Multifunction copiers come in all sizes with varying features. Choosing the right machine for your office doesn’t have to be a challenge all you need is to prepare for the purchase with an idea of what you’re looking for.

What are You Looking For

The first thing to ask yourself when buying a multifunction copier is what you need it for. Printing graphic images as opposed to black and white text are jobs that two different machines can handle. Inkjet copiers will produce better photo images whereas laser copiers will copy text documents quickly. There are also cost considerations when it comes to choosing between laser and inkjet. An inkjet will be less expensive but have more expensive consumables.

Functions and Features

A multifunction copier should copy, print, scan, and maybe fax but you still need to examine the functionality of these features. For example, make sure your machine scans over a network and not just a USB before you purchase. Another function to check is if you can copy independently of a running computer. Extra features such as scan to email are only necessary if you think they are business-critical.

Color Printing

A black and white copier versus a color multifunction copier will consume different budgets. Depending on how often you use color you may be able to skip it and send special projects to an off-site print house. It all depends on what you think will be most cost-effective.

Keep Size in Mind

Multifunction devices are larger in general, but they don’t have to be massive. Measure the area where you plan to use the machine before you purchase the copier. Some devices have a taller frame, but new technology has slimmer copier designs.

This guide should set you on the starting path for buying a multifunction copier. For more information, call us today!

Have you ever considered the actual cost of your printing fleet? There are the upfront costs and consumable expenses, but there are hidden costs that can escape you. Managed print services analyze your environment and will make improvement recommendations. Here’s what you risk without managed print.

Security

Without managed print documents are left on printer trays where they are either forgotten, taken by someone else, or lost. If these files contain confidential information, this system puts your security at risk.

Managed print secures your documents by putting safety measures into place. You can create users who are authorized for certain accounts. These authorized users will be the only ones who can release data from the printer that is deemed confidential.

Your printer also has a hard drive within just like a computer. This hard drive receives data for print jobs and stores them there. This data needs to encrypted and wiped from the hard drive when you replace the printer.

Sustainability

Printers use resources and energy that can cost money, but also decrease your sustainability efforts if not monitored. Do you know how much your printer is costing you? The first step of managed print is to assess your printing fleet and figure out which devices are not working efficiently. Either these printers are outdated, or they need software updates to work more effectively.

Your sustainability efforts are only as good as how many resources you are using. Managed print will make sure that print jobs are sent to the appropriate machine. For instance, photo prints will go to the inkjet, and large text documents go to laser printers.

Without managed print, you put yourself at risk of security failures and decreased sustainability. If you want to work against these, call us today to learn more.

Multifunction copiers are the backbone of a business. They provide copies, print documents, scan files, and some can even fax. Buying a machine should take careful consideration. Here are five smart strategies.

1. Print Volume

The type of multifunction copier you end up buying should match your print volume. Machines are built to handle different loads, and you don’t want to overspend or end up with a device that can’t handle your output.

2. Quality Needs

There is a wide range of costs associated with buying a multifunction copier. One element you will be able to debate on is the level of print quality. This doesn’t mean choosing between good and bad, but rather what type of documents you need to produce. If you are only making copies of black and white text documents, you don’t need to worry about a machine that provides high-quality graphic prints.

3. Ease of Use

When choosing between devices, you should spend some time working with the copiers user interface. If moving between settings and other choices is intuitive it’s probably a good fit. A multifunction copier that is difficult to use can frustrate employees and cause unneeded stress.

4. Security and Connectivity

A well used multifunction copier will be accessible both ethernet network interface and wirelessly. This allows for both desktop users and mobile devices to connect to the machine. Both connectivity types are secure but can be enhanced with other measures. The copier should have security software as well as user-initiated processes such as authorized passcodes.

5. Maintenance

Ensuring that a multifunction copier stands the test of time means it needs regular maintenance. When shopping around, ask the copier dealer what service agreements they provide.

When you look at your business as a whole, you can try to determine where green initiatives will make the most significant impact. It may be energy consumption, gas emissions, or paper waste. There are all kinds of systems to help create solutions such as managed print. Managed print is one example of analyzing your current processes and making changes that will not only increase sustainability but save you money. Here are three myths about the cost of sustainability.

1. Employees Will be Against Green Initiatives

If you were to ask your employees if they believed in protecting the environment, they are more likely to support green initiatives then not. It is false to think that your company won’t be able to increase sustainability because it’s unsupported. Even more so, Millennials are aware of their impact on the environment. You will attract top talent by talking about your sustainability plan.

2. It Costs More to Go Green

Going green will not cost your money more, in fact, it’s the opposite. Using tools like managed print you can reduce your paper waste, eliminate over-used consumables, and save on energy. Managed print helps everyone in your office become more aware of their printing habits and make changes that are good for the environment.

3. Customers Don’t Care About Green Initiatives

More and more companies are advertising their eco-friendly products and business practices to the public. They do this because they know they can attract a broader customer base by appealing to the need for greater environmental protection. Green initiatives can bring in profits and more customers that you share values with.

Don’t let the myths about the cost of sustainability scare you. There are far more benefits to making changes to protect the environment. To learn how to increase sustainability with tools like managed print, call us today!

Using the multifunction copier in your office is most likely second nature. Companies use these devices regularly and don’t need to be told the basic functions. What you might not know, on the other hand, is the extra features that can improve your usage. Check out the following tips on using your multifunction copier.

Mastering User Interface

New multifunction copiers that are up to date technologically will have a digital control panel. These can either be alienating or incredible, and the distinction is in how you use them. A touchscreen user interface should integrate into existing workflows and not make tasks more difficult. That being said, the design should be intuitive for all employees in the office. If someone is having difficulty using the system, consider how it could be reconfigured. Another way to improve producing with your multifunction copier and the user interface is connecting it to your cloud storage software.

Speed and Capability

The volume that your multifunction copier can handle will determine the efficiency of your business. If you are overexerting the device, you will find it hard to finish projects while you are waiting for a logjam to clear. To determine the volume, you need the copier to operate at; you need to know your pages per minute. Look for a multifunction copier that matches your regular output. Another function to look at is maximum paper capacity. This will determine how often you have to refill the paper tray.

Compliance and Security

Multifunction copiers are complex and should be treated like computers. They house hard drives that require securing the data that runs through them. You want your device to have password access restriction, encrypted connections when transmitting information, and a secure release print job set up.

As you can see, your device has more to offer than the basic functions. To learn more about getting […]