MFDs Manage Multiple Tasks with Ease

AT ONE time, the idea that an in-plant could take a document from start to finish on one machine was akin to science fiction. The advent of the multifunctional device (MFD), though, has enabled in-plants to provide more comprehensive service at greater cost savings.

An MFD typically consolidates printing, faxing, scanning and copying into one device. Today’s MFDs offer even more features, such as finishing, variable data printing, scanning software that routes documents to various destinations, systems that track paper and toner usage, job status indicators, workflow features and customizing capabilities.

Inline bindery features open more possibilities; perfect binding, saddle stitching, stacking, stapling, hole punching, folding and other labor-saving finishing features previously available only on dedicated machines are now common to MFDs.

In the past, MFDs were plagued by low scanning resolutions and slow print speeds. Today’s devices, by comparison, offer a typical speed range and resolution that can bring outsourced jobs back into the in-plant’s revenue stream, according to Mike Fego, product marketing production systems manager for Konica Minolta. Typical speeds range from 15 pages per minute (ppm) to 135 ppm, depending on the device.

And while Fego points out the human eye can only perceive 300 dpi, typical copy resolutions are at 1,200x1,200 dpi and scanning resolutions are about 600x600 dpi.

Faster Processing Speeds

“Just as important as speed and feeds are the dramatic improvement of processing speeds,” adds Paul Albano, a product marketing manager in Canon’s corporate systems division. “Being able to handle multi functions simultaneously, scan a document and quickly convert it using the controller—which allows for higher volume and greater productivity—is an important aspect.”

MFDs also offer savings in both money (supply and maintenance costs are reduced) and space. Because one device can replace four, MFDs offer lower cost of ownership and lower cost per page.

Ease of use is another advantage; employees only have to learn one machine rather than several.

MFDs let users merge electronic and hard copy information into one compound document through a seamless workflow, points out Albano.

Because MFDs can scan at high resolutions and they offer compression technologies for large color documents, they produce high-quality results, says Rich Reamer, a senior product marketing manager in Canon’s production assistance division.

Adds Leah Quesada, director of product marketing for the Xerox Office Group: “Today’s MFDs are offered in several configurations so in-plants can choose which offerings best suit their needs while allowing them to upgrade features if future requirements change.”

MFDs in the In-plant

By utilizing MFDs, an in-plant can offer value-added service while opening up a potential additional revenue stream for such tasks as mass e-mailing, scanning to file and faxing. Still, since walk-up users can accomplish many of these same things themselves, the question arises: do MFDs have a place in the in-plant?

“In some respect, general office people can perform some operations,” says Canon’s Albano. “But when you are talking heavy volume where hundreds or thousands of pages of documents need to be scanned and captured electronically, those needs can be accommodated for the end user by the in-plant’s MFD.”

Some MFDs’ finishing features afford in-plants more options in producing employee directories, manuals, training workbooks, brochures and marketing collaterals.

Xerox’s Quesada points out in-plants can use scanning to expedite approval processes.

“Documents can be scanned to the network, automatically routed through a chain of approval and then stored electronically,” she says. “E-mail capabilities allow workers to scan a document and e-mail it directly from the device.”

Short- to mid-run jobs are most appropriate for MFDs, Konica Minolta’s Fego points out. But MFDs can even support a high-volume environment, adds Ron Poteski, director of product marketing for Ricoh. A high-speed, monochrome MFD with finishing capabilities can handle high-volume work while taking up only a little space, he notes.

MFDs Bring New Value

Canon’s Albano says scanning to TIFF is a predominant application in legal environments and is supported by the ability of an MFD to capture documents electronically. Features that permit water marks and page numbering also expand job possibilities, Reamer adds.

Some MFDs offer color print quality that rivals that of a production press, printing up to 2,400x2,400 dpi, while outputting 55 ppm, handling heavy stock and offering the usual scanning and faxing multi-function capabilities.

“In any given in-plant with a high-volume color need, we may not have an answer in MFDs that would be a five-million-a-month technology, but somebody doing 20,000 to 80,000 impressions a month and needing booklet finishing with good quality at reasonable cost will find MFDs can be a very good answer,” Poteski says.

Quesada, of Xerox, adds that with the cost of the color devices reaching new low price points, “it’s a great time for in-plants to add a color system.”

Employee productivity increases with MFDs, she contends: “MFDs can process numerous printing jobs while allowing other users to scan and fax documents simultaneously,” she says.

But one need not write off single-function devices for good, Poteski adds.

“At least in the near future, there is going to be the need in some areas for single-function printers because the demand is so high and copying or scanning demand in a particular area is not,” he says.

With a higher cost per page of some single-function devices due to supply replacement costs, consolidating single-use devices for multifunctional ones is a sound business decision, Poteski adds. Many in-plants that oversee copier programs and negotiate contracts are replacing older copiers with MFDs, and eliminating desktop printers and fax machines in the process.

Because an MFD consolidates multiple devices into one, the initial investment may be higher than dedicated machines, says Quesada, of Xerox. But ultimately, MFDs result in lower overall costs because there is only one device to service and maintain, and labor savings make them more cost-effective. Supply costs and space savings also factor in, Canon’s Albano points out.

What’s Next?

In the future, in-plants can expect MFDs to feature even more finishing features, such as perfect binding, which will let them keep more work in-house. Other coming attractions: more Web-based job submission, workflow software solutions, increased color capabilities, additional scanning options, and added networking and information management capabilities to improve performance and productivity. IPG

MFD Shopping Tips

In shopping for MFDs, experts offer the following tips in comparing units:

• While speeds and feeds are important, so is durability—how long will the device withstand a daily pounding? Down time is costly.

• Use the same samples from vendor to vendor to determine image quality.

• Buy only what is needed—unused extras drain value.

• Look for tools that make operators’ jobs easier and faster.

• Can the MFD handle simultaneous workflow tasks, such as processing one copy job while printing another?

• Is there a price penalty for printing black and white on a color device?

• Look for security features—a lack of them exposes sensitive business documents to unauthorized use or destruction.

• Consider average monthly print volume (AMPV), speed and media-handling capabilities. A desktop device intended for basic office use won’t work at an in-plant. Some manufacturers quote monthly duty cycle instead of AMPV, which are not interchangeable specs, points out Leah Quesada, director of product marketing for the Xerox Office Group.

• Consider whether the device can be customized to match the in-plant’s existing workflow to avoid changing processes to match the limitations of a particular device.