Are you Getting the Most from your Copier?

If you are not taking advantage of their many functions, you could be wasting a lot of money and time. Although you might still be using the term, “copier,” today machines which provide you with copies are better known as MFD’s (multi-function devices) or  MFP’s (multi-function printers). The reason is that today’s machines do a lot more than copy. Today’s copiers can enhance workflow performance, reduce expenses, and even build in security and confidentiality measures.

Today’s copiers no longer restrict their uses to individual computers or even the four walls of your office. With AirPrint  technology  devices on a network can have the same advantages as someone working at a desktop computer. Whether using a smart device or a desktop, you can determine if you want your document to be printed in grayscale or color, one or two sided or even stapled. To give smart technology users more flexibility, an app provides more control of options and simplifies the procedure.  ICloud printing makes “follow me printing” or mobile printing possible. This technology is perfect when you might be visiting another site, such as a convention center or hotel. Your document is printed via an email attachment and a release code provided by the host site. Not only does the system provide you with added security for the printing, but it allows guests to print without accessing the host’s network.

You can also control your copier costs through several options available in multi-functional devices. Many copiers have built-in settings that can be configurated to print grayscale unless overridden. If you are leasing your copier, this setting can reduce your by printing costs as color can cost much more than grayscale. Devices can also track who printed what. We find that even when individual users are not charged for their copies, tallies at the end of a designated period of time help to build awareness and tend to reduce costs.

Other advantages may not even involve a hard copy. Scanning capabilities permit optical character recognition to make even pdf files text-searchable. Some machines also scan directly into Word or Excel formats. Even faxes have changed.  The ability to electronically receive and send faxes builds added security without tell-tale paper copies littering the work room.  The machines can also be configured to send certain faxes to specific folders on your computer or to email to your inbox as a pdf.