The questions we get asked most.

Yes. Our field and helpdesk engineers are employed by us rather than subcontracted, and every machine is configured in our own workshop before it goes anywhere near your office. Across all customers our average response time is 2.22 hours.

We supply genuine manufacturer parts and toner wherever we can. It keeps print quality consistent, protects the condition of the machine over the length of an agreement, and makes toner faults far less likely than pattern cartridges do.

The machine tells us. We monitor toner levels remotely and get an automatic alert as a cartridge runs low, so a replacement is on its way before you run out. Nobody has to watch a stock cupboard or raise an order, and you are not sitting on a shelf of spares you paid for early.

The same way. Devices report their own usage to us, so billing runs off real page counts instead of someone walking round the building with a clipboard once a quarter. You get accurate figures and your team gets the afternoon back.

Email support@insightsystems.co.uk or call 0800 910 1000, with the asset number from the device to hand. Our service centre in Kent fixes roughly a quarter of faults remotely, so there is a fair chance you are running again without anyone visiting. Report a fault.

Yes. We work across the main document management and cloud print platforms, so scanning into OneDrive, Google Drive or a document management system is a setup question rather than a hardware one. None of it depends on how big your organisation is. See Cloud Services.

Us, for all of it. The device, the consumables, the servicing and the software sit on one agreement with one accountable team, so there is no arguing between a hardware supplier and a software vendor about whose problem it is. We have traded independently since 2003 and hold ISO 9001, 14001 and 27001.

The device matched to your volume, inclusive toner and consumables, parts and servicing with a four-hour response, secure print management software, installation, setup and team training, and upgrades to newer models. It arrives as one invoice, so the running costs that normally turn up as separate bills are already accounted for.

Usually, yes. We start by auditing what you are running, because replacing working machines is not automatically the right answer. Often the fix is software and a proper service contract rather than new hardware, and we would rather tell you that than sell you a fleet you did not need. See Print Management.

All of it. Servicing, parts, the helpdesk and the field engineers sit inside the monthly cost rather than being billed per call, which is rather the point of a managed agreement. You are not weighing up whether a problem is worth phoning about.

It is free and it carries no obligation. You get a written report covering every device across your sites: what each one prints, what it costs to run, and where colour is being used on work that does not need it. That report is also how we replace the industry's up-to-40% saving figure with the real number for your setup. Request a free print audit.

Because a modern office printer is a networked computer with a hard drive in it. It scans to email, holds queued jobs and connects to your cloud storage. Left on factory settings it is a way in to everything else on the network. Setting it up so it is not one takes an afternoon and is worth considerably more than that.

Fewer routes in for an attacker, staff who can get on with work without thinking about it, and a faster recovery if something does go wrong. It also protects the people whose information you hold, which is where the legal and financial exposure sits.

Three. Your network, where a firewall blocks connections you have not authorised. Your cloud storage, where access controls decide who can open what. And your applications, where authentication, encryption and antivirus do the work. Print touches all three, which is why it is worth including in the same review rather than treating it separately.

If you hold information about living people, yes. That covers the obvious things, names, addresses, email addresses and phone numbers, and it extends to website data such as IP addresses and cookies. It also covers more sensitive categories including health, ethnicity, sexual orientation and political opinion.

Every organisation handling personal data now needs someone accountable for compliance, whether that is a formal data protection officer or simply a named person who owns it. Marketing teams have had to rework how they gather and store contact data, and the penalties for getting it wrong are substantial enough that large companies have been fined publicly.

Three questions get you most of the way. Do you know what personal data you hold, where it is stored and who can reach it? Do you have clear permission to hold and use it, set out plainly in your privacy policy? And do you have a plan for what happens if there is a breach? If any answer is hazy, that is where to start. See GDPR.

A document sitting in an output tray is a breach waiting to be noticed, and a machine that leaves your building at the end of an agreement can still hold every job it processed. Secure release holds a job until the person who sent it is standing at the device, and we destroy data at end of life rather than letting a drive walk out with the hardware.

PrintReleaf converts the paper our customers get through into native trees planted in certified reforestation projects, and it runs in the background of a managed print contract. Since we joined in April 2024 it has offset 129,130,563 pages on behalf of our customers, which comes to 15,496 standard trees. Work out your own figure.

Both are recyclable and both are collected rather than binned. Every device we deliver arrives in cardboard, and ours goes through the onsite compactor so it leaves as a dense recyclable bale instead of loose waste filling a skip.

They add up. Our service centre in Kent resolves roughly a quarter of machine faults remotely with nobody driving anywhere. We keep engineers close to the customers they cover and plan journeys by GPS, and they carry a decent range of spares on board so a second trip is rarely needed. See how we cut the miles.