How to choose the best office printer for your business

You probably have a good idea of the basic printer functionality that you need today. Maybe you need a printer that can handle more volume. Maybe today you need the ability to print color in your office, rather than outsourcing to a local print service provider.

Basic print functionality is important. But is it really enough?

We typically find that customers need more than just print. Many seek enhanced scanning capabilities to better integrate documents into line-of-business applications and workflows. In many offices, multifunction printers have become centralized communications hubs.

In fact, the demand for more advanced scanning has led us to develop robust, high-capacity scanning on our latest SD series devices, the IM C3510SD, IM C4510SD, and the IM C6010SD.

Device functionality, however, goes deeper than printing, scanning, or even faxing and copying.

Devices that lack seamless integration can become time-consuming and burdensome – especially when scanning. For example, when documents aren’t automatically routed into a structured, pre-programmed workflow, they can slow productivity.

Workflows can be automated to start at the push of a button. Today, that's not just convenience – it’s essential.

With this in mind, let’s take a look at basic printing needs and then advanced technologies to consider when choosing the best printer for your office.

The level of advanced technology available on a device varies. It really depends on the operating system built into the user interface. Consumer type all-in-one printers may offer some advanced features though most do not include the robust capabilities of multifunction devices built for the explicit purpose of streamlining business operations.

Here are three advanced techs to consider when identifying the best printer for your office.

Secured printing

Shared printers — like multifunction devices, pose a risk of printed output being picked up by the wrong person. While this may not always be a serious issue, some printed information is intended only for specific recipients. Data privacy isn’t just a digital concern; printed documents must also be protected.

Multifunction printers often feature a variety of ways to safeguard information, often in what is called secured print, or some variation of the term. Some print drivers allow for the use of PIN codes. This is a type of device-based security. Print security across all connected printers is also available, such as with applications like RICOH CloudStream and RICOH Streamline NX.

Workflow automation

Starting automated workflows at the point of scan saves a lot of time, as opposed to scanning a document and then returning to a computer to move the document into the necessary applications manually. In fact, multiple workflows can often be completed at once, such as copying a document and scanning it at the same time. Devices with this advanced automation often have some basic workflow options available “out-of-the-box,” although more advanced integrations are often available through partnerships with platforms and line of business applications.

Line of business integrations

Many applications and platforms like Laserfiche and DocuWare have partnered with printer OEMs like Ricoh to create integrated tools that enable automated functionality. In fact, many of these apps that load onto the MFP and are available through the touchscreen menu bring platform functionality right to the MFP, eliminating steps in the process. We have also created tools like RICOH Smart Integration Solutions to help connect your device to business applications.

If you have processes that require the scanning and capture of paper documents, workflow automation features like these may be able to save your organization a lot of time and resources.

For businesses with shared multifunction printers, we are really excited about the SD series devices: IM C3510SD, IM C4510SD, and IM C6010SD.

The single-pass, high-capacity scanner on these devices can handle a wide range of media types from paper to ID cards, opening a world of opportunity for businesses. It increases the potential to centralize and consolidate work in a single device, eliminating the need for additional equipment — and their costs. It also features our touchscreen technology that enables integration with additional platforms and line of business applications.

Of course, the best device will be the one that most matches your current need. But it is important for every business to know that there are a lot of ways to streamline today’s processes. How can you do this?

We help our customers develop solutions specific to their environments and businesses. A representative would be happy to explore how we could help you.

When choosing a printer, especially for your office, your vendor partner can be just as important a deciding factor as the device itself.

Yes, you want a partner who can service your printer and meet their service level agreement (SLA).

We might also suggest that whoever you choose should be someone you trust to support your business as it changes; someone who can help develop solutions for the biggest information management challenges you face.

For example, as a 20 year partner of the School District of Philadelphia, we’ve helped them evolve their print environment to meet their ever-changing needs. You can see the latest results of our partnership in this customer story >

Alternatively, we worked with this global bank to reduce their pages printed by 70% >