additional features
Contract termination or upgrade costs

A supplier should be able to give you a clear picture of what your printer or copier is likely to cost over the lifetime of the agreement.

A proposal that may initially appear to offer the lowest cost can ultimately prove to be the more expensive option. The true value of an investment should be measured not only by its initial purchase price, but by its reliability, efficiency, running costs and expected service life and of course the fairness of the terms of the agreement. A solution that delivers greater long-term value can therefore provide a substantially lower overall cost over its lifetime.

Make sure they understand your business

Every business has different printing requirements.

A small professional-services firm may primarily need fast, reliable A4 printing and scanning. A larger organisation may require multiple devices, high-volume printing, secure document management and integration with Microsoft 365 or other business systems.

A good supplier should ask questions before recommending a product.

For example:

How many pages do you print each month?
Do you mainly print in colour or black and white?
What size documents do you produce?
How important is scanning?
Do you need secure print release?
How many people use the equipment?
Are there multiple offices?
Do you need mobile or cloud printing?
What problems are you experiencing with your current equipment?

The right recommendation should be based on your requirements – not simply whichever machine the supplier happens to sell.

Consider reliability and support

A printer that doesn’t work can quickly become more than an inconvenience.

If your team relies on printing, scanning or copying every day, equipment downtime can disrupt your business.

Before signing a contract, find out:

How quickly will they respond if something goes wrong?

Ask about:

Response times
Engineer availability
Remote support
On-site support
Availability of spare parts
Engineer locations
Typical repair times

It’s worth remembering that the supplier you choose today could be the company you are calling when your printer stops working five minutes before an important deadline.

Check what is included in the contract

Printer and copier agreements can vary considerably.

Make sure you understand exactly what is included before signing.

For example, does the agreement include:

Toner?
Replacement parts?
Labour?
Engineer call-outs?
Preventative maintenance?
Software updates?
Remote monitoring?
Automatic toner delivery?
Technical support?

Also check whether there are additional charges for things you might reasonably expect to be included.

A good supplier should explain the agreement in straightforward language and be happy to answer questions before you commit.

Look at the supplier’s reputation

Reviews and testimonials can tell you a lot about what it’s actually like to deal with a supplier.

Don’t just look at the overall star rating. Look at what customers are saying about:

Reliability
Response times
Engineer visits
Customer service
Communication
Installation
Problem solving

It’s also worth looking at how long customers have been with the supplier.

A company with lots of long-standing customers is often a good indication that it provides consistent service rather than simply competing on price.

Consider security

Modern multifunction printers are effectively networked computers.

They can store, process and transmit sensitive business information, so printer security shouldn’t be overlooked.

Depending on your business, you may want features such as:

Secure print release
User authentication
PIN or card access
Encrypted data
Secure scanning
Automatic data deletion
Network security controls
Audit trails

This can be particularly important for businesses handling confidential financial, legal, medical or customer information.

Ask your supplier how the proposed equipment protects the information passing through it.

Think about the environment

Printing has an environmental impact, so it’s worth considering the sustainability credentials of both the equipment and the supplier.

Look for features such as:

Energy-efficient devices
Duplex printing
Print management software
Reduced toner consumption
Responsible recycling of toner cartridges
Recycling or disposal of old equipment
Energy-saving modes

A good supplier should also be able to advise you on reducing unnecessary printing rather than simply selling you more equipment.

Don’t underestimate scanning and document management

Modern multifunction printers do much more than print and copy.

For many businesses, scanning and document management can be just as important as printing.

Your supplier may be able to help you:

Scan directly to email
Scan to Microsoft 365 or cloud storage
Digitise paper records
Automate document workflows
Route documents to specific departments
Improve document security
Reduce manual administration

When comparing suppliers, think about how the equipment could improve your overall workflow rather than simply replacing your existing printer.

Ask what happens when your contract ends

This is an area that is often overlooked.

Before signing, make sure you understand:

Contract length
Renewal terms
Notice periods
Equipment ownership
End-of-contract options
Early termination charges
What happens to stored data
How old equipment is removed

A reputable supplier should be transparent about these terms from the beginning.

Choose a supplier, not just a machine

Ultimately, the most important decision isn’t necessarily which printer you buy.

It’s who you trust to support it.

The right supplier should take the time to understand your business, recommend appropriate equipment, provide transparent pricing and continue supporting you throughout the life of the agreement.

The cheapest quote may save you money today, but a reliable supplier can save your business considerably more through reduced downtime, predictable costs and better productivity.

The best printer or copier supplier isn’t necessarily the one offering the cheapest machine. It’s the one that provides the right solution, at the right cost, with the support your business needs.

Looking for a new printer and copier partner? Give Steve at Allied Office Machine a call on 01794 526088.

Production-grade scanning, built into your office printer

A closer look at the Ricoh IM C SD series incorporating the superior Fujitsu scanner.

We affectionately call it the Daddy scanner.

In most offices, scanning is still treated as a basic function – something every multifunction printer should “just do.” But the reality is very different. Traditional scanners struggle with anything beyond standard paper, forcing teams to slow down, improvise, or risk damaging important documents.

The Ricoh IM C SD Series changes that completely. With its innovative straight-through paper path, it introduces a smarter, more reliable way to digitise documents – especially the ones that matter most.

The problem with traditional scanning

Most office scanners rely on a curved paper path. While this works for standard sheets, it creates challenges when handling:

Driving licences and ID cards
Carbonless or multipart forms
Receipts and thin paper
Folded or irregular documents

These materials often need to be scanned manually on a flatbed, costing time and introducing risk. Curved paths can also lead to paper jams, skewed images, and damaged originals – all of which disrupt workflows and reduce productivity.

A straight path forward

The Ricoh IM C SD series introduces a straight-path automatic document feeder (SPDF) – a fundamental shift in how office scanning works.

Instead of bending documents through rollers, the system feeds them straight through the device. This simple but powerful change delivers major advantages:

Protects delicate originals like carbonless or thermal paper
Handles rigid media such as plastic ID cards with ease
Reduces jams and misfeeds, improving reliability
Maintains document integrity, even for sensitive materials

This technology enables the device to process everything from fragile receipts to thick ID cards in a single workflow -something traditional MFPs struggle to achieve.

Scan mixed documents in one go

Modern offices rarely deal with uniform paperwork. A single file might include contracts, IDs, receipts, and handwritten notes.

The Ricoh IM C SD series is built for this reality: Automatically detects different sizes and formats, corrects skew and orientation without manual input and scans mixed batches seamlessly in one pass.

This means no more sorting documents beforehand – just load and go. The result is faster processing and fewer interruptions.

Speed meets intelligence

Beyond its hardware innovation, the IM C SD series combines speed with smart automation:

Up to 200 images per minute duplex scanning
AI-driven image correction and optimisation
Automatic classification and routing options
Document feed capacity of 300 pages

These features eliminate repetitive manual steps, helping teams digitise information quickly and accurately.

Built for real-world documents

What sets this technology apart is its versatility. The straight-through feeder is designed to handle:

Thin slips and receipts
Multipart and carbonless forms
Envelopes and folded documents
Plastic cards up to 1.4 mm thick

In short, it’s built for the documents businesses actually use – not just idealised sheets of paper.

Why it matters for your business

Upgrading to straight-through scanning isn’t just a technical improvement – it’s a workflow transformation.

Less manual handling
No need to separate, flatten, or re-scan documents.

Improved accuracy
Automated corrections ensure every scan is clear and properly aligned.

Reduced downtime
Fewer jams and errors mean smoother day-to-day operations.

Better document protection
Critical originals remain intact and undamaged.

A smarter way to digitise

As organisations continue to digitise their processes, the limitations of traditional scanning become more obvious. The Ricoh IM C SD series addresses these challenges head-on with a design that prioritises flexibility, reliability, and ease of use.

The result? A scanning experience that works the way your office actually operates -handling everything from standard paperwork to the most complex document types without compromise.

Managed print services vs buying a printer

For many UK small and medium-sized businesses, printing is essential – contracts, invoices, reports, marketing materials, compliance documents. But when it comes to managing office printing, there is a big question:

Should you buy a printer outright, or invest in a managed print service (MPS)?

Both options have advantages, but the right choice depends on your business goals, budget, and long-term growth plans. In this guide, we break down the real costs, benefits, and risks of each option to help UK SMEs make the right decision.

What does “Buying a printer” really mean?

Buying a printer usually means:

Purchasing the hardware upfront
Buying toner and consumables separately
Paying for repairs and maintenance as needed
Managing supplies internally
Replacing the device when it becomes outdated

At first glance, this seems like the cheaper and simpler option – especially for small teams.

But the true cost often goes beyond the purchase price.

The real cost of buying a printer

Many SMEs focus on the upfront hardware cost (for example, £300–£2,000 depending on the device). However, hidden costs include:

Consumables

Toner and ink are expensive – especially for high-volume businesses. Branded cartridges can cost hundreds per year per machine.

Repairs & downtime

When a printer breaks:

You pay call-out fees
You pay for parts
Your team loses productivity

Unplanned downtime can disrupt operations, especially in legal, finance, and construction sectors.

Over-spec or Under-spec purchasing

Many businesses:

Buy a printer too small for their workload (causing breakdowns)
Or buy a machine far more powerful than needed (wasting money)

No usage monitoring

Without tracking usage:

Departments may overprint
Waste increases
Costs creep up unnoticed

Over time, buying outright often becomes reactive rather than strategic.

What is managed print services (MPS)?

Managed print services is a fully supported print solution where:

You lease or subscribe to equipment
Maintenance is included
Toner is automatically supplied
Usage is monitored
Costs are predictable
Support is ongoing

Providers like Allied Office Machines manage your entire print environment so you can focus on running your business.

Benefits of managed print services

Predictable monthly costs

Instead of surprise repair bills or emergency toner purchases, you pay a fixed monthly fee. This makes budgeting far easier.

Reduced downtime

Most MPS providers offer:

Remote monitoring
Automatic fault alerts
Fast engineer response times

Problems are often fixed before your team even notices them.

Automatic toner replenishment

No more last-minute cartridge runs. Supplies are delivered automatically when levels run low.

Scalable solutions

As your business grows, your print setup can grow with you — without large capital investments.

Print auditing & cost control

Managed services provide reporting on:

Print volumes
Department usage
Waste patterns
Security risks

This helps to reduce unnecessary printing and cut costs long term.

When buying a printer makes sense

Buying outright may be suitable if:

You print very low volumes
You’re a micro-business (1–3 employees)
You rarely need support
You don’t require advanced security or compliance features

For very small operations, a simple desktop printer may be sufficient.

When managed print services is the better option

MPS is typically better if:

You print regularly
Multiple employees share devices
Downtime affects productivity
You need secure printing
You want to reduce overall print spend
You prefer predictable monthly costs

Security considerations (often overlooked)

Modern printers are connected devices – meaning they can be vulnerable to cyber threats.

Managed print solutions often include:

Secure print release
Data encryption
Network security configuration
GDPR-conscious setups

If your business handles sensitive client data, this is a major advantage over unmanaged devices.

The strategic question: Reactive or proactive?

Buying a printer is typically reactive:

Something breaks → you fix it.
Toner runs out → you order more.
Costs rise → you absorb them.

Managed Print Services is proactive:

Issues prevented before downtime.
Usage monitored and optimised.
Costs controlled strategically.

For growing UK SMEs, proactive usually wins.

Long-term savings

Managed print services is often the smarter investment.

Final thoughts

For SMEs, printing shouldn’t be a headache – but unmanaged devices often create hidden costs and operational disruptions.

The real question isn’t just “Which is cheaper?”
It’s “Which gives my business the most control and stability?”

If you are unsure which option is right for your organisation, a print audit can reveal where money is being wasted – and where savings can be made. Contact us on 01794 526088 and speak to Steve.

Cybersecurity: The AI vs. AI arms race in 2026

In 2026, the digital battlefield has moved beyond simple firewalls. We are living in an era of automated warfare, where the security of your data depends on whether your defence AI can outsmart an attacker’s AI. As the landscape shifts unpredictably, staying “safe” requires a fundamental shift in strategy.

The rise of agentic AI malware

AI is no longer just a tool; it’s the combatant. Attackers now deploy autonomous agentic malware that scans for vulnerabilities and adapts its attack patterns in real-time without needing a human “pilot.”

The threat: AI bots that blend into your network traffic, making them nearly invisible to traditional detection.

The action: Shift to layered security with AI-powered monitoring that can spot anomalies at machine speed.

Deepfakes and high-fidelity phishing

The “African Prince” emails of the past are gone. Today, attackers use publicly available data and voice synthesis to create terrifyingly convincing clones of colleagues or CEOs.

The threat: Realistic video calls and voice notes designed to trick employees into authorized wire transfers.

The action: Establish out-of-band verification. If a request seems urgent, verify it via a secondary, pre-approved channel.

The “everything” attack surface (IoT)

Your coffee machine might be the weakest link in your corporate network. From smart thermostats to office routers, everyday devices are now prime entry points.

The threat: Poorly secured IoT devices hijacked into massive botnets.

The action: Change all default passwords immediately and segment IoT devices onto their own isolated network.

Identity is the new perimeter

In 2026, hackers don’t “break in”- they log in. By stealing credentials and session tokens, they bypass the front door entirely.

The threat: Stolen identities are the #1 cause of breaches in both government and private sectors.

The action: Adopt Zero-Trust architecture. Never trust, always verify, and enforce strict Multi-Factor Authentication (MFA).

Summary of actions for 2026

Audience	Primary Strategy	Key Action
Individuals	Personal vigilance	Use MFA and treat all “urgent” digital requests with scepticism.
Small Businesses	Staff readiness	Conduct AI-scam simulation training and enforce strong password hygiene.
Enterprises	Tech integration	Invest in AI-augmented analytics and identity-first security protocols.

The regulatory hammer

The “wild west” era of data handling is over. Globally, regulatory frameworks have tightened, and executives are now being held personally liable for compliance failures and poor security governance.

Advice: Don’t treat compliance as a “check-the-box” exercise; build it into your core architecture to avoid massive fines and reputational ruin.

Closing thought: The technologies transforming our world are being weaponized against us. In 2026, the only way to stay ahead of an AI-driven threat is to fight fire with fire – deploying smarter, faster, and more resilient AI defences.

The hidden cost of cheap printers

When a business needs a new printer, it is easy to be swayed by the cheapest option on the shelf. After all, a printer is a printer… right?

Not quite.

Low-cost printers often come with a price tag that looks appealing upfront, but their hidden long-term costs can quickly outstrip what you would have spent on a quality device. For many businesses, the “bargain” ends up being the most expensive choice of all.

Here is what really makes cheap printers costly.

Expensive ink and toner – the real money pit

Manufacturers often sell printers at or below cost and rely on consumables for profit.
With cheaper models, you will typically find:

Small capacity cartridges (fewer pages per refill)
Inefficient ink usage
Restricted use of third-party toner

That low-cost printer can quickly become a high-cost subscription you never signed up for.

Result: A printer that “saved” you £50 can easily cost thousands more in ink over its lifetime.

Frequent breakdowns and repairs

Cheap printers are built with cheaper components. The result?

More paper jams
Slower print speeds
Parts wearing out early
Increased downtime for your team

Even worse, replacement parts are often limited or deliberately expensive, making it feel easier to buy another cheap printer – and the cycle continues.

Result: Lost productivity and higher replacement frequency.

No real service or support

When a budget printer stops working, who do you call?
Most low-cost brands offer:

Minimal or no phone support
Long response times
“Return to base” requirements
Short warranty periods

For a business that relies on printing to operate, this lack of support can bring workflows to a halt.

Result: You become your own service department.

Lower print quality and inconsistent results

Cheap printers often struggle with:

Colour accuracy
Sharp detail
Double-sided printing
Even text alignment

This may not matter for casual home use, but for businesses producing proposals, forms, or client-facing documents, quality counts.

Result: Poor print quality reflects poorly on your business.

Slow printing = slow staff

Time is money.
Budget printers are often slow, noisy, and unable to handle the workload of a busy office.

Typical limitations include:

Slow warm-up times
Low print-per-minute speeds
Small paper trays
Frequent “cool down” pauses

Multiply those small delays by dozens of staff, and the cost becomes clear.

Result: A “cheap” device quietly drains hours of productivity.

No security features

Modern business printers include:

User authentication
Secure print release
Data encryption
GDPR-compliant logging

Cheap printers typically offer none of this, leaving sensitive documents exposed.

Result: Security risks increase — and regulatory fines or data breaches can cost far more than a good printer.

Higher environmental impact

You’ll often see:

Smaller cartridges = more plastic waste
Shorter lifespan = more landfill
Inefficient energy use
Poor component recyclability

What looks cheap often ends up being the least environmentally friendly choice.

Result: Higher waste, higher energy costs, lower sustainability.

The better choice: Invest smart, save long-term

A reliable business-grade printer or multifunction device may cost more upfront, but it saves money on all of the following:

Ink and toner efficiency
Reliable uptime
Faster printing
Stronger security
Professional print quality
Proper servicing and maintenance
Longer lifespan

When paired with clear, transparent contracts and a responsive service provider (like we offer at Allied Office Machines), the lifetime cost drops dramatically – and the experience improves just as much.

Final thought

A cheap printer is never cheap.
It’s merely inexpensive to buy and very expensive to own.

If you are considering your next printer or want a cost comparison, we would be happy to help you choose a solution that is reliable, cost-effective, and built for real business use.

Unethical contracts – what to look out for

When businesses invest in essential business hardware such as printers/copiers or IP phones, the technology is often reliable. The real risk lies in the contracts behind them. Unfortunately, on occasions some companies discover too late that they have signed agreements filled with hidden costs, confusing terms, and unfair exit clauses.

UK consumer law gives strong protection to individuals, but those protections don’t usually extend to SMEs.

Here is an example …

Small businesses tell of crippling costs of telecoms services – BBC News

Unethical practices typically appear in these places ⬇️

“All inclusive contracts” can be set to five years, but only three years of service are actually included resulting in large unexpected bills to cover service in years 4 and 5.
Hidden charges in the small print that become payable after year one, including: Consumables delivery costs, parts warranties, admin fees, compulsory “additional support” charges.
Extra long term agreements – up to 72 months.
“Evergreen” auto-renewals or “free upgrade options” that roll you into another long term contract unless you give notice in a very narrow time window.
Promotional discounts that expire mid-term resulting in increased costs for the remainder of the contract.

Red flags you can spot before you sign 🚩

Bundled finance: Handsets supplied via third-party leasing. You think you’re buying service; you’ve actually signed a separate equipment finance agreement with harsher remedies.
Cancellation notice : 90 – 180 days’ notice, via recorded post to a specific address, during a short window -miss it and you renew.
“Free install” that isn’t: Waived setup recouped through higher monthly fees and punitive exit Tc and Cs.
The sales person says “cancel any time”, the Ts&Cs say 60-month term + 6-month notice.
“Free phones” but there is a separate finance or lease agreement in a different company’s name.
Quotes omit call charges (“you won’t exceed your bundle”) and the contract sets high out-of-bundle rates.

At Allied Office Machines, we are committed to keeping our contracts clear, simple, and transparent.

If you have any questions, feel free to get in touch with us on 01794 830326 or email s.drayson@aomltd.co.uk – we are here to help.

Welcoming Frankie: A fresh start in business development

We are excited to share some great news 🌟

🚀 Frankie H has joined our team as a Sales Development Consultant, bringing fresh energy, creativity, and drive to help us connect with new opportunities and clients.

Now we have two Frankies. One gets the praise, the other gets the meetings.😄

Newest member of our technical team – John Brown

Say hello to the newest member of our technical team – John Brown 👋

John joins us as a Senior Engineer and brings over 35 years of experience in the photocopier and IT world 🖨️ 🛜 .

He’s already settling in and is really looking forward to meeting all our lovely customers soon.

Watch out for domain spoofing with Cyrillic characters

Cybercriminals are using homograph attacks – a deceptive tactic where they register domain names using Cyrillic characters that closely resemble Latin ones.

This trick enables them to create fake websites that look nearly identical to legitimate ones.

Example: The domain аррle.com (with Cyrillic “а” and “р”) appears just like apple.com in many fonts – but it’s a trap.

How to Protect Yourself:

Cybersecurity begins with awareness. Share this to keep others safe from lookalike domains.

Hover before you click: Always check the actual link, especially in emails or messages.
Use a modern browser: Most updated browsers can detect and warn about suspicious URLs.
Enable punycode display: This reveals the real encoded domain (e.g., xn--pple-78d.com).
Bookmark trusted sites: Avoid clicking; go directly via saved links.
Train your team: Awareness is your strongest defence.