In recent years, converging technologies have meant that the humble photocopier, once sidelined to a corner of the workplace, has evolved into a machine which deserves to be at the heart of the working environment. Indeed, photocopiers have now become truly multifunctional printer/copier systems - a networked scanner, printer and copier and document management facility all in one, and can be configured potentially to drive efficiency and increase your bottom line.

Emerging software applications have the capability to extend the role of the Photocopier/Multifunctional Device (MFD) a long way beyond its traditional functions. The potential of these applications is wide-ranging, enabling businesses and organisations to procure MFDs which are tailored specifically for the business workflow requirements. Businesses are already developing their own software applications in keeping with their needs. It is important to be educated about these advances and to be one step ahead in the world of print technology and document management.

Remote Printing

For example, developments in Bluetooth technology means that it is now entirely normal for users to send print jobs to an MFD from their mobile devices. This makes it possible for such users to print documents from any site of their choosing - even a café or airport lounge - that has a printer on-site. To ensure confidentiality, it is also possible to encrypt the data so that only authorised personnel can release the print job when they are physically standing at the MFD.

Print and Document Security Considerations

Print manufacturers already work with third party software developers to provide swipe cards to enable authorised access to print devices. Developments are also under way with biometrics and voice activation. Konica Minolta has already perfected a recognition system which maps the veins in a user's finger to ensure secure authorisation. Applications have also been developed which link the business CCTV system to an MFD. As well as monitoring the building, the system can print out photos of any intruders.

Security – Plus Diverse Functionality

However, security enhancements are not the only major leap forward in printer/copy technology. These days, the interface of a Multifunctional Device can be used to access emails to increase user productivity, and large capacity hard disk drives can create an additional workstation with secure access to document folders for each member of the working team.

Additionally, with increasing pressure on all organisations to focus on environmental issues, java developers are using software applications to measure the energy that each print device within their organisation uses. This enables the IT manager to make judgments about the efficiency of its entire range of office equipment.

Several enterprising companies are using the Multifunctional Device as the environmental overlord of the office by allowing it to control the office lights, while others have set automatic timers so that it automatically switches off out of office hours.

People-Oriented for Maximum Workflow Integration

To meet equal-opportunity obligations in the workplace, companies are now specifying printers which are specifically tailored to the needs of all. For example, some are implementing larger buttons for the visually impaired, and adjustable control panels and LCD displays to enable comfortable access for wheelchair users. Education establishments and events organisers have developed software to enable attendees to register via the interface of the Multifunctional Device. From this, a list of attendees and an ID card for each entrant can be printed. After the event, data about the attendees can be uploaded onto a database and used to tap into potential sales leads.

Summary

Thus, print/copy technology is evolving in leaps and bounds and, accordingly, the business of photocopier replacement, has become an opportunity for a complete re-appraisal of working practices

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