Get the most from your multifunction system.
Multifunction products (MFPs) combine copying, printing, scanning and faxing into one system. When connected to the network, these systems can handle the workload of a small business, or a workgroup or department within a large business.
However, many organizations have only seen the tip of the iceberg when it comes to utilizing the full functionality that resides inside an MFP. Some may only be copying or printing, while others may have a limited understanding of faxing and scanning features.
Take a closer look at your MFP for these features:
Scanning options: Basic and advanced scanning features, such as scan to network, desktop and e-mail, can enhance worker productivity. These functions help streamline business processes by giving workers the ability to easily and quickly capture, store and share hard copy documents in digital form.
The scan-to-network feature converts hard copies into electronic versions, such as PDF files, and saves the files on a server or in a network repository. Workers can access the document and share it with fellow employees, eliminating mailing costs.
Scan-to-desktop sends a document directly to a person’s computer where the user can modify and save the file and or distribute from the desktop.
The scan-to-e-mail function distributes a scanned file to the recipient as an e-mail attachment.
Versatile faxing: Many MFPs already have built-in fax capabilities, eliminating the need for scattered standalone machines that require their own toner cartridges and paper, which can drain many offices’ supplies and maintenance resources. These features may include:
Walk up (or embedded) faxing via a phone line allows users to send traditional faxes. Some systems even allow users to access the fax function of an MFP while other jobs are being processed.
LAN faxing enables users to send a fax right from their desktop. The information is sent over a phone line.
Internet faxing uses the Web rather than traditional phone lines. This reduces long-distance costs and ensures faxes are delivered in a timely manner by eliminating the risk of getting a busy signal.
Network faxing uses a single server to manage all faxes. This reduces the number of phone lines needed and centralizes the management of all faxes.
Multi-up, duplex, and sample print options: MFPs offer an array of printing features that allow businesses to save on paper costs by decreasing paper consumption. Features that may already be available to you include:
Multi-up printing enables workers to print several pages (such as two or more PowerPoint slides) on a single sheet of paper, cutting paper and supplies costs when printing drafts of documents.
Duplex allows you to print on both sides of a page, cutting the amount of paper needed per job in half.
Sample print features allow workers to print and proof a single copy of a document before printing the remaining sets of the job. The remaining sets are held at the device print queue until the job is released, helping to reduce waste if the document needs additional edits.
Secure printing features: Many MFPs allow businesses to restrict access, track usage and protect confidential information. These features can eliminate the exposure of a company’s most sensitive information to unauthorized use, disclosure, modification or loss. For example, many products allow jobs to be safely stored at the device until the owner enters a personal number to release them, controlling unauthorized viewing of documents on the printer. Other security features include:
Each time a document is copied, printed, scanned or faxed, an image is left behind on the MFP’s hard drive. A disk erase function eradicates customer data by repeatedly overwriting the disk surface with specific patterns of data; ensuring sensitive information isn’t susceptible to hackers.
Watermarks provide the ability to print text, such as “CONFIDENTIAL,” in the background on every page of a document, enabling employees to classify the importance of the document.
Finishing features: MFPs may offer optional finishing features such as collating, multi-position stapling, hole punching, booklet making and various types of folding options that will save employees time and enable more complex documents, such as brochures, newsletters or training manuals, to be printed in-house.
David Bates is vice president of product marketing in the Xerox Office Group.