It used to be you needed separate devices for every office task – printers, scanners, and fax machines were standalone pieces of equipment in every office. Today, these devices are often replaced by the modern multifunction printer (MFP) that can perform all these tasks and more. Whether you need to replace an old standalone print device or upgrade your current MFP, here are some features to look for:
Security
Your printer handles massive amounts of data, much of it sensitive in nature. If your printer gets hacked, all of this data – and the rest of your network – is at risk. When researching a new MFP, security should be at the top of your list of required features. Look for encryption and user authentication as a starting point. Be sure the security features can be upgraded over time as new threats develop, and be sure to activate, configure, and perform regular upgrades on the MFP software.
Capabilities
What do you need a multifunction printer to do? Answering this question can help guide your MFP purchase. You want to be sure the printer you’re getting can handle your current print volumes, and also grow with your business. Automated workflows, cloud access, and other features may also be important for your business. You’ll also want to make sure that it is easy to use, and has training and help documents so you can get the most out of your new device.
Paper Size and Finishing
What types of documents do you print? Some printers are categorized as A4, printing on paper sizes up to 8.5” by 14” paper. If this is sufficient for your business, it may be more affordable and a better fit for your office. However, if you need expanded paper size capabilities, you may want to upgrade to an A3 machine.
Finishing techniques are also a consideration. Collating, stapling, hole punching, and other finishing techniques can make producing a finished document much easier and less labor-intensive.
Today’s MFPs can do more than standalone printers, fax machines, and scanners, but purchasing or leasing one is an investment. By considering what you need your MFP to do, what features to look for, and ensuring the security of your new device, you can get a device that can serve your business, improve efficiency, and keep costs under control for years to come.
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