Point of view paper More than just a photocopier
Helen Berentzen head of product marketing at Ricoh UK puts forward her case for making the humble photocopier that produces paper mountains becomes an MFD (multifunctional device, which is a scanner, printer and copier in one) whose software actually reduces paper-based information and which helps new document management systems to be culturally accepted by staff.
Things you didn't know you could do with an MFD
Speeding things up
The IT managers biggest struggle is against sluggish networks that are weighed down by the sheer weight of company information. Document management software kits on MFDs have the ability to reduce this traffic and speed up the network by compressing files and getting rid of duplicate documents.
Tailoring MFDs to cater for individual requirements
For example, a print job that you regularly carry out can be memorised so you do not have to tailor the print settings every time you carry out that operation. So, if you always print out your monthly reports on A3 paper in a landscape format, a touch of a button labelled 'monthly report' will automatically print it out in the desired format each time.
Keeping your documents secure
MFDs can ensure that confidential information is not leaked. A virtual printer means copy is only dispensed once you have keyed in a PIN number on the device so that sensitive information is not left lying around in the paper tray if you can't get to it immediately. A user password also prevents unauthorised access.
Introducing the MFD as a document management tool
Utilising a MFD effectively means documents can be electronically stored in the correct place automatically. Software can even recognise certain documents, such as CVs, and scan them into the appropriate HR file without needing to enter a file name as you would when saving onto the system from a PC. Working towards a 'paperless environment' means you free-up time spent on administrative tasks whilst helping the environment and saving on physical office space in the process.
Cultural acceptance
The MFD looks and acts in many ways like a traditional photocopier, which is familiar to the most technophobic staff. It's therefore easier for them to input information into a document management system, simply by using the paper feeder on the top which they are used to. MFDs can even advertise staff incentives on the screen to encourage buy-in.
Preventing scanning frustrations
Scan to workflow is a facility that enables you to view a scan before it is sent to your computer. Ever scanned in a document only to walk back to your computer, situated on the next floor, to discover the image is upside down and half of it is missing? With tailored software you can view the image before the file is sent to your computer. You can even increase your productivity by scanning directly to an email address, folder or URL.
Bar code recognition
MFD technology now has the ability to recognise barcodes so, for example, if you work for a logistics company you can scan in the barcode and it will read the corresponding delivery address automatically.
Random usage
A student developer team in Spain recently demonstrated that using the Ricoh Java based Software Developer Kit, the MFD can be used as a hub to control many office functions, such as security cameras (printing out images triggered by motion detection), lighting systems (switching off and dimming) and even air conditioning!
Things you shouldn't do with an MFD
Sure, there are many unknown ways of using MFDs which people are not aware of, but Ricoh's engineers sometimes witness the results of a few 'initiatives' that really shouldn't have been launched:
- MFDs may now have the ability to be personalised but using a copier to print patterns on T-shirts is not the kind of tailoring we are talking about.
- Some engineers were called out to fix cracks on the glass screen of an MFD as a result of the alcoholfuelled antics at the office party. (Although we are proud that in a test Ricoh copiers came out on top for carrying the biggest load on the screen before cracking.)
- A customer discovered their copier couldn't be used as an alternative to a microwave when they clogged it up with pies.
