Tag Archive: Multifunction Printer

  1. Copiers vs. Multifunction Printers

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    It’s an office device grudge-match! When it comes to your company’s paper needs, which machine will win your loyalty: copiers or multifunction printers? Let’s find out!

     

    It’s an office device grudge-match! When it comes to your company’s paper needs, which machine will win your loyalty: copiers or multifunction printers? Let’s find out!

    Two Go in, One Comes Out

    Even the most environmentally conscious company will probably need a paper document processed at some point, which means copiers and multifunction printers still have an important place in the business world. However, that doesn’t mean these machines have to look and perform the same way they always have–or that one has the edge over the other just because it may be more familiar.

    Of course, there’s only one way to find out which machine fits into your company’s unique environment: an office device grudge match! Let’s get started:

    Copiers

    • Price: Copiers tend to be cheaper upfront, but the price per copy is higher than what an MFP offers. Copiers are also more expensive overall because they provide only one main job in your fleet, meaning that you’ll need other devices to fill in the gaps.

    • Paper size: Many copiers can work with your standard 8.5×11 paper, but they can also handle copy jobs up to 12×18. This gives them a bit of an edge in the flexibility department–but only if nonstandard copy jobs are a frequent occurrence in your office.

    • Features and functions: The truth is in the name. Copiers are, for the most part, just copiers, and although they may come with a few additional features, they usually aren’t hailed as multitasking workhorses in the business world.

    Multifunction Printers

    • Price: Multifunction printers are pricier upfront, but cost less to operate in the long run. They also save money by combining print, scan, copy, and fax capabilities in one machine, meaning you won’t have to pay for an entire fleet to get the job done.

    • Paper size: When it comes to multifunction printers, you have a little less flexibility with paper size. Keep this in mind when shopping for your ideal machine.

    • Features and functions: Naturally, multifunction printers are like the Swiss army knife of the printing world, which means they do a bit of everything. In addition to their four main functions, they often come with finishing options, advanced connectivity, efficiency tools, and more.

    So, when it comes to your needs, which machine is the winner of this office device grudge match? Whether it’s copiers or multifunction printers, we’re here to help–so contact us today!

  2. The Easiest Way to Choose a Multifunction Printer

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    Need a multifunction printer that fits your needs, budget, and office space? Having trouble deciding between all the bells and whistles? Here’s the easiest way to choose the right multifunction printer for your business!

    Need a multifunction printer that fits your needs, budget, and office space? Having trouble deciding between all the bells and whistles? Here’s the easiest way to choose the right multifunction printer for your business!

    What to Consider

    Printing isn’t on its way out just yet. In fact, smart companies are finding efficient, effective ways to print smarter and get the most out of their machines–which, often, means choosing a multifunction printer. These devices combine scan, print, copy, and fax capabilities, making them multitasking miracles–and along the way, they save time, money, and energy, too.

    Before enjoying those benefits, though, you actually need to get the machine. Here’s what to consider before you buy!

    Functionality

    First things first: what should this printer do for you? Scanning, copying, faxing, and printing are all excellent functions, but remember that today’s multifunction printers can do a whole lot more. Be sure to research the bells and whistles, keeping your current and future goals in mind.

    Effectiveness

    Even the best printer is no good if it doesn’t fit into your company. Make sure you choose a machine that is effective for your unique wants, workflow, office space, and connectivity needs.

    Price

    Price is just one factor in the buying process, but it is, admittedly, a big one. Remember to consider the whole price of ownership, including supplies, maintenance, repairs, energy, and more.

    Support

    It’s no fun to think of your brand-new machine eventually failing, but even the strongest device will have a moment of weakness. Don’t overlook support options when choosing a multifunction printer; you want a device that can be with you for the long haul, not just until the first thing goes wrong.

    Looking for that perfect multifunction printer? Contact us today for help choosing the device that’s right for you!

  3. Multifunction Printer Maintenance: Is It Worth It?

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    When it comes to business tasks, time really is money–so it’s important to ask yourself if everything you’re doing is really “worth it” when there are other things demanding your attention. Today, we’re here to show you why the answer is always yes when it comes to multifunction printer maintenance!

    When it comes to business tasks, time really is money–so it’s important to ask yourself if everything you’re doing is really “worth it” when there are other things demanding your attention. Today, we’re here to show you why the answer is always yes when it comes to multifunction printer maintenance!

    The Value of TLC

    One of the draws of multifunction printers is that they’re reliable, which means that they can do a whole lot of work with just a little help from you. However, even the hardest-working MFP needs some TLC–and the truth is that a little bit of maintenance goes a long way. You can quickly and easily create a schedule for routine maintenance tasks; that way, printer care becomes a habit, and your workflows and budgets will thank you.

    Here are just a few reasons why printer maintenance will always be worth it!

    #1: Longevity

    Multifunction printers are powerhouses, but even they don’t last forever. The good news is that, with regular maintenance, you can extend the life of your printer and protect your investment for years to come.

    #2: Reliability

    Getting into the habit of maintaining your printer can help you catch little issues before they become big issues. Well-cared-for machines are more reliable and perform better on average, and they create less downtime, too.

    #3: Efficiency

    At the end of the day, you want a machine that does what it’s supposed to do–and an MFP can promise that just as long as you offer a little help. Regular maintenance keeps multifunction printers operating at full capacity, which means no frustrating performance issues, no glitches, no jams, and no other errors that could waste time, money, and energy.

    Looking for a multifunction printer? Interested in tips for MFP maintenance? Contact us today for all the help you need!

  4. Should You Upgrade Your Multifunction Printer?

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    Upgrades help keep your printer fleet healthy, powerful, and reliable–but they shouldn’t have to break the bank to do it. Here’s everything you need to know about multifunction printer upgrades and whether they’re worth it!

    Shiny and New

    You might think that your existing multifunction printers are doing a good job–and if that’s the case, why upgrade them? After all, upgrades can be pricey, and they tend to come with learning curves and frustration if the new machine isn’t introduced smoothly.

    Here are a few reasons why upgrades are good news for your company:

    • security, since new machines, have more built-in tools and solutions to protect your data;
    • efficiency, including all the latest functions and features that could take your business to the next level;
    • environmental friendliness, because new machines tend to be more effective at using energy and consumables ;
    • and reliability, especially if your older machines are starting to cause trouble.

    So, we know that upgrades can be a great call–but is now the right time? Here are some things to consider:

    Remote work

    With so many employees at home with their work phones and laptops, solutions for remote workers are more important than ever. An upgraded multifunction printer can help keep your teams communicating and connected, no matter where they are.

    Budget challenges

    You don’t have to jump straight into an upgrade. Instead, you can budget for one over time–which, in turn, helps you navigate the uncertainty of the financial world while still getting the new multifunction printer you need.

    Security

    Security threats are getting smarter by the second–which means your printers need to do the same. Upgraded multifunction printers are far better at protecting your company, your data, your employees, and your customers from threats–both online and off.

    So, is it time for a shiny new multifunction printer? Contact us today for help upgrading your fleet!

  5. Is Your Multifunction Printer’s Hard Drive at Risk?

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    There’s so much to know when it comes to printer security that it’s easy to feel overwhelmed. However, there’s one simple thing you can do that will make a huge difference–but many companies don’t realize it. Read on to find out why something as small as your multifunction printer’s hard drive can be key to your security procedures!

    Hard Drives in Peril

    Your multifunction printer is on your side. Its job is to work hard while making your life easier–and one of the ways it does that is by saving and storing data about what you print. Now, this may sound nefarious, but the truth is that multifunction printers do this in order to process information quickly and efficiently, not to take down your business from the inside. However, that doesn’t mean someone else isn’t trying to do just that. Hackers will often target unprotected printers, hoping to access the gold mine of a neglected hard drive overflowing with sensitive information.

    Get Tech Savvy

    Don’t rush to crush that hard drive! Here are a few safe and savvy ways to protect your hard drives without impacting printer performance.

    Overwrite.

    If you’re returning a leased multifunction printer, it’s important to overwrite or “flush” the hard drive before it leaves your care. Don’t send sensitive data out the door!

    Encrypt.

    Encryption protects what’s on your hard drive just in case a hacker gains access. It makes data unreadable to anyone who isn’t meant to have it, which is excellent news for your printer security.

    Plan.

    There are three types of hard drive management you can take advantage of:

    • immediate, which automatically overwrites hard drive data;

    • regular, which is scheduled just like printer maintenance and clears your hard drive completely,

    • and complete, which empties your hard drive at the snap of your fingers.

    It’s best to combine these approaches to complete hard drive protection.

    Want to learn more multifunction printer tips and security tricks? Contact us today to get started!

  6. Are Your Multifunction Printers HIPAA Compliant?

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    Security and compliance are two sides of the same coin. However, that doesn’t mean either one of them is necessarily easy to implement. Here are a few ways to see if your multifunction printers are safe, secure, and HIPAA compliant!

    Analyzing Compliance

    While multifunction printers might be powerful, efficient, and great for boosting creativity in the workplace, they certainly aren’t invincible. This means that, like all printers, your multifunction device needs a little TLC to make sure it’s safe and secure. This is especially important when it comes to HIPAA compliance, which protects employees, customers, and your business as a whole.

    But how can you tell if your multifunction printers and workflows are HIPAA compliant and as secure as possible?

    Here are a few questions to ask yourself!

    • “Do we have secure printing?”

      Secure printing requires a code to be entered at the printer before any print job will be released. This helps make sure that the person who hit print in the first place is the same person who retrieves the document–rather than someone accidentally taking or distributing the file.

    • “Do we use encryption?”

      Encryption acts like a safety net for your data. It doesn’t necessarily prevent security breaches, but it makes data unreadable if it happens to fall into the wrong hands between your devices and your printer.

    • “Are our employees properly trained?”

      Employee training is a big part of maintaining HIPAA compliance. Make sure everyone’s on the same page when it comes to access, communication, protocols, security habits, and other important details, especially when it comes to the use of your multifunction printer.

    • “Do we update regularly?”

      If you’re putting off updates, you’re opening the door to all kinds of trouble. Software updates and patches help protect your multifunction printers, keeping you safe from hackers and other digital threats.

    Do you want more multifunction printer tips or need help with HIPAA compliance? Contact us today to get started!

  7. MFP TLC: Understanding Multifunction Printer Duty Cycles

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    When it comes to multifunction printers, you want to be an expert on “MFP TLC.” One thing you can do to make sure your machine lives a long, productive life is to brush up on printer duty cycles, what they are, and why they’re important.

    Understanding Your Machine

    The good news is that multifunction printers are user-friendly and easy to operate. They don’t require years of technical training, and they certainly don’t ask you to learn all kinds of tech jargon to get your files printed, copied, scanned, or faxed.

    However, one thing you will want to add to your vocabulary is the “printer duty cycle.” Here’s what you need to know!

    What is it?

    “Printer duty cycle” might sound complicated, but the chances are that it’s a more familiar concept than you might realize. Essentially, printers are tested during manufacturing to determine what their limits are under normal conditions so that you know how much you can expect from your machine.

    Keep in mind that the printer duty cycle represents your multifunction printer’s maximum capacity, while “recommended print volume” sets more realistic, everyday expectations.

    Why does it matter?

    Understanding printer duty cycles can help you make the most of your multifunction printer and avoid putting undue strain on the device. When you know what your machine is capable of, it’s much easier to put it to work for you. On top of that, regular printer TLC has all kinds of benefits for your MFP (and your workflows, and your budgets), including:

    • better performance,

    • improved reliability,

    • longer lifespan,

    • fewer print flaws and errors,

    • higher speeds,

    • and more.

    Want to learn more about multifunction printers? Are you looking for tips on MFP TLC? Contact us today!

  8. Do You Need a Multifunction Printer?

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    When it comes time to printer-shop, there are so many options that it’s easy to get overwhelmed. One of the biggest choices you’ll have to make is between a standalone machine and a multifunction printer. Here are a few quick questions to help you decide if multifunction is in your future!

    Getting Started

    The first step to buying a multifunction printer–or any business machine, really–is doing your research. You don’t need to make any decisions right away, but hopefully, some things will come easy–like whether you want to print in color or want your device to connect to the Internet. This will help you understand what you’re looking for and what probably won’t work for your needs.

    Certain things, however, might be a little more challenging to decide on. If you’re still wondering whether a multifunction printer is right for you or if you’d be better off with a standalone device, here’s a quick way to get started. It’s simple: if you answer yes to any of the following questions, you might want to consider a multifunction device!

    #1: Do you want to save money?

    Okay, this one’s easy–chances are, you definitely want to save money. However, a multifunction printer helps you save money in unique ways–for example, only needing to maintain one machine instead of several, and only paying to power a single device instead of a whole fleet.

    #2: Are you using document management solutions?

    Document management solutions and multifunction printers go together like paper and ink. If you’re looking for a way to make the most of your document management solutions, let a multifunction printer streamline your workflows and organization simpler.

    #3: Do you value multitasking in the workplace?

    If your dream is to walk up to a machine, complete an entire job, and then sit back down to mark it off your to-do list, a multifunction printer is perfect for you. These machines allow you to print, scan, fax, and even copy, all without having to walk back and forth across the office.

    So, do you need a multifunction printer? Contact us today to find your perfect machine!

  9. Multifunction Printers: How Far Does a Little Maintenance Go?

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    When it comes to multifunction printer maintenance, you may wonder if it’s worth the work. Let’s take a quick look at just a few printer pains that can be solved with a little regular TLC!

    Doing Your Part

    One of the best things about multifunction printers is that they’re user-friendly. They don’t require a lot of work on your part–but what they do need is a little bit of preventative maintenance to keep them fast, efficient, and powerful for years to come. Printer maintenance looks a little different depending on the make, model, and age of your machine, but the result is always the same: a reliable, high-performing multifunction printer.

    The good news is that, when you keep up with maintenance, your printer will repay the favor. Here are a few issues you won’t have to worry about when you give your printer the TLC it needs!

    • #1: Paper jams

    Paper jams can have a lot of causes–but for the most part, they’re mechanical. Taking good care of your multifunction printer will help ensure that all those moving parts work together smoothly and reliably, which, in turn, will reduce the risk of a paper jam.

    • #2: Splotchy documents

    Do your documents end up covered in streaks, lines, or splotches? Chances are you’ve got an ink blockage or buildup. Regular cleaning helps make sure that ink stays where it belongs: on the page.

    • #3: Software issues

    If your multifunction printer seems to fight you at every turn, you’ve probably got software issues. To avoid this problem in the future, it’s best to add software patches and updates to your printer maintenance plan–that way, your machine is taken care of inside and out.

    Want to learn more about multifunction printers? Need to create your maintenance plan? Contact us today!

  10. Are Multifunction Printers Actually Efficient?

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    By now, you’ve probably heard a thing or two about multifunction printers and their efficiency. Sure, the machines themselves are efficient–how can they not be when they combine so many functions and features? But it might seem difficult to believe that this efficiency can carry through your entire workplace. Let’s take a closer look to find out the truth!

    Efficiency in Your Hands

    Here’s the deal with multifunction printers: they’re tools. Of course, they’re powerful and reliable tools, boasting print speeds and functionality that other devices can’t match–but they’re still tools. That means it’s up to you to utilize them in a way that will not only make you more efficient but your company too.

    Here’s an example: imagine you’ve just bought a fantastic new multifunction printer. Now, imagine you use it exactly like your old printer. When you don’t take advantage of those functions, features, and new opportunities, a multifunction printer can’t be anything more than an effective machine.

    So how do you put your multifunction printer to work boosting efficiency? Start by focusing on these areas!

    Connectivity

    First things first: make sure your multifunction printer is talking to all the other devices in your workplace. When everything is on the same page, you can use your printer to scan straight to email, store copies directly on your computer, and utilize cloud services.

    Security

    Multifunction printers open up all kinds of doors for security improvements. Take advantage of built-in tools as well as new insights and usage habits to understand better how you interact with your printer, how your printer interacts with your network, and where weaknesses might exist.

    Day-to-day efficiency

    Technically, you can just “transplant” a multifunction printer into an existing workflow–but why would you want to? A new printer is an opportunity to restructure your workflow around powerful features and functions, an “all-in-one” workspace where a print job can be completed from start to finish, and more.

    Want to learn more about multifunction printers? Contact us today for all the help you need!