For all their brilliance, copiers, printers, scanners and fax machines do “age out” of the business workflow system. Time and technology move at a faster pace than some older devices can handle. The result could be compromised productivity, information security and user access.
How to Know When It’s Time
Take into account these factors:
- Efficiency – Older devices mean older components, ones that are at higher risk for breakdown. If you see the “copier down; service called” sign on your devices consistently, the problem is not likely a lack of paper or toner.
- Access – It’s common for many businesses to have staff on the road more often than they are in the office; having printers that accommodate these remote users is becoming a priority. Many older systems simply cannot support mobile print. Today’s multifunction printers (MFP) are designed for cloud-based “anywhere access” that contributes to better productivity. With the new Xerox i-Series line of products users have access to a free online app studio that can improve workflow by leveraging the cloud for easy access and storage of scanned documents.
- Information Security – Many users don’t take into account the fact that everything printed or copied remains, in digital form, within the device or its software. Older devices may not be equipped to provide the sophisticated encryption that protects data from outside influences.
- Material Cost – From inkjet printers with their expensive cartridges to redundant devices that just use up energy without providing much value, older equipment can be expensive to maintain. Newer printers are designed around the efficient use of paper and toner, not to mention the paperless world of digital print/scan/share/store functions. Some newer digital systems feature print controls that allow for restrictions, such as who can print in colour, by user or department.
Your aging printers and other devices may be costing you more than they’re worth. While replacing your copier may seem like an unnecessary expense, there are many benefits to transitioning to a newer model. Over time you can save money, reduce the need for maintenance and improve productivity.
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