What`s up with multifunction printing?

In less than a quarter of a century, technology has driven business intelligence beyond mainframe computing, across intricate networks, into home and mobile offices around the world.

PCs and printers have played a key role in this evolution and have greatly influenced business development efforts.

Looking specifically at printers, high-volume production printing systems - necessary to disperse mainframe computer output - have given way to distributed network printing, enabling documents to be delivered directly to printers installed near workstations or remote workstations.

Now, Internet-centric computing is removing the physical barriers to information and ideas, a shift that is reminiscent of the advent of PCs.

This brings us to multifunction printers (MFPs) that are mirroring the Internet-centric trend - incorporating printing and imaging technology with an "always on" computing infrastructure.

Indeed, the parallel between the arrival of PCs more than a decade ago and the emergence of MFPs is striking.

Like PCs, these new devices are rapidly becoming part of the way businesses operate.

Researchers estimate that as much as 70% of the world`s information is now digital.

This technology makes document production and distribution faster and cheaper than ever before. However, according to research organisation Dataquest, paper is 30% easier and faster to read than a computer screen, which gives us some valuable insight into why the much anticipated "paperless office" has failed to materialise.

So, in spite of digital technology`s prevalence, the number of printed pages is still growing dramatically. Interestingly, the number of copied pages is falling - suggesting that business is going through some change in how it generates information.

Research authority, Gartner, goes so far as to state that 60% of documents copied start as printed originals.

When documents were large and volume great, it was generally accepted that printed copies were more expensive than copied ones. This is why high-speed copiers are often used, despite the fact that smaller jobs do not demand the same complex and costly functionality.

Dataquest, however, comments that this costly business trend is changing.

MFPs are the result of innovative thinking, new technologies and digital convergence. Because paper-based documents can be digitised and digital documents are frequently printed, it makes sense to consolidate these functionalities into one unit with strong networking capabilities.

Significantly, MFPs require fewer parts than the combined total of the parts found on traditional standalone printers, copiers, scanners and fax machines. This also translates into less downtime.

MFPs also make digital prints and copies. This means that graphics and pictures that come out black on analogue machines are crisper and clearer when printed by MFPs.

Fewer devices also mean improved asset management. MFPs reduce:

* Capital requirements;

* Inventories of supplies;

* Personnel required to manage multiple vendors contracts;

* Utility expenditure; and

* Floor space requirements by 40% to 50%.

So, it`s simple - by choosing a balance between single-function and multifunction devices, companies can meet individual needs while also upgrading to fewer, but more efficient devices.