Selecting multifunctional printers can be a daunting task. These suggestions should make your job easier.

By Kim Roessel

Key Vendor Questions

Before inviting a vendor in to discuss new equipment, be prepared to answer the following questions:

• What is the current average monthly copy/print volume of the location in question?

• What are your five most typical copy/print applications?

• Does this location experience any peaks and valleys with volume during the year?

• How much space is available for new equipment?

• What does your current network infrastructure look like?

• Have you experienced any challenges in the past when vendors tried to connect their digital copiers to your network?

• Will you require PostScript drivers (needed for Apple environments) in addition to PCL?

• What are your specific finishing needs (stapling, sorting, grouping, saddle-stitch booklet making, hole punching, folding, GBC Punch, cover-sheet insertion)?

• What level of security does your IT department require for documents being transmitted over the Internet?

• Will you need to enable the ID management feature on the MFPs for this location?

• If so, how many individual ID codes will be required for tracking purposes?

• Will you need to implement a chargeback system for billing back departments or individuals for copy/print jobs?

• Do your color copying/printing needs fall into the category of business color (charts, graphs, PowerPoint) or graphics color (advanced color applications)? Most manufacturers offer 50 page-per-minute (ppm) units that do color copying/printing at a fraction of what it used to cost to reproduce color.

• Do you want/need the ability to copy, print, scan and fax on the multifunctional device slated for this particular area? If so, it is best to go with a single equipment brand and vendor to maximize overall support efficiencies.

• How much do you spend (equipment, supplies and service) for the copier equipment you currently utilize? (Keep this data internal; don’t share it with potential vendors.)

• Do you typically purchase, lease or rent copier equipment? (Lease equipment whenever possible to preserve capital budgets.)

• What is the growth potential over the next five years for these locations?

By knowing the answers to the questions above, you will be prepared for your initial meeting with one or more vendors. This will ensure a productive session and put you in the driver’s seat.

THE DIGITAL printing industry has come a long way from the stand-alone copier-only functionality of a few years ago. Still, many users find themselves unable to take full advantage of the available technology.

The key to implementing advanced document technologies is education at all levels of the organization. The in-plant manager plays an important role in educating others about improving document workflow efficiencies.

This article will help in-plant managers make decisions regarding new digital copiers/multifunctional printers (MFPs), both for their own in-plants as well as for other locations within the organization.

Primary Considerations

Some areas that definitely need to be considered when looking at specific MFP models include:

• User friendliness of the operation panel.

• Duty cycle.

• Drum longevity.

• Toner replenishment on the fly.

• Print/copy/scan resolution.

• Finishing options.

• Total paper capacity.

• Total footprint of the device, including all finishing options.

The MFP needs to have an interface that is easy to navigate. Some of the user interfaces out there are cluttered and difficult to figure out.

Manufacturers of digital printing equipment set the duty cycle for each MFP in their product line. The duty cycle is the rated capacity to continuously perform work under normal conditions. In other words, it is the sustainable volume that can be printed per month.

We do not recommend matching your average monthly copy volume to the manufacturer’s rated duty cycle when selecting a new MFP. In our experience, the manufacturer’s rated duty cycle is greatly overstated by a factor of two or three. Instead, consider the speed that you are looking for, your average monthly copy volume and your company’s potential to grow.

In your busy in-plant environment, look for an MFP with a long drum life. Some of the 50 copy-per-minute (cpm) and above devices have drums that yield in excess of 3 million copies. This will reduce the amount of downtime associated with drum replacements.

Look for an MFP where you can load toner on the fly. This will enable you to continue production while installing a new toner cartridge.

Compare Resolutions

Document quality is important. Compare the print, copy and scan resolutions on each MFP you are considering. The standard print resolution used to be 600 dpi, but now we are seeing a shift to 1,200 dpi. Some devices do a better job with screens and photos than others. Make sure to copy and print some of your originals to check the quality of the output. Also, consider an MFP that offers both black-and-white and color scanning.

Online finishing options are also important. Where we used to be satisfied with collating, stapling and stacking, we are now being offered advanced finishing options such as online saddle stitch booklet making, GBC stream punch, two- and three-hole punch, post-process sheet insertion and folding (z-fold, c-fold).

Paper capacity is a key factor in a busy production environment. You don’t want to be continuously loading the paper drawers. Look for the largest standard paper capacity. You will need to consider the heaviest and lightest weights of paper that you will be feeding through the MFP. Most of the 50-plus ppm MFPs will allow for paper weights up to 110-lb. index stock. Some allow paper sizes up to 13x18? to permit full-bleed 11x17? applications.

Take a look at the footprint of each MFP you are considering. Do you have adequate space to house that machine, including all of its finishing options? Make sure you allow for enough space for the MFP to properly vent and access for the technician when he or she needs to troubleshoot a problem and make repairs. Make sure you have electrical outlets and a network drop in the location where you will be placing the new multi-functional device. You will need to check with each vendor for specific space and electrical requirements.

Document Security

If document security is important to your organization, you will be very interested in the range of features available on the market today designed to prevent security leaks and counterfeiting. Some examples:

• Secure Watermark enables the user to embed hidden text in the background of copies. The embedded text appears when the secure watermark original is copied. This feature helps to prevent unauthorized copying of confidential data such as personal information or certificates.

• Encryption and secured print provide two layers of security. The encrypted data will not be decoded until the user enters the correct password.

• Destination Restriction is a feature that allows administrators to set restrictions on send destinations.

• User Authentication ensures that an authorized user is signed onto the device before performing certain functions, such scan to e-mail or file. SSO, or single sign on, allows employees to use the same user ID and password that they use to log onto their PC.

• Removable Hard Drive Security is designed to secure residual information on an MFP’s hard drive through removal for storage in a safe or vault.

• Data Overwrite Security is designed to secure residual information on an MFP’s hard drive using a multi-pass overwriting process.

Fleet Managers have been asking for device management software so they can monitor their fleet of MFPs from their desktop. Software is now available to provide a systems administrator automatic network device discovery and meter readings of networked printers and MFPs across the LAN or WAN. It will collect the copy, print and fax meters of MFPs. Some of the newer technology will offer automated service call notification, toner status monitoring, scan meters and remote firmware upgrades.

Conclusions

There is certainly a lot of great MFP technology out there. Reliability and functionality is certainly at an all-time high. It is an exciting time to be acquiring new MFPs for your organization.

We would like to leave you with one final recommendation. Before signing a contract for new MFPs, make arrangements for live testing of the new technology at your site. Don’t rely solely on presentations or brochures.

Live testing will be very effective in confirming network compatibility, copy/print quality, ease of use, the vendor’s expertise with this model and service response time during the trial period. It will be well worth the extra time and effort that you put forth. IPG

Kim Roessel is the senior analyst for Pro Buyers LLC, an independent document management consulting firm specializing in helping organizations obtain lower costs, better equipment and stronger service protections when acquiring digital copiers. She may be reached either by phone at (407) 977-2080 or via e-mail at: KRoessel@ProBuyersLLC.com

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