Printer & Multifunction Peripheral (MFP)

Multifunctional Peripherals are devices that combine several core technologies, including image scanning, document printing, copying and fax function into a single unit.  The prices for these devices have come down as of late and now are competitively priced with single function workgroup printers.  They fall into three categories:

Low-end devices are generally designed for the Small Office/Home Office (SOHO) market.  They are typically built around a fax machine, but connect to a computer for scanning and printing.  The can also be used as a copier for items that can feed through the fax scanner.  Prices for low-end MFPS cost anywhere from $600 for a basic ink-jet model to about $4,000 for a laser printer model.

Mid-range MFPs are based around copier functionality.  These machines typically include a book plate for copying magazines, books or other dimensional items.  They also connect to a computer for printing and scanning, and they can send and receive faxes if attached to a telephone line.  These units are ideal for small workgroups, where workers can reduce the time need to walk to larger office machines.  Mid-range MFPs cost anywhere from $2,500 to $7,000.

High-end MFPs combine copying and printing functions into a single unit.  These units offer fast printing, plus sorting options (such as stapling) normally not found on printers.  The idea behind these machines is to provide copier-like functionality for the desktop computer, enabling users to print and collate multiple copies without the added step of using a separate copier.  High-end MFPs designed for production environments can cost up to $60,000.

Pros and Cons

There are many reasons to purchase a MFP.  They are less expensive to own and manage than multiple pieces of office equipment.  With fewer machines, you benefit from lower supply and maintenance costs because fewer consumables and service calls are needed.

However, MFPs are not always able to match the performance of their standalone competitors.  For example, they may not be able to handle envelopes and labels like a standalone printer and typically lack the variety of paper trays and printer fonts you come to expect from a similar printer model. As scanners, MFPs often do not offer the resolution you would again expect from a standalone model.  Their scanners tend to be adequate for images and texts, but poor for photos and other detailed images.

MFPs function quite well as fax machines.  But herein lies security issues not found with network-attached standalone printers.  The communications capabilities of MFPs introduce security risks through the MFP’s fax modem.  A device that has a phone line and a network interface is a potential back door for hackers.  Additionally, MFPs have hard drives that store the data prior to being printed or that was scanned in as part of the copy or network scanning functions. These hard drives can be compromised by attacks on either side the firewall.

Needs Assessment

Before purchasing an MFP, its important to understand how much printing, copying or faxing is being done.

How important is the ability to print in color?  How often do you need to print or copy large quantities of collated and stapled materials?

How important is scanning?  Do you scan photos or primarily text and image documents?

How important is it that desktop users have direct fax capabilities from their workstations? 

Have you considered fully the potential security issues of MFPs?  How does the addition of the networked devices impact your security policies?

Some single-function copiers may remain because some workers, such as clerks and administrators do too much copying to share the device as a printer, whereas some single-function printers will remain because the nature of the work drives printing rather than copying. 

A thorough needs assessment will help you understand if and how MFPs will improve business processes and save money.

Considerations

MFPs are often priced the same way as copiers.  They are usually leased, with service and supply contracts negotiable and based on usage volumes.  This is quite different than the pricing strategies in the printer market.

The pricing model includes three main parts; Purchase/Lease and Payment Schedule, Financing, and Service Contracts.

Service contracts usually commit you to paying for a certain number of prints/copies per month.  Most dealers have usage-volume tiers and have price ranges for each tier.  The higher your tier, the lower the per print/copy cost should be.  However, you pay for x number of pages even if you don’t use them all.  If you exceed your allotment, you pay extra.

Procurement Vehicles

For copiers, there are three manufacturers under an exclusive contract - Canon, Ricoh, and Toshiba.

For printers, there are four manufacturers under non-exclusive WSCA contracts – HP, Dell, Kyocera, and Lexmark.  However, purchase is limited to these four by way of State standard for printers.

MFPs can be purchased from Canon, Ricoh, and Toshiba under the Copier Contract, or from HP and Kyocera (additional MFPs supported by ITSD) under the WSCA contracts or any other State procurement vehicle.

Summary

A MFP may be a good choice if;

• You have printers, scanners, fax machines or copiers that seem to be excessively or completely underutilized.
• Your users spend a lot of time moving documents from one device to another – printer to fax machine for example.
• You could improve your office workflow or data storage systems by converting documents to electronic format for sending, sharing, archiving.
• You want to reduce maintenance and consumable costs associated with a large disparate inventory of office machines.

It is incumbent upon the agency to carefully weigh these considerations in order to determine the best course of action (including which contract to use) at the time of procurement.