| Here is a scenario for you that is all too common in | | | | authentication security and allows secure-print jobs to |
| today's office environment; My favourite company, | | | | be processed. This allows any user on the network to |
| ABC, uses a copier to copy documents, a laser printer | | | | send a password protected print to the MFD and |
| to print documents and a fax to fax documents. They | | | | save the print until that person is at the device to enter |
| go through enough paper to reduce a rainforest down | | | | the correct password. Do you see how this reflects |
| to a vegetable garden and waste endless amounts of | | | | exactly the same method as outlined above (printing a |
| time sorting paper, printing and storage. Not to mention | | | | document so that others can not view). But guess |
| three suppliers of toners and three vendors for | | | | what? This method can reduce printing costs in an |
| maintenance. Sound familiar? If it does then this article | | | | instant by up to 400%! |
| is definitely for you. | | | | How about the maintenance issue of having |
| Desktop printers hit the ground running when they | | | | 'down-time' on a MFD if a problem occurs? Great |
| were introduced decades ago and have positively | | | | point! It is true that when maintenance is required on a |
| saturated the World's offices since. With the | | | | MFD that there will be a period where the device will |
| introduction of printers the world instantly changed and | | | | be stopped. So how do we combat this? Well I |
| a new way of producing professional documents with | | | | recommend having either two MFD's (if your print |
| ease was introduced. Personal printers are seen in | | | | volume justifies the cost) or having a back-up printer |
| nearly every home that has a computer and desktop | | | | that is only used during maintenance periods. This then |
| printers are largely used in the office environment still | | | | ensures that printing will not stop during maintenance |
| to this day. | | | | periods or when the occasional glitch occurs with your |
| So why the comparison of copiers versus printers? | | | | MFD. Printers are not entirely evil! Just make sure that |
| Let's look at why companies have printers in their | | | | the back up is used as a back up only, and I say this |
| offices even though their operational costs can | | | | with absolute compassion as costs will blow through |
| sometimes be 400% more than that of a copier? | | | | the roof if you keep printing with the back up. This |
| There are a few reasons that stand out in my mind | | | | concept has worked wonders for many organisations |
| and throughout my experiences. The first reason I find | | | | over the years. |
| for having a desktop printer in the office environment | | | | Printers are cheaper... to buy! That is pretty much |
| is for confidential printing or keeping the document | | | | where the comparison in cost ends. I have seen over |
| what I like to call 'clean', with unauthorised eyes | | | | the years the changes in cost per print maintenance |
| expelled from viewing the printed document. This is | | | | on both printers and copiers and have discovered a |
| usually found in payroll or in legal firms where | | | | positive spiral for both, sometimes printers are even |
| confidentiality is paramount. Another reason (and this is | | | | competing in the cost per print department for |
| my favourite) is that having a separate printer to other | | | | maintenance (which is great). But what is so great |
| pieces of equipments allows the freedom to still print if | | | | about purchasing a cheaper piece of equipment when |
| maintenance is required on the multi-function. True! The | | | | it costs four times as much to run in consumables? I |
| third reason I find for having a desktop printer is that | | | | really do not see any justifiable cause in owning a |
| they are cheaper to buy than multi-function devices. | | | | cheap printer or even a cheap MFP (a multi-function |
| True also! Let us investigate further why an argument | | | | printer not device) when it is going to throw the P |
| still lies between copiers and printers. | | | | & L statement out of the water? |
| When a consultant advises you that putting all of your | | | | Consider your options when it comes to how you run |
| equipment together in to a brand new MFD they are | | | | and set up your office printing environment as you |
| not just doing so to get a bigger sale with a better | | | | could be losing money by the print. Does having to |
| piece of equipment. They are actually advising you on | | | | walk ten feet compared to reaching one foot have as |
| how to save time, money and effort! True story. | | | | much an effect on the running cost of the business |
| Let me supply answers as an expert advisor to a few | | | | when you could be increasing potential profit instantly? |
| of the reasons that I have come up against time after | | | | Print through your MFD, copy on your MFD, scan to |
| time as outlined earlier. | | | | email from your MFD, Internet Fax from your MFD |
| Confidential printing is an excellent idea and I always | | | | & fax from your MFD. By doing so not only can |
| make sure that clients in specific industries protect their | | | | you keep your costs down but you can also maintain |
| documents through correct document automation. The | | | | your costs and introduce true document automation in |
| latest in technologies for MFD's provides user | | | | to your environment. |
