How multifunction printers can help boost your workflow

How multifunction printers can help boost your workflow

Efficiency is king when it comes to business operations, and one often overlooked but highly impactful tool to increase your efficiency is the multifunction printer (MFP). Modern MFPs are designed for organizations that need to do more with less, and offer a suite of features to enhance your productivity, improve document security, and support a mobile work environment.

In this blog post, we'll delve into three key features of MFPs that can supercharge your business workflows.

High-speed scanning: The backbone of efficient document management

High-speed scanning is a game-changer for businesses that deal with a high volume of documents. Traditional scanning methods are slow and cumbersome, sometimes requiring you to scan one document at a time. However, modern MFPs are usually equipped with high-speed scanning capabilities that process large batches of documents at once. This efficiency reduces the time employees spend on document management tasks, freeing them up to focus on more critical aspects of their work.

MFPs accomplish this with advanced features such as automatic document feeders (ADFs) and duplex scanning. ADFs allow multiple pages to be scanned in a single operation, while duplex scanning enables double-sided documents to be scanned simultaneously. These capabilities quickly convert physical documents into digital formats, making the data they contain easier for your employees to store, retrieve, and share across your organization.

The ability to quickly scan and digitize documents also facilitates better collaboration among your workforce. Instead of printing and distributing documents, employees can easily scan and share digital files, enabling real-time collaboration and reducing delays associated with physical document handling and delivery.

Document security: Keeping data safe at every stage

Data security is a top priority for any business, especially when handling sensitive or confidential documents. MFPs come equipped with a myriad of security features, including:

  • Advanced encryption – Encryption ensures that scanned documents are scrambled into an unreadable format using complex algorithms. Even if someone intercepts the data, they wouldn't be able to decipher it without the decryption key. This adds a crucial layer of security, especially for documents containing sensitive information such as financial records, Social Security numbers, or confidential contracts.
  • Secure print release – This functionality requires users to authenticate themselves before printing, scanning, or copying documents so that sensitive information is not left unattended on the printer for anyone to pick up.
  • User permissions – By assigning different access levels to employees based on their roles, you can control who has access to specific functions and documents, preventing inadvertent or intentional data leakage.
  • Activity monitoring – This feature allows you to track the usage of the device, telling you who accessed which documents and when, which is vital for incident response and compliance.

Mobile printing capabilities: Flexible work for the new normal

MFPs enable more flexible work in your office with Wi-Fi, Bluetooth, or NFC capabilities that allow direct communication between the printer and any device on the network. This eliminates the need for complex network configurations and cabling, making it easy for employees to connect and print at the drop of a hat.

But of course, to really compete in today’s markets, you need to be able to perform business operations from anywhere, whenever you need to. Mobile printing capabilities in MFPs allow your employees to print documents directly from their mobile devices from anywhere with an internet connection. This is perfect for your remote workers who are frequently in the field, as they no longer need to go all the way back to the office to print important documents.

The mobility offered by modern MFPs is made possible, unsurprisingly, by the cloud. This deep integration enables your workforce to print documents directly from your cloud storage, enhancing convenience and productivity.

If your Los Angeles or Orange County business is interested in acquiring an MFP to boost its productivity, contact Complete Document Solutions. We’ll leverage our 30+ years of experience in business IT and document management to find the right device for you and integrate it into your systems for peak performance.

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