MFPs: Becoming Kiosks for Data Access
Posted on Mon, Dec 12, 2011 @ 08:13 AM
New and custom applications have enabled devices like the iPad to become all an executive needs to do any task that may come up on the job.
The same is now true for multifunctional printers (MFPs)—they do much more than print and scan. Operating systems on modern MFPs allow custom applications that improve workflow efficiencies for your employees by transforming traditional MFPs into work kiosks for data convergence.
MFP + Custom Applications = The Next Information Hub
MFPs have always been able to securely integrate into corporate network servers, which helps companies save on costs by eliminating redundant printers and copiers, reduce the need for scanners, and eliminate phone lines altogether. Now, converging technology and custom software applications enable the MFP to be an onramp and offramp for corporate information.
With a modern MFP, employees can scan and upload data (onramp), choose where data is stored—connect to corporate servers and eliminate steps in the traditional business workflow process—and print selected files or information (offramp). Today’s MFP is now a data hub for all back office applications and workflows.
Take this example of where the MFP technology is going:
An employee needs to scan a document into Micorsoft SharePoint. With a modern MFP, he or she can walk over to the MFP, use his or her login information to securely access SharePoint, then browse files and scan the document directly into SharePoint. This not only eliminates the steps one has to go through when scanning, indexing and uploading a file via email, but it also enables immediate content, collaboration and workflow efficiencies for your workforce.
The same is true if an employee needed to grab literature from SharePoint. He or she would simply login, look at the files while visiting the MFP (it appears just like it does when accessing your server), then print directly from the device.
All activities are logged, audited, backtracked, and stored so IT managers can monitor data security and access, and so employees can have audited confirmation of when information was loaded, sent or received.
Is it Right for My Business?
Remember, when deciding whether investing in modern MFPs and/or custom print applications is right for your business, think about how MFPs fit into everyday business processes. Often, examining critical systems—such as accounting, sales, customer service, operations, inventory and more—shows that print, scan and custom applications are the last part of the equation. Consider:
- What component of each process includes print or information sharing?
- How can workflow digitization within critical business processes benefit the organization?
- Is there a custom application that would improve a specific business process, and is it a better value to script that application than purchase new software?
What’s Next for the Multifunction Printer?
Applications that integrate your unique business needs will be the next major phase of MFP functionality for business. For example, apps that upload hand-written service tickets into your systems, those that retrieve and print invoices, and those that process new employee information and signatures are functionalities that enable efficiency and drive business results.
How have modern MFPs improved your workflows, and what custom applications do you see in your company’s future?
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Jeffrey Goldstein is Senior Consultant at MCPc and is responsible for the delivery of hardcopy and value-added services within the Lifecycle Management Group. Connect with Jeff on LinkedIn.
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image credit: honan