In most companies, copying and printing tend to be treated in totally different ways. While a centralized copier is usually shared by a department, or even an entire floor, many companies still place small inexpensive printers on each employee's desk.
Today's copiers, however, no longer simply copy. Many are complex networkable devices, capable of taking instructions over a company network. Copier manufacturers are adding printing abilities to their machines in an effort to provide more features to their customers (and to be able to charge higher prices).
There are advantages to centralizing your company's printing:
- Better Print Quality
Because they tend to be more sophisticated (and expensive) devices, the print quality of larger copier/printers is usually much better than you'll get from less expensive individual printers. - Monitor Supplies
A centralized printer allows companies to monitor expenses as toner, paper, and usage. For example, because some printers can report on the date/time when a print job went through, you can find out if one of your employees was printing up party invitations after hours. - Specialized Printing
Many of these units allow for more specialized printing, such as duplex (both sides of the page), heavier back and front cover stocks, and even stapling and folding. - Save IT Effort
Having only one rugged system to service rather than 20 or more small printers can save a lot of time for your IT department.
On the other hand, if employees do a lot of printing, they may not want to have to walk halfway across the department each time they do a new printout. And because of the additional expenses of these sophisticated systems, it could be a while before you see any real savings.
So if you're going to replace your old copy machine, it may be a good idea to look at one of the new multifunction systems. But don't let yourself be sold on one unless you're sure that it is the right solution for your company's needs.
