Printing technology displays a fantastic breadth of capabilities which range from the ability to print on different surfaces, to the use of specialty inks to produce amazing visual effects. However, printing also serves many industries in practical and critical ways. Nowhere has this been truer than with wide format printers and their closely related cousins, the wide format plotters.
Wide format plotters are not nearly as common as they once were, but it is a term which still occasionally appears. Discover what a wide format plotter is and the role it plays in printing today.
What Is a Wide Format Plotter?
A wide format plotter is a very specialized type of printer which generates printed documents ranging from two to six feet wide. Businesses which design or construct things have historically used a plotter rather than a traditional printer because only plotters were capable of unparalleled degrees of precision. Today, wide format printing has caught up technologically, making plotters less common than they used to be.
Printing with a Pen
Inkjet printers use drops of ink mixed on the paper. While laser printers use static electricity and heat to fuse toner to pages. Plotters do neither – historically, they used an actual pen to draw the output. This pen was attached to a metal arm which moved according to a set of hyper-accurate coordinates given by a computer running CAD software. This made it capable of producing sophisticated drawings with a high degree of accuracy.
Vector Not Raster
The nature of pen plotting meant that it rendered drawings in a vector file format rather than the pixelized raster, or bitmap, which is common in digital graphics today. Pen plotters made dots along coordinates which were then connected with a line. The result was a highly scalable image which did not lose clarity or detail as it was enlarged — this is a critical advantage of vector. Industries which demand precision need to be able to print in vector.
Who Uses Plotters
Plotters emphasize accuracy and clarity over beautiful, highly saturated images. Therefore, they have traditionally been common in industries which design or construct things. It might still be possible to find a plotter in:
- Product design
- Some craftsmanship
Choosing Precision with Modern Technology
Pen plotters did have a few drawbacks, which led to their ultimate demise. First, the pen needed to be capable of drawing the entire output in a single session. If the pen ran out of ink, the drawing had to be redone. Second, pen plotters were notoriously slow and had an almost nonexistent ability to fill solid areas, create gradients or different line shades. Pen plotters have primarily disappeared today as a result of these deficiencies, although it is still possible to find them.
Additionally, printing technology has evolved to the point where laser printers can deliver the same precision. Indeed, modern plotters take advantage of laser printing technology to produce printed documents at higher speeds. Wide format plotters and printers have gradually begun to look more alike — to the point where many firms, which may have once used a plotter, now opt to use a wide format printer instead.
Wide Format Printing
Today, wide format printing delivers the same high-precision printing that architecture and manufacturing industries rely on to build accurate, sound products. Furthermore, wide format printing introduces greater flexibility because it is capable of running other print jobs as well.
This makes a wide format printer much more valuable in the day-to-day operations of an office. Not only can a wide format printer produce the blueprints which drive creation, but it can also bring a greater range of printing needs back in-house.
Wide Format Printing for the Next Generation
Wide format printing is not optional for businesses which produce blueprints, layouts, or any other highly technical document which governs manufacturing or construction. Historically, these industries have relied upon devices known as plotters because they were able to deliver the precision needed to ensure stable, accurate development.
However, advances in printing technology in the last decade mean that wide format laser printers rival plotters in their ability to deliver high-quality blueprints. Plotters have been gradually replaced in favor of this faster, reliable, and more flexible technology.
RJ Young specializes in helping architecture and engineering firms select the best wide format printer for their unique needs. Contact an imaging specialist today to get started.
A Multi-Function Printer print, scan, copy, fax, and even edit documents from one convenient hub. This has made them an office staple, leaving few reasons for an office to continue to purchase discrete devices for each activity.
Companies embrace multi-function devices because they increase device impact while decreasing their physical footprint. Multi-Function Printers increase company-wide productivity and revenue when strategically deployed in a printing fleet. Read on to learn how upgrading a company’s printer fleet to include these multi-function devices transforms productivity and profitability in the office.
How to Better Understand a Multi-Function Printer
There are many different terms for the device known as the multi-function printer. No standardized language exists, therefore the manufacturers are free to refer to their products as they like. In other words, there are several terms which appear in reference to MPS or similar devices:
- All-In-One (AIO): A device which has a full array of document management options. This includes printing, scanning, faxing, copying, document editing, storage, and conversion.
- Multi-function Device (MFD): May or may not be a printer, but likely has printing capabilities.
- Multi-function Peripheral or Product (MFP): Shares the acronym MFP with multi-function printer, but it may have different capabilities entirely. Read the product description carefully.
- 4-in-1 Printer: Typically refers to the main four functionalities: printing, scanning, copying, and faxing.
- Small Office/Home Office (SOHO): These printers are typically multi-function because their manufacturers assume that smaller operations have less space.
Upgraded Fleets Save Money and Increase Productivity
A printer is no small investment. Professional models run easily into the thousands of dollars, which may represent a significant expense for a business. It might be tempting to hold onto an outdated model as a result, but that could be augmenting operating expenses in the long run. Upgraded fleets save money and increase productivity because they:
1. Decrease Consumable Cost and Use
The older the printer, the more expensive consumables like ink and specialized paper stocks tend to get. This is partly because they get harder to find, and partly because manufacturers discontinue parts and supplies to encourage upgrading. Likewise, modern printers use toner and ink more efficiently. They also support duplex printing and support the option to print only in black and white.
2. Cost Less to Maintain
A single multi-function device is much easier to maintain than a horde of specialized devices. Additionally, multi-function printers are so common that most technicians will have likely seen the model before, making it easier to get a device serviced.
3. Supports Increased Integration
Most modern multi-function printers support Wi-Fi connectivity, which enables integration with other office devices. Users can easily access all of the device’s functionalities without ever leaving their computer. Likewise, mobile printing adds a new layer of flexibility and mobility to the workflow.
4. Modern Multi-Function Printer Features Make Printing Easy
Multi-function printers are notoriously easy to use. The users do not have to go digging around in complicated interfaces to find the print button. Intuitive color touchscreens direct users to exactly where they need to go. Automatic document feeders eliminate the need to fiddle with the machine.
Install Print Tracking Software
Upgrading the printer itself is only one way to save money and boost productivity. Offices which already have a reasonably modern printer may wish to implement another strategy to boost productivity and reduce costs: print tracking software.
Print tracking software, such as PaperCut or uniFLOW helps businesses get a better handle on their expenses and printing habits. Print tracking software allows businesses to:
- Automate reporting which makes tracking seamless
- Gain total visibility of the printing costs for an organization
- Highlight areas of improvement for optimizing fleets and individual printer use
- Manage consumables to help reduce costs
- Restrict access to the print environment so only the people who need to print can do so
Upgrade Your Printing Environment Today With A Multi-Function Printer
Modern businesses frequently operate on razor-thin margins, making any cost reduction potentially valuable. An optimized office print environment helps boost productivity, while reducing costs.
PaperKarma estimates that the average office worker uses close to 10,000 sheets of copy paper per year. That is the equivalent of 20 reams of standard office paper, or about 100 pounds of paper worth close to $200 per year. This article has outlined many of the ways that occur and has provided strategies to begin the optimization process.
Through the thoughtful deployment of modern printing devices, plus print tracking software, businesses can reduce this cost. Contact RJ Young today to begin strategizing your next-generation printing fleet which cuts costs while boosting productivity.
Choosing the best wide format printer for architecture is no easy task. Architectural firms need top-performing specialized equipment to achieve the crystalline level of detail required for blueprints, charts, and other highly technical documents. C
Therefore, architectural firms turn to wide format printers to meet these needs. Not only are these printers specialized, but they open the door to many more capabilities than the average printer. Here are a few things to consider when narrowing down the choice of best wide format printer for architecture.
1. Detail and Precision
Wide format printers are able to print in immaculate detail and stunning resolution. Such presentation is not merely to impress — blueprints require flawless legibility to guide builders and engineers. In other words, smudges or low-resolution — which may cause blurred lines —
2. Speed and Efficiency
Many printers can produce photographic-quality color printing, but it takes time. In addition, architectural firms often operate under demanding, time-sensitive conditions which require high speed and high-quality printing to keep the office workflow smooth. Some projects need multiple copies, which can lead to frustration if each takes a significant amount of time to print.
3. Imaging Technology
Architectural firms may wish to choose from a range of imaging technologies according to the type of projects most frequently printed. A wide format printer with fewer frills, gets the job done efficiently and professionally. However, firms who need to produce high-end displays and presentations may look for more advanced imaging technology. Such technology delivers superior half hones, ultra-smooth gradients, and even the ability to print in spectacular colors without hampering efficiency.
4. The Cost of Consumables and Maintenance
High-end may also mean a high price tag on consumables such as ink, paper, spare parts, and even maintenance. This becomes even truer as materials or parts become more specialized. However, this cost can be balanced by understanding the type of printing which the firm mostly undertakes. Selecting a wide format printer, which provides the features needed without going over the top, helps to balance professionalism and price to keep the firm competitive.
5. Network Capabilities
Modern office technology is built to integrate with an organization’s workflow, and that includes architectural firms. Workflow increasingly relies on cloud and network connectivity to allow documents to flow from one device to the next seamlessly. Therefore, a wide format printer with Wi-Fi capabilities can be operated across many devices or web-based applications allowing users to design and print from one consolidated station.
6. Printing Volume
Printing volume varies from firm to firm according to size and specialty. An architectural firm with a demanding print environment will benefit from a different class of printers than a small firm which only prints a few, high-quality charts each month. In other words, a smaller firm may find it beneficial to invest in a device with more specialized capabilities, while a larger firm which needs to print more, may appreciate a more efficient workhorse.
7. Ease of Use and Reliability
A robust printing system is only useful if the user knows how to use it, and it can be guaranteed to work when it is needed. As with any piece of office equipment, the best wide format printer for architecture is powerful enough to produce the required print quality in a timely fashion. In addition, it also needs to be accessible enough that users do not get bogged down with a learning curve or get stuck fiddling with advanced settings which aren’t fully understood. With RJ Young, users never need to worry about that. We have a team of training and onboarding specialists who are dedicated to ensuring the user is familiar and comfortable with their device.
Printing blueprints may be a critical business function for an architectural firm, but it is not the only thing this business will print. It is worth it to track printing habits prior to investing in a new printer to get a better sense of the types of paper sizes, stock weights, inks, and custom settings which are most frequently used.
A firm may need to print other business documents. A wide format printer which can also handle regular paper sizes will prove invaluable in these circumstances.
Choosing the Best Wide Format Printer for Architecture
Architects have specialized needs when it comes to printing, which makes the selection of an appropriate printer beyond vital. Wide format printers can meet many of these needs with their ability to handle larger paper sizes and unblemished detail. These eight considerations serve as a starting point for the many things which a firm must consider when choosing the best wide format printer for architecture.
RJ Young works with architects and engineers regularly to provide custom hardware and software solutions for their printing needs. Read about the common printing and document problems these firms face and the solutions we provide.
At RJ Young we offer a full range of wide format printers, copiers, and scanners – from industry leaders like Oce, Canon, HP, Mimaki, Ricoh and Contex. Contact us to speak with an expert product advisor who can help you narrow down your options and select the perfect device for your needs.
A multifunction printer emphasizes efficiency in the home or office. Designed to do it all, they are valued for their ability to provide several printing capabilities, even to small businesses which may not have space for numerous devices.
Businesses looking to upgrade or replace a general printer may wish to invest in a high-impact device, such as a multifunction printer. For most modern offices, they provide all of the quintessential document solutions in a compact, easy-to-use format. It is no longer only about the print quality of your black and white documents, it is about bringing all your printing needs into one device.
There are a lot of advantages to having a multifunction printer in the office. Here are four benefits, which sometimes get overlooked, but have a tangible impact on how well an office functions.
1. A Multifunction Printer Improves Document Management
A multifunction printer improves document management by putting all of an organization’s printing infrastructure in precisely one place – physically and digitally. While a multifunction printer enables printing, scanning, and copying, and often faxing from the same device, most models on the market also come with powerful software which lets any wireless or mobile device operate the printer. With the increase of mobile devices in the workplace, mobile printing is becoming a desirable function to have. In other words, users can enjoy designing and printing a document from a single interface.
Such a feature has advantages for transforming an office into a productivity powerhouse. However, this consolidation also presents several opportunities to tighten an organization’s document management processes. Making the multifunction printer the hub through which all documents flow helps maintain visibility, security, and compliance. It also facilitates the creation of standardization procedures to support office organization further.
2. They Make the Print Environment Easier to Control
Print environment control becomes much easier when all printing activities happen on one network. Much like with document management, access control and tracking are easier when they only occur with one device.
Controlling the print environment increases security and decreases printing costs. It cuts unauthorized printing, whether it is part of the 78 percent of employees who print personal material at work, or someone stealing confidential information. Likewise, companies who are required to mind privacy regulations such as HIPAA may find that a consolidated device in a secured area is much more effective (and compliant!) than multiple devices in discrete offices.
3. Multifunction Printers Reduce Office Costs All Around
Multifunction printers are not only smart because they take up less space, a good multifunction printer takes up fewer resources as well. This includes:
A multifunction printer results in a lower electricity bill because fewer machines are running. Likewise, many professional multifunction printers now have Energy Star ratings, which are 40 to 55 percent more efficient than non-certified models.
Multifunction printers reduce the overall cost of paper, ink cartridges, and other consumables over the course of their lifespan. Part of this occurs because multifunction printers make it easier to digitize documents and turn them into other useful digital formats. Part of this occurs because improved print environment control means businesses are no longer underestimating their printing costs quite so dramatically.
It is easier to keep one generalized machine in working order than it is to maintain several specialized devices. Likewise, the commonplace status of multifunction printers means that spare parts are easier to find, and therefore cheaper.
4. Users Only Need to Learn One Interface
Multifunction printers are known to be easy-to-use — this faciliates efficiency so that users only need to learn one interface. With intuitive color touchscreens and simple navigation devices, users can master a simple interface and unlock all of their printing, scanning, and copying needs in a single action. For the average modern office where the documents need to keep flowing, this represents a major advantage over other powerful, but specialized printers.
Implementing integration software which standardizes the interface across devices has the same effect with the printer’s more powerful capabilities. When employees only need to learn one interface, they spend less time mastering these interfaces and more time on the processes which makes the business run.
Choosing the Best Multifunction Printer for Your Office
There are a variety of multifunction printers on the market which offer a variety of capabilities — this means that the choice is not a straightforward one. However, the right selection will transform a print environment into a productivity powerhouse.
Multifunction printers are best for offices which have demanding but generalized printing needs. They marry productivity and simplicity to provide all of the necessary features which the modern office requires. Advanced features, such as network connectivity, help make multifunction printers central hubs in the productivity hive that is an office.
As experts in printing solutions, RJ Young understands the myriad of distinct challenges which different businesses and industries may face. Let us leverage our expertise in office technology solutions to amplify your workflow. Contact us today to start a conversation about the goals you would like to meet with your next office printer.
In the age of digital files and communication, printed materials still play a big role in the vast majority of businesses. Everything from posters to flyers to brochures is used extensively to help a business grow and compete within their industry. However, the cost of outsourcing printing has many businesses thinking twice about placing their next order. Is outsourcing these print jobs the way to go, or should businesses seek to bring their printing needs in-house with production printing equipment?
There are a number of considerations at play here for businesses to examine. Cost is the most obvious concern for any business, but there is much more to the equation than just dollars and cents. Both options carry their own pros and cons. The better a company understands them, the easier it will be to make the best possible choice for their unique needs.
Comparing the Costs
Every business from small mom-and-pop shops to multinational corporations must adhere to a budget. Money does not grow on trees and printing budgets are no exception to the rule. In the past, outsourcing printing has often been seen as the more budget-friendly option, but that is beginning to change in the minds of business owners facing higher printing costs.
Part of this increase in the cost of outsourcing printing is that print providers have increased costs themselves, and then these costs are passed on to customers. For examples, USPS has reported increasing their rates on shipping. This means that printing companies must adjust their own rates to reflect the new costs their budgets must absorb.
However, building a printing production facility from the ground up is also a costly investment. Businesses that do not have the capital to purchase or lease their own production printing equipment may find that outsourcing continues to be their best option.
Ultimately, in-house printing equipment is an investment that will pay off down the line. Companies that want to bring their printing needs in-house may face high upfront costs, but will see savings as they print more and more materials. Businesses that don’t have the capital for this investment or do not feel they will use the production printers to their full potential may benefit most from using an outsourced print provider.
What Materials Are Being Printed?
Businesses that decide to handle printing in-house must carefully examine what kind of materials will be printed and if the volume will justify having the equipment on-hand. Printing small posters or brochures may be feasible for businesses, but other items, like large banners or window decals, may require specialized equipment that will not be used frequently enough to justify the cost.
Sometimes, businesses may want to consider a combination of in-house and outsourced printing solutions. In-House production printing equipment can handle the basic, high volume jobs while outsourced printing equipment is perfect for more niche jobs.
Who Will Manage the Printing and Design?
Depending on the needs of the business and the size of the operation, in-house designers and managers that focus on the printing needs of the business may be necessary. One huge benefit of this arrangement is that the business has complete control over their materials and campaigns from beginning to end.
However, the obvious downside to choosing this route is the cost and effort that goes into hiring and maintaining this kind of staff. Consider a professional in-house graphic designer. According to Indeed, they could command a wage of nearly $20 per hour. When outsourced printing, the costs and logistics are managed by the print provider. Since they service multiple clients, the cost of staff is essentially spread out, which helps keep printing costs low.
The ultimate question to ask is whether or not a business wants to take on this kind of responsibility associated with in-house print production. High-volume printers with unique needs may feel the cost is justified, while lower volume businesses may not be willing to take on that kind of expense.
Who Has the Control of Timelines?
Bringing control of printing in-house versus using outsourced print providers can have numerous benefits and downsides. One important consideration is timelines. In-house print production means that the business is absolutely in control of the turnaround time needed for a project. This is one of the main advantages of in-house production compared to outsourcing. There are no other clients being serviced and, as a result, the job can be completed on schedule.
Of course, the risks of timelines and schedules can be mitigated by placing orders with outsourced print providers well in advance. What a business must ask is how valuable complete control and rapid turnaround is to them. Most outsourced providers deliver quality work quickly, but nothing can beat the scheduling benefits of printing services being brought in-house.
Outsourced and In-House Production Printing Equipment: Two Great Options
There is no right or wrong way to do printing. There are many advantages of in-house production while the cost of outsourcing printing simply cannot be beaten for businesses that do a lower volume of printing.
To learn more about the benefits of printing services and production printing equipment, and whether or not printing should be brought in-house or left to an outsourced print provider, contact RJ Young today.
The multi-function printer is designed to do it all: printing, scanning, and copying in color or grayscale. However, with the immense selection of printers available, how does an organization decide which is best? The answer depends on an organization’s printing needs and habits. Outlined below are the pros and cons of an inkjet or laser multi-function printer for business use.
Inkjet vs. Laser: What Is the Difference?
Inkjet and laser printing are two different types of printing technologies. Understanding this explains why they produce different printing results.
Inkjet printers print tiny dots of different color inks which are combined on paper, creating a wide range of colors. When printing photograph-quality images on regular paper from an inkjet printer, the print may still feel wet for several minutes since there is no heat, or an alternative method, to set the ink.
Conversely, laser printers use the same basic technology as photocopiers. A laser scans back and forth over a photoconductive drum, creating regions of static. The regions of static allow particles of toner to stick to it. When paper rolls under the drum, toner transfers to it. The fuser then binds the toner to the paper with heat, producing a dry printed product.
When an Inkjet Multi-Function Printer Is Best
Modern inkjets offer stunning color quality and flexible paper options. However, these capabilities far surpass what most businesses need. Choose an inkjet only when both needs exist:
1. Photo-Quality Color Printing
Companies that routinely print gallery or photo-quality color images may be served best by an inkjet printer. They easily print vibrant images with depth and clarity.
While recent advances in technology have led to the color inkjet multi-function printer becoming more efficient than their predecessors, inkjet printing still costs more than laser printing. Inkjet printers are not recommended as the sole printer for offices that also print business documents on a regular basis.
2. Printing on Multiple Types of Paper
Inkjet multi-function printers handle a wider range of paper types than many laser printers. Media stock is not made to withstand the heat from the fuser in a laser printer. It could melt, damaging the hardware along with the printed items. Similarly, paper stocks of certain textures may not allow enough heat in the grooves to properly bond the toner polymers.
Users should always look for products labeled as compatible for laser printers, whereas the result is more consistent with inkjet printers, no matter the paper type or stock.
When a Laser Multi-Function Printer Is Best
Laser printers remain an office staple, offering speed and efficiency to businesses that print or copy documents frequently, or in large amounts. Companies will find that laser multi-function printers and copiers are the most economical solution in their operations.
1. Crisp Printing
Businesses that primarily print office documents rely on laser printers for their ability to quickly produce clean, precise lines for fine text and form style printing. This precision stems from the use of toner. Composed of electrically sensitive polymers that immediately fuse to paper in the presence of heat, toner is a far more conservative material than ink from inkjet cartridges and lasts much longer.
For office settings, laser printers offer serious advantages in comparison to inkjet printers, where ink dots may bleed and spread in paper fibers, or where the ink does not dry fast enough, resulting in the inability to print batches of paper at one time.
2. Rapid and Double-Sided Printing
Most modern laser printers come standard with automatic document feeders with duplex printing. Here, toner is fused in one layer and dried immediately, delivering the ability to print on both sides without impacting clarity. Duplex printing gives offices the opportunity to dramatically reduce the amount of paper they use, purchase, and process. This is still not a standard feature on inkjets. Double-sided printing can be done manually by reloading prints into the paper tray of an inkjet printer; however, print quality often plummets because the ink penetrates and bleeds through to the other side.
Despite their complicated process, laser printers print much faster than inkjets. While inkjets may put several layers of ink down, laser printers only place one layer. Laser printers are also made to withstand heavier office use and built with stronger engines to produce higher output in less time.
Laser Multi-function Printers Improve Business Productivity
Today’s multi-function printer offers a range of features and sophistication, including automatic document feeders, color touchscreens, and Bluetooth connections to mobile devices. Modern multi-function printers strive to simplify the modern office with its efficiency and ability to meet every need.
Laser multi-function printers offer the widest range of applications while remaining the most cost-effective. Models such as the HP Color Laserjet Pro multi-function printer, produce professional quality printing.
If photographic-quality color printing on a non-traditional stock is not a requirement, a laser printer more effectively balances long-term costs with print quality.
Buying or leasing the right laser multi-function printer can significantly impact a business’s productivity. Start a conversation today with an office technology expert to determine the best choice for you.
Almost every company has an old office printer that isn’t working the way it should. Perhaps it’s showing signs that it is coming to the end of its life or maybe it’s time for a new copier with better, more modern features. In either case, shopping for a new business printer can seem like a daunting task for organizations that haven’t been in the market for a while. The office printer has come a long way in the last few years and the amount of features a new multifunction printer offers may come as a surprise.
Connectivity is King in Today’s Office
There was a time when all an office printer had to do was print. Today, an office printer is a hub for productivity. Printing is just one of the many tasks people expect their new multifunction printer to perform.
One important feature to look for is connectivity to apps or services. Cloud storage has grown in popularity and many printer manufacturers recognize this. If team members use one of the top cloud storage services, then a new multifunction printer will most likely be able to connect with that service. However, team leaders will want to confirm the printer’s ability to connect prior to making a final decision.
Connecting with these services can save a company both time and money. Scanning documents for easy sharing on cloud storage drives can boost productivity and reduce the need for printing multiple copies for the next big meeting. Being able to pull documents directly from the cloud for printing is also much easier than downloading the document to a computer, printing, and then walking to the printer to pick up the document.
How Much Work Does an Office Printer Do?
Small business printers come in all shapes and sizes to meet the needs of a wide range of businesses. Printers often have a pages per minute (ppm) measurement as a part of their spec sheet. This number can help determine the right printer for a growing business.
For example, an office printer in a small office of three people who only print a few pages per hour is not the same office printer deployed in an office with 15 people who print much more throughout the day. Consider team needs for printing, and then look for the small business printers that most closely satisfy those needs.
For light printing needs, this simple exercise could prevent a company from spending unnecessary money on a printer that is overkill for their office. For heavy users, finding the right printer to handle output will save them from a lot of future stress and frustration.
Go For the Touch Screen
Having a bright, beautiful touch screen on a new multifunction printer is an absolutely essential feature with today’s printers. Touch screen technology is now standard in almost every consumer tech product and most users are as familiar with a touch display as they are with their keyboards.
In addition, with so many features packed into a new multifunction printer, quick and easy access to complete the task at hand is vital. A touch screen allows users to quickly find the feature they need, complete their request, and move on to the next job.
Most importantly, touch screens are customizable. IT professionals can set the screen to show the features and services most frequently used, so that most tasks only require a few taps.
How Does It Integrate with Mobile Technology?
So much business is now done using smartphones and tablets. In fact, 77% of Americans own a smartphone and 92% of Americans aged 18 to 29 own one. Being able to seamlessly send documents from a mobile device to a new business copier or printer is an essential feature for small business printers that promise improved productivity.
If an office operates on a smartphone just as much they do on a laptop or computer, then being able to print from a phone should be near the top of a most wanted features list. In addition, this allows mobile or remote employees to print to the office multifunction printer without actually having to stop into the office.
Still Searching for the Perfect Office Printer?
Keep the current needs of the team in mind when searching for a multifunction device, but also consider where the department or company will go in the future. Will cloud storage become a part of the business, or is mobile functionality important? Buying new printers is a big decision that affects the productivity of a team for the foreseeable future. Making the right choice is important to ensure that workflows run even more smoothly than before.
Still wondering which multifunction printer is right for you? Contact us at RJ Young to speak with an expert product advisor who can help you narrow down your options and select the perfect device for your needs.
There are a number of key aspects to consider when buying a new multifunction printer. Some are obvious such as cost, but shopping for a printer for a small to mid-sized business is not as simple as just picking out the shiniest model. There have been several developments in the multifunction printer market and it may be a surprise to see the number of features these devices come out of the box with. Here are 10 important aspects to consider when determining what new office printer to purchase:
1. Laser or Inkjet?
This is a common question that inevitably comes up when shopping for a new office printer. Each type of printer has its own strengths and weaknesses. Generally, if a company is mainly printing documents and looking to keep cartridge replacement costs lower, they should choose a laser printer. However, an inkjet might be the better choice if they want to print the most colorful, best quality images.
2. Can Services be Connected?
Most organizations make use of various services to help manage workflow processes. Is it possible to simply link these services using the new multifunction printer and simplify workflows? Look for compatibility with the top cloud storage services and other important services used frequently within the department.
3. How Fast Should a Printer be?
The pages per minute (ppm) of the multifunction printer selected is a very important feature to consider. Some printers are designed for low to medium volume printing, while others are designed to keep up with high volume users. Team leaders should consider their team’s usage patterns and then look for a printer that can satisfy their needs.
4. How Does the Multifunction Printer Integrate with a Network?
The last thing companies want to do when setting up a new office printer is completely change the network infrastructure to accommodate it. Rather, printers should fit into the existing network setup so that there is no wasted time or cost. Businesses should simply be able to deploy the new printer and easily set up any necessary monitoring services.
5. Can Printers Connect with Other Devices?
Most companies are long past the age where printers simply had to interact with computers on the network in order to do their job. Now, employees need to be able to print from their smartphones and tablets. Connecting and using these devices should be quick and easy. Once the devices are connected, employees will be able to print from any device, no matter where they are. No need to interrupt productivity just to print.
6. Find Out the Scanner Quality
Resolutions are not just for New Year’s. When scanning documents, the resolution at which documents are scanned can make a big difference on how it looks and how the scanned images will be used. A basic scanner built into a multifunction printer might be fine for text documents. However, if users are scanning detailed images that they need to print or display, a high-resolution scanner could be the preferable option.
7. Determine the Level of Security Required
Depending on the industry and the type of information processed, data security requirements may be more stringent than other businesses. Ensure that a new office printer not only meets business printing needs, but also its security needs. For example, a health care business must comply with HIPAA and, therefore, should look for a multifunction printer that meets those requirements.
8. Understand Total Cost of Ownership
The initial price tag is not the only cost included with new small business printers. There are additional maintenance and material costs that can add up over time. A rock-bottom price tag may not look that great after a few years. Look at the total cost of ownership over several years – including basic maintenance and replacement – to get a sense of how much the printer will actually cost.
9. Reputation of the Brand
There are a number of manufacturers available, but not all brands are the same. Before making a purchase, take time to research the available options. Reputable dealers will sell well-known brands with strong reputations for quality.
10. What is the Monthly Workload of the Printer?
Duty cycle is a term often heard when shopping for a new office printer. This refers to the number of pages a printer can realistically handle throughout a month of work. In addition to pages per minute, the new printer must be ready to take on the monthly print volume of a fast-paced office.
Talk to an Expert
There are a lot of variables at play when looking for a new office printer. With so many things to consider when buying a printer, it can feel overwhelming even for a seasoned pro.
Don’t get overwhelmed. Get the team at RJ Young to do the work for you. Contact us today and let us guide you through the buying process to ensure you get the right model for your needs.
A difficult decision for all businesses, regardless of size, is whether leasing a piece of office equipment is better than buying it outright. There are thousands of articles and advice columns regarding this decision. The problem with these articles is they only focus on a few aspects of a company, rather than what makes the company unique. Small businesses and large corporations both have a variety of reasons why leasing equipment or purchasing office equipment is the best decision for their company. It can become difficult to determine what the best solution is when there are several dissenting opinions coming from various angles. This customized quiz about leasing vs buying is focused on evaluating an entire company prior to giving advice on which option is the best option.
The Leasing vs Buying Quiz
The leasing vs buying quiz takes into account multiple factors that a business should take into consideration before making a decision regarding their office equipment. Take the quiz below to find out what is the best option for your company!
If you want more information about leasing vs buying, the experts at RJ Young can help provide additional information to help you make the right decision for your company. RJ Young also provides in-house leasing, which allows your company to rest assured that your equipment lease is secure while making monthly payments. For any additional questions regarding leasing vs buying, fill out our contact form or call us at 800-347-1955.
The healthcare industry has some of the most stringent standards in terms of data-related regulatory compliance. HIPAA (the Health Insurance Portability and Accountability Act) applies to 18 different aspects of individual health information that could potentially be used to identify someone. HIPAA privacy rules apply to both written and visual information. Privacy rules are only one aspect of HIPAA. While the entire act revolves around patient privacy, it’s not only organizations within the healthcare industry that need to be concerned about HIPAA compliance. Any covered entity or business associate that interacts with healthcare information also falls under the jurisdiction of HIPAA and must meet the requirements set forth by the HIPAA security compliance checklist. The good news for healthcare providers, dentists, and doctors is that document management providers are able to ensure they remain compliant with HIPAA.
The HIPAA Security Compliance Checklist
The HIPAA compliance checklist is just what it sounds like – a checklist of criteria that organizations must meet in order to comply with HIPAA regulations. The requirements of HIPAA are broad so they can be applied to all organizations that come into contact with Protected Health Information (PHI). There are five main technological safeguards that must be in place, according to the HIPAA compliance checklist. These HIPAA security rules include:
- Implementation of a means of control
- The inclusion of a verified authentication method for ePHI
- Tools for encryption and decryption
- Introduction of activity logs and audit controls
- Facilitation of automatic log-off for network-connected devices
Failing to adhere to HIPAA compliance comes with a heavy cost. Fines for violations can be as high as $1 million when sensitive information is concerned. Needless to say, any organization within healthcare or related to healthcare cannot afford to neglect security measures that involve Patient Health Information.
HIPAA Compliance & Document Security Equipment
The primary challenge of medical software is dealing with document management. Because such software is essential to processing large numbers of documents, most healthcare providers utilize these systems. Some of the key features of quality medical document security software include ease of use, strictly defined structure, and data security. Security solutions at the software level mean little without the hardware necessary to implement those solutions. Document security equipment includes medical office multi-function printers, medical office scanners, and network security, which helps to deal with issues that all organizations must concern themselves with today.
Other than requiring an inventory of all hardware containing ePHI, the HIPAA compliance checklist does not define specific hardware requirements. However, the entire list, when taken as a whole, implies that the proper document security equipment has to be implemented. This includes everything necessary to prevent or detect breaches if and when they do happen. In order to provide an integrated-document security solution, multi-function printers (MFPs) can be outfitted with wireless access points with pre-installed security-conscious firmware. With medical office managed IT, this integration can be accomplished without the need for piecing together every detail on your own.
High Quality HIPAA Compliance
External Managed IT services can provide services that will further integrate the necessary components of HIPAA security compliance into an office’s overall infrastructure. This eliminates the worry concerning the chance of a data leak or a security breach happening in some unexpected corner of document security services.
Doctors, nurses, and other healthcare professionals have enough to worry about. By placing document-security, for both paper documents and digital files, concerns in the hands of experienced professionals, healthcare offices are able to have a HIPAA-compliant infrastructure that is tailored to meet the needs of their team and patients. Medical offices also benefit from a more efficient workflow that not only keeps them in compliance with HIPAA, but adapts to their changing needs.
Want to learn more about the available IT security options that RJ Young offers to hospitals, doctor’s offices, and other healthcare organizations? Contact us today to learn more about the latest HIPAA compliant document security innovations.