![]() ![]() The tasks of collate and staple are tasks often left to an office secretary or intern, but it’s not a valuable use of their time. It also saves a bit of money for smaller businesses that may not have Adobe Pro - the software a company needs to buy in order to edit PDFs. This feature saves an immense amount of time as the person can simply scan a document rather than engage in a back-and-forth email exchange to get the non-PDF file, if one exists. This is especially useful when employees may need the ability to search or edit an image document with text, such as a pdf. With this capability, any scanned document becomes a searchable, editable file. It’s a new-ish feature on the market and is called optical character recognition. Multifunction printers and copy machines now have the ability to recognize printed characters and convert them into digital text. With this feature, staff save time because they can scan and save or email in one step. While this is still valuable, it’s not realistic as the only option because it then requires the person to return to their computer to save or email the file. The old method is to remember to bring a memory drive to plug into the printer. If scan to file is selected, the person has the option to save the scanned document to a company server folder for easy remote access or so that multiple people have access.īoth, scan to email and to a file can save time. From there the employee may forward the email or save the document to their preferred location. In this case, it’s crucial that the multifunction printer has the option to scan to email or a file.īy scanning to email, the person can scan their document and it will automatically be sent to them as an email attachment. Instead, many projects are already printed and need to be scanned into a digital format. Not every print job needs to be printed immediately or held for print (secure print release). Scan to email is one of those copy machine features that quickly becomes invaluable to every office. It’s a great copy machine feature that builds good security habits for every office. Once released, the project prints while they are physically in the copy room to pick up their project. The option to secure print release means the person can swipe their badge, enter their code, scan a QR code, or offer some other form of authentication that will release their printing project. Secure print release is an important feature that allows the employee to send the print project from their computer to the printer, but with the confidence that the printer won’t print it until the employee releases the print in-person, at the copier. Sales reps need to be able to honestly confirm that all potential and existing customers have the benefit of privacy. Another example, a sales representative may need to print a contact list with their prospect’s personal information. Or the employee may need to print something with sensitive information on it that the entire office doesn’t need to see.įor example, a manager printing a performance review doesn’t need an audience for their document other than the intended employee. Without secure print release, it’s common to see missing documents because people accidentally pick up other people’s prints when they pick up their own. ![]() ![]() Then, they’ll head to the office copy room to pick up their printed item. In an office setting, many people may send documents to the multifunction printer from their office desktop or remote office. Make it the default setting and more people in the office will take advantage of this feature, saving the company just a little bit more time and money. It’s time consuming and often frustrating because many people load the paper incorrectly leading to the front and back of the project being printed on top of each other on the same side of the paper.Īuto duplexing cuts back on time as well as wasted paper and ink from mistakes by utilizing the auto duplexing feature. Then they need to reload the paper so they can copy and print to the second side. If the printer doesn’t print on both sides in one project it means the person has to copy the front page and print on one side. Auto DuplexingĪuto duplexing is the industry term for the ability to print on both sides of the paper all in one project. Here are 11 of the top features every organization needs to consider if they are in the market for a copy machine. One of the aspects of buying a new copy machine or upgrading your existing equipment, copy machine features are a major consideration. ![]()
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