How do I choose a multifunction printer for my business?

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How to Choose the Best Multifunction Printers for
Your Office?

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The Multifunction printers play a major role in a
companys document management strategy since it
integrates several functionalities such as
printing, copying, scanning and sending/receiving
faxes into a single device. New developments have
allowed these devices to be integrated with
various software systems, archiving software, and
cloud solutions enabling you to print, scan, and
retrieve your documents from anywhere in the
world.

Choosing the right printer will allow you to save
time and money as well as ensure a smooth
workflow process. Choosing the wrong printer
however can lead to software compatibility
issues, repeated equipment breakdowns, high
prices of toner/ink, low-quality service, and
expensive spare parts, causing a lot of headaches
down the line.

As multifunction printers tend to be more
expensive than single-function printers,
especially if you are looking for long-term
equipment which you want to last for 5 to 10
years, it is important to take the necessary time
and do your research in order to pick the right
model. Here are some things to consider while
purchasing an all in one printer
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What functionality do you Require in
Multifunction Printers?

• Newer all in one printer models are loaded with
  advanced features and functionalities such as
  wireless connectivity, high-speed duplex
  scanning, duplex printing and copying, mobile
  printing, scan to cloud, and print from the
  cloud. OCR (optical character recognition)
  software can also be built-in thus allowing you
  to digitize your scanned documents and create
  searchable and editable files.
• Print fleet management software which allows
  administrators to monitor the status of each
  printer as well as the number of prints per user
  is becoming popular these days. Does the all in
  one printer youre looking to purchase have its
  own free software or is it compatible with your
  existing print management software? Check what
  features you will currently need and what
  features you might need in the near future so
  that you can choose a device with the required
  functionality for the long run.

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Do you want a BW or Color All in One Printer?

• In the past, color printers used to be extremely
  expensive to purchase and maintain, and having a
  color printer was considered a luxury. Over the
  past decade, the prices of color printers have
  been steadily dropping and is now almost equal to
  that of a BW printer. With the advancements in
  technology and the way the industry is heading,
  it seems that BW printers will be phased out
  over the next few years as a color has become
  very affordable and within the budget of most
  organizations. If your budget constraints are
  very tight then we recommend that you look at a
  BW multifunction printer. If you plan on keeping
  a device that you will use for the next 5 years
  or more, then you might as well go for a color
  model.

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What is your Monthly Print Volume?

• This is the single most important question you
  need to consider. All in one printer devices from
  any brand you consider are always categorized
  according to their duty cycles or the number of
  prints they can handle per month. A small desktop
  printer can handle around 1,000 monthly prints.
  If you have 5,000 or more prints per month you
  will need to look at a mid-range standalone
  model. When the volume hits 15,000 prints or more
  it will be wise to consider one of the high-end
  production printers.
• A good way to estimate your print volume is to
  check your existing machine. Every multifunction
  printer will have a counter (much like the
  odometer of your car) where you will be able to
  print a report on the total number of
  prints/copies taken on that specific device. On
  most models, this will even be split by category
  into BW copies, color copies, A4 copies, A3
  copies, and so forth. Dividing this counter
  reading by the number of months you have owned
  the device will give you the best estimate of
  your print/copy volume thus allowing you to make
  an informed decision.

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What is your Monthly Print Volume?

• Many issues will inevitably arise if you do not
  know your print volume and purchase the wrong
  machine. For example If your print volume is
  10,000 copies per month and you opt for the
  entry-level 20ppm A3/A4 all in one printer, you
  will have continuous breakdowns, costly
  replacement of multiple spare parts, and many
  service issues. This is not because the machine
  is not good, it is because the machine is simply
  not designed to handle such high workloads. You
  might be able to manage for 1 or 2 years but then
  you will have to throw away the printer due to
  endless breakdowns. Had you chosen an appropriate
  model then it would have lasted you anywhere from
  5 to 10 years
• On the other hand, if you only have 500 to 1,000
  prints per month then you can opt for a small
  desktop multifunction printer. Purchasing the
  20ppm standalone model mentioned above is simply
  a waste of money as 1,000 copies is a very low
  workload for that model.

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These are the main points you should consider
before purchasing a new multifunction printer for
your office. For more details or questions,
please feel free to contact us and our sales
executives will be glad to assist you.
Source
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