Selecting multifunctional printers can be a daunting task. These suggestions should make your job easier.

By Kim Roessel

Key Vendor Questions

Before inviting a vendor in to discuss new equipment, be prepared to answer the following questions:

• What is the current average monthly copy/print volume of the location in question?

• What are your five most typical copy/print applications?

• Does this location experience any peaks and valleys with volume during the year?

• How much space is available for new equipment?

• What does your current network infrastructure look like?

• Have you experienced any challenges in the past when vendors tried to connect their digital copiers to your network?

• Will you require PostScript drivers (needed for Apple environments) in addition to PCL?

• What are your specific finishing needs (stapling, sorting, grouping, saddle-stitch booklet making, hole punching, folding, GBC Punch, cover-sheet insertion)?

• What level of security does your IT department require for documents being transmitted over the Internet?

• Will you need to enable the ID management feature on the MFPs for this location?

• If so, how many individual ID codes will be required for tracking purposes?

• Will you need to implement a chargeback system for billing back departments or individuals for copy/print jobs?

• Do your color copying/printing needs fall into the category of business color (charts, graphs, PowerPoint) or graphics color (advanced color applications)? Most manufacturers offer 50 page-per-minute (ppm) units that do color copying/printing at a fraction of what it used to cost to reproduce color.

• Do you want/need the ability to copy, print, scan and fax on the multifunctional device slated for this particular area? If so, it is best to go with a single equipment brand and vendor to maximize overall support efficiencies.

• How much do you spend (equipment, supplies and service) for the copier equipment you currently utilize? (Keep this data internal; don’t share it with potential vendors.)

• Do you typically purchase, lease or rent copier equipment? (Lease equipment whenever possible to preserve capital budgets.)

• What is the growth potential over the next five years for these locations?

By knowing the answers to the questions above, you will be prepared for your initial meeting with one or more vendors. This will ensure a productive session and put you in the driver’s seat.

THE DIGITAL printing industry has come a long way from the stand-alone copier-only functionality of a few years ago. Still, many users find themselves unable to take full advantage of the available technology.

The key to implementing advanced document technologies is education at all levels of the organization. The in-plant manager plays an important role in educating others about improving document workflow efficiencies.

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MFP Decision Time