Do you know how much money your organization spends on printing each year? How many scanners, printers, and fax machines do you own? If you are unsure of the answer to either of these questions, you may benefit from a more streamlined approach to your print environment.

Start saving by taking a comprehensive inventory of your equipment and determining which machines are no longer efficient, in good working order, or being used on a regular basis. Consider replacing these single-use machines with one or more multifunction devices (MFPs) that can yield instant results, helping to enhance document workflows and reduce print costs. Read on for some great tips on selecting the best MFP to suit your needs.

Protect Your Data

Ensure your new MFP has state of the art encryption and user authentication capabilities to help safeguard your sensitive data. In an unsecured environment data may be intercepted by cybercriminals as it is transmitted between your computer and the printer, and information stored on the printer’s hard drive may become compromised. When you consider that roughly 60 percent of businesses in 2018 were affected by a print-related data breach, the importance of choosing an MFP that has the right security measures in place for current threats and the ability to receive updates for future threats becomes clear.

Check Your Paper Supply

Determine the maximum size of documents you will need your new machine to copy, scan, or print before you buy or lease. An A4 device can process paper stock up to 8.5 by 14 inches in size, while an A3 device can handle documents up to 11 x 17 inches and possibly even larger. Keep in mind that an A3 device will cost more and have a larger footprint if you need to consider your budget and space constraints.

Consider Your Needs 

Before you decide if your new MFP can handle your current and projected future print volumes, consider how many documents you print on an annual basis. A Managed Print Services provider can help you arrive at an accurate number, and ensure your new MFP has convenient workflows, a user-friendly interface, and monitoring software that can help identify cost-saving opportunities while aiding in communications.

Contact us today to learn more about the benefits of an MFP for your office. We’d be pleased to answer any questions you may have.