All for one, one for all

Pro

Picture the scene. Your small office is already crowded for space. There’s a photo copier lurking in the corner. In the centre of the room, a printer jostles for space with your workers’ desks. Some offices might have use of a scanner, while most businesses will still have a fax.

All essential business tools, but they can be space hungry, and if you’re short on space, this can be a nightmare for you and your employees. But fear not — help is at hand, with devices that do it all in one neat little package. There are a couple of different types of Multifunction devices (MFD) out there.

There are three-in-one machines that print, scan and copy, or four-in-ones that add fax into the mix. You can also choose from inkjet or laser devices, and then you’ll have to decide if colour is an all-important part of your business needs or if black and white printing and copying will suffice.

Performance anxiety
But why would you opt for a multifunction device when standalone devices may give a better performance? In the past, this may well have been the case, but these days, the quality and speeds of the all-in-one can rival those of separate devices.
Still, they aren’t suited to everyone. To decide if an all-in-one device is what your business needs, there are a few factors you should consider. Like it or not, everything always comes down to price. Take a look at the prices for individual devices and then compare them with the prices for MFDs. In most cases, the MFD will come out cheaper.

Typically, a standard office laser printer will set you back €299 for mono and €650 for colour, while a standard scanner can cost anything from €85 to €270 and beyond — and that’s before you’ve even looked at the cost of a photocopier or fax machine.

Factor in the costs of consumables, such as print cartridges and toner for the copier, and you’ll find that having separate machines will cost you far in excess of the upkeep of your MFD, not to mention the separate service agreements you’ll need to keep your equipment in tip top shape.

When buying, think carefully about what you want. All that advice you’ve heard regarding purchasing a printer, scanner, photocopier and fax machine still applies; you just have to decide what is the most important function to your business and look for the strongest in this area —  that fits your budget, of course.

For example, if you need to do a lot of printing but little scanning, you should choose a machine that has a strong print function rather than being dazzled by fast scan or copy speeds.

Inkjet vs laser
The inkjet versus laser argument can be easily settled. If you have a high volume of print, whether colour or black & white, inkjet is probably out of the picture for you, as consumables such as ink cartridges, would have to be replaced quite regularly, and at great cost to your business.

‘This will really depend on the companies’ requirements,’ says Les O’Reilly, imaging and printing pre-sales consultant, HP Ireland.
‘An all-in-one is positioned as a personal device for print, fax copy scan to PC, whereas a laser model is oriented towards the 15 to 50 user group. Essentially, volume and cost are the points one must take into account when deciding on ink or laser.’

Epson takes a similar stance. ‘If the company has limited space and wants a machine that can do everything at low to middle monthly volumes, then either a four-colour or six-colour all-in-one would be ideal. Laser printers are ideal for small networks of users and for larger print runs. Speed and duty cycles will be important for customers here, as will the ability to produce lively colour documentation,’ says Robert Forbes, PR manager with Epson UK.
‘A business would usually opt for a laser printer as they have a requirement to print longer documents, quickly and in colour.’
And if you are leaning towards a black and white device, bear in mind what Forbes has to say: ‘Colour has been found to increase a user’s recognition and understanding of a business document.  In the classroom colour has been shown to aid children’s learning.’

According to Martin Deignan, sales and marketing director with Oki, colour lasers have fallen in price so much that mono-only is ‘relevant to a small market’. So you can invest in a colour MFD without breaking the bank.   Remember too that the consumables costs will vary depending on the device you choose.  If you are panicking at the thought of your colour costs going through the roof as employees print unnecessarily, don’t. There are some restrictions that can be placed on certain machines. Epson laser printers for example, have the ability to ‘lock down’ the use of colour to certain individuals.

It’s a feature worth considering as, according to Oki’s Deignan, your printer’s consumable prices can cost between five and 10 times the initial hardware value over the lifetime of the printer.
‘On all our colour-based MFD’s, Oki include Printer Control Software free with the Printers which enables an administrator to manage and monitor consumables usage,’ he explains. ‘This discourages employees from abusing their printing opportunities.  Also Oki offer Rainbow Kits which are effectively the 4 x CMYK consumables bundled into a single pack with savings of about 12 per cent.  It can also never be said too often that it pays to shop around!’

Quality control
So cost aside, what else should you look for?
Print quality, scan quality and file size should all be taken into account when looking for the ideal MFD for your company. And don’t forget that you’ll want to use some functions, such as the copier, separate from your PC.If you work on a network, you’ll also need the device you choose to be easily integrated to your office network, ensuring that it is easily managed. And bear in mind that some print speeds may refer to draft mode prints, which may not be suitable for needs.

You might feel that your office doesn’t really need a scanner, but the device can come in handy for scanning documents and converting them into editable text. If your office is into electronic document management, the scanner can also become a valuable business tool. As a document management tool, the scanner can also play an important role. However, transferring large files may affect your network, so it might be worth considering a machine with compression technology. HP devices have such technology built in, which allows files to be reduced by up to 60 per cent — saving your network stress and strain.

If you are buying an MFD with the intention of using the scanner regularly, there are some things you should look out for. Bit depth is one technical aspect you should consider; the higher the bit depth, the better the image quality, as the scanner will be able to distinguish between shades of the same colour. The lowest figure you should be looking at is 24.

Also, when examining resolution figures, pay particular attention to the optical resolution rather than interpolated; the optical resolution is a better indicator of image quality, as the interpolated resolution uses information from the surrounding pixels to enlarge the image. For decent images, an optical resolution of 300dpi should be sufficient,

As far as fax machines go, MFDs can work well. Despite the prolific nature of e-mail, sometimes faxes are a necessary business tool. If you are sending a lot of faxes, transmission speeds will be important. Many faxes transmit at 14.4Kbit/sec, although faster machines can hit speeds of 36.6Kbit/sec. Also, memory capacity is another issue. If you have a problem with the machine, you want to know that your faxes are kept safe for when you replace the ink or paper, — so choose one with a decent memory, at least .5Mbyte. Copiers should have a resolution of at least 400dpi; any lower than that and the copies will be poor quality.

Technical support
Despite all the benefits of all-in-one devices, you may find there are some sacrifices to make. For example, some MFD printers can’t handle the same amount of media types — they might not support printing to envelope or labels for example, in the same way that a standalone printer would. 

Also, if one device goes down, you might be left without a copier, scanner or fax until you can get your machine up and running again.
This is where your warranty and support contract will come into play. Unless you have technical whiz in the office, it might be prudent to develop a good relationship with your supplier — and their support team. After all, if you have any problems with your machine, you might be seeing quite lot of them.

And check the type of warranty the machine comes with; an on-site agreement will mean there’s less chance of your business having to send the machine away to be fixed if something does go horribly wrong. Presuming the machines are reliable (and we do) this shouldn’t be too much of an issue. But it’s probably best to have an old inkjet printer stashed under a desk somewhere just in case everything goes pear shaped; at least you won’t be completely without a printer for essential print needs.

HP
The HP 4255 (€259 incl VAT) is an all-in-one printer, scanner, copier, fax and phone. It prints and copies at speeds of up to 17ppm in black and 12ppm in colour. Print resolutions include up to 4800 optimised dpi in colour, with a 36-bit colour scanner that scans at 600x1200dpi. It also offers fast black and white and colour faxing. The device can work as a copier independently of your PC.
At the mid-level range, HP offers the 7110 (EUR*569 incl VAT). This four-in-one device offers printing, scanning, copying and faxing in one. It prints at up to 22ppm in mono and 18ppm in colour (draft mode). The maximum print quality is 4800 optimised dpi. It also eliminates the need to use your PC for copying, and can reduce or enlarge your copies for you. The flatbed colour scanner has up to 48-bit depth, with 1200x4800dpi optical resolution.

Epson
The EPSON Stylus CX6600 (€192 excl VAT) is an affordable inkjet scanner, copier and printer, with print speeds of up to 22ppm at resolutions of up to 5760 optimised dpi. The four-ink system means that individual cartridges can be replaced, reducing the cost of ownership. The CX660 has a 1200x2400dpi scanner, which is suitable for everything from documents to photographs.
Users can copy in full colour or black and white at the touch of a button. The different type of media can be specified, as can output quality (draft, text, image and best). The CX6600 supports nine different types of memory card, so you can print directly from the card or scan documents straight to it.

Epson’s Stylus Photo RX600 (€450i incl VAT) is an all-in-one that offers six-colour printing and a high performance 2400 dpi scanner. Aimed more at photo users, the R600’s six-colour printer has a 5760×1440 optimised dpi resolution. An integrated transparency unit is ideal for scanning film and the printer produces text and colour images quickly. It has standalone print, scan and copy functions, removing the need for a PC.

The inkjet RX600 has six separate ink cartridges to maximise ink yield. Because the cartridges are separate, they can be replaced individually, keeping consumable costs down. The all-in-one has a comprehensive onboard control panel that allows users to copy and print photographs without the need for a PC, with an integrated 2.5-inch colour display monitor to preview images from a range of sources.

Canon
Canon’s LaserBase MF3110 is the ideal addition for any office. The laser flat-bed MFD prints, scans and copies from the one machine. It prints at speeds of up to 20ppm, with a resolution of 600x600dpi. The printer has 64Mbyte of memory, with a toner saving mode that increase the yield from 2500 pages to 3125. The colour flatbed scanner has a resolution of 1200x2400dpi, with OCR, scan to
PDF, scan to e-mail, and dust and scratch removal.

Copying is mono only, with a 600x600dpi resolution. It can produce 20cpm, with multiple copy and zoom functions. Network options are available. If you need fax capabilities too, the LaserBase 5650 is just what you need. The mono laser printer produces prints at up to 18ppm, with a 250-sheet paper capacity. The fax transmits at 33.6Kbit/sec, with 4Mbyte of memory. Like the 3110, the scanner is flatbed, with a resolution of 1200x2400dpi.
www.canon.co.uk

Lexmark
The Lexmark X6170 is an inkjet-based device that combines printer, scanner and fax in one machine.  It prints at speeds of up to 19ppm in mono and 15ppm in colour, and copies at 15cpm. Maximum print resolution is 1200x4800dpi for both mono and colour. The X6170 comes with a 100-sheet paper tray. The fax machine has a transmission speed of 33.6Kbit/sec., while the device’s scanner has a resolution of 1200x4800dpi.
www.lexmark.co.uk

Samsung
The Samsung SCX-4100 Digital Productivity Centre (EUR*248 excl VAT) is ideal for small office/home office use. The black and white laser device includes a 15ppm printer, digital copying and high-quality colour scanning. Copy speeds reach 15cpm, with stand-alone copying allowing you to copy even when your computer is off.
Its scan features include scan-to-e-mail and OCR, with a resolution of up 4800dpi. The device has a durable monthly duty cycle up to 10,000 pages, and gives a 3,000-page yield from a toner cartridge.
The manual-feed tray lets you print on a variety of media and connectivity options include USB and IEEE-1284 parallel ports. To save you money, Samsung has included a Toner Save mode on the machine, which can extend toner cartridge life up to 40 percent.

The SCX-4100 is also ultra-compact, giving you more desk space to work with.The Samsung SCX-4216F (€4440 incl VAT) is a flatbed laser printer, copier, scanner and fax in one.  The laser printer has 12Mbyte of memory, 17ppm print speeds and 600 dpi resolution. The fax offers a modem speed of 33.6 Kbps, 2MBbyte fax memory, one-touch dialling and other extras you’ve come to expect from your device. 
www.oltech.ie

Konica Minolta
Konica Minolta offers two standard units, the Magicolor 3100 and Magicolor 3300. Both are colour laser devices, with parallel/USB connections and Ethernet. The 3100 produces 16ppm in colour and the same in mono, with a resolution of 1200x1200dpi, producing 60,000 prints per month. The 3300 is slightly faster at 24ppm for both colour and mono, although it has the same resolution. 

The printers come with 256Mbyte of RAM, with a hard disk as optional. Scancopy gives the devices a copier-like function, but the devices aren’t colour photocopiers. However, it does offer reduction and enlargement, auto document feeder, contrast control, multiple copies of a document and double siding of a document. 
The Magicolor 3100 is available at a promotional price of €1895 (excl VAT); the 3300 for €1995 (excl VAT).
IBS: 01 462 2646.

Brother
Brother has a range of seven-in-one flatbed mono laser devices, the MFC-8000 series. The series has been split into two versions — DCP and MFC. The DCP models comprise print, scan and copy functions, while the MFC devices include fax too.

The MFC-8000 series has been grouped into two versions — DCP and MFC for easy selection by users. The DCP models offer – print, copy and scan functions and the MFC range offers fax in addition to these functions.  Each range starts with a base model, the step up model offers duplexing and the top of the range printer has networking too. Models include the MFD-8440 (starting from €632 excl VAT), which has duplexing and network functions as options; and the DCP-8040 (from €475 excl VAT), which also has duplexing and network-enabled versions.

The Brother machines have copy speeds of up to 20ppm, high scanning resolution of 9600x9600dpi, and a scan to e-mail facility to help with storing documents electronically. The drum and toner in the laser devices are separate units, which means you don’t have to replace both when one runs out.

Contact: Brother 01-2411900
www.brother.com

Oki
The Oki C5400n with ScanCopier and ADF (€1,750 excl VAT) prints at speeds of 24ppm (mono) and 16ppm (colour). It has a internal network card as standard, with a USB port and 64Mbyte of memory. The C540n has a 600x1200dpi resolution.  

Oki also offers an entry-level MFD, the OkiOffice 86 (€500 excl VAT). This is an 8ppm printer, fax and convenience copier in one, with a 6ppm scanner thrown in for good measure. It offers 300dpi TWAIN Scanning, 600dpi class printing and a 33.6Kbit/sec modem. The 4Mbyte memory holds about 320 sheets, and there are 100 speed dials and 10 one-touch keys. The Oki machine also includes a
12-month Return to Base warranty
www.oki.ie

Ricoh
Ricoh’s MFD range includes the laser Aficio 1515 series. There are few different versions of this device: the Aficio 1515F adds extra
fax capabilities to the basic printer; the 1515PS is a copier, printer and scanner in one; while the 1515MF is designed with document management in mind and includes LAN fax/Internet fax capabilities. The 1515PS and 1515MF version offer scan to e-mail facilities, web-based monitoring and network connectivity. The device has a black and white print speed of 15ppm, with identical copier speeds.
www.ricoh.co.uk

26/10/04

Read More: Hardware & Equipment