Printers often get overlooked. Many business leaders think of them as necessary but outdated, and certainly not strategic. But modern multifunction printers (MFPs) are powerful digital tools that go far beyond pushing paper. They're smarter, more connected and more secure than ever before.
The important uses of the printer today may surprise you. In fact, your MFP could quietly be holding untapped value, including streamlining workflows, protecting sensitive data and even supporting your sustainability goals.
Multifunction printers have evolved. They no longer just print, scan and copy. Today's MFPs are secure, cloud-connected and built for workflow automation. Think of them as an extension of your IT infrastructure.
Modern printers support encryption, user authentication and integration with cloud storage platforms like Google Drive and SharePoint. They can automate tedious tasks and generate usage data to help you make better decisions. With paper-saving settings and energy-efficient features, they can even contribute to your company's green initiatives.
These important uses of the printer aren't just clever add-ons; they're practical, real-world tools that help businesses work smarter. Here are 10 modern ways organizations are getting more from their MFPs.
Benefit: Prevents unauthorized access to printed documents.
Use Case: A healthcare provider enables secure print release, requiring staff to authenticate at the device before printing documents. This prevents confidential patient records from sitting unattended on output trays, reducing HIPAA compliance risks.
Benefit: Makes archived documents searchable and accessible.
Use Case: A law firm scans case files using built-in Optical Character Recognition (OCR), converting paper archives into searchable PDFs. This enables faster case research and reduces physical storage needs.
Benefits: Saves time and reduces manual processing errors.
Use Case: An accounting department uses its smart MFP to scan incoming invoices, which automatically route to the appropriate approver based on rules. This speeds up the accounts payable cycle and ensures audit trails are maintained.
Benefits: Enables real-time document access and collaboration.
Use Case: A marketing team scans a signed contract directly to a shared Google Drive folder. Team members working remotely can access instantly, no emailing required.
Benefit: Track who accessed or printed what, and when.
Use Case: A financial firm enables badge-based logins on printers. All print activity is logged, helping meet FINRA compliance requirements and supporting internal audits.
Benefit: Identifies overuse and allocates printing costs fairly.
Use Case: A university tracks printing volume by department. Monthly reports help IT reallocate costs and encourage responsible usage, particularly in departments with high-volume output.
Benefit: Reduces outsourcing and speeds up marketing execution.
Use Case: A retail chain prints in-store signage and limited-run flyers in-house using high-quality color MFPs. This avoids delays from print vendors and allows for quick updates to promotions.
Benefit: Reduces environmental footprint and operational costs.
Use Case: A mid-size business configures its MFPs to track simplex vs. duplex printing. Weekly reports identify wasteful habits, while pop-up alerts remind users to utilize double-sided printing.
Benefit: Supports flexible work while keeping documents secure.
Use Case: A hybrid employee sends a confidential document to the office printer from home. It won't print until they arrive and authenticate at the device, keeping sensitive data protected.
Benefit: Improves uptime and optimizes resource allocation.
Use Case: A multi-location business uses real-time analytics to monitor printer performance. Supplies are automatically replenished, and service needs are addressed before devices go offline.
If your printers are only used for printing and copying, you're leaving value on the table. These important uses of the printer lead directly to lower costs, stronger security and higher productivity.
With features like secure release, automated workflows and cloud integration, smart printers reduce time spent on manual tasks and improve how information flows across your organization. They're not just helpful, but strategic assets.
It's worth asking: what are your printers really doing for your business? A modern print environment should support your broader goals, whether it's compliance, sustainability or digital transformation. If your MFPs aren't integrated into your workflows, it may be time for a print technology audit.
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Fraser Advanced Information Systems helps organizations unlock the full potential of their print environments. Whether you need stronger security, better cost control or smarter workflows, we can help.
Learn more about how your printers can support bigger business goals. Ready to take action? Sign up for a free print assessment!