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These are a four-in-one peripheral that will scan, copy, print and fax. A much cheaper solution than buying individual machines that also saves on space. Each function of the Multi Function Device (MFD) should be considered on its own merit depending on your particular needs. There are dozens of models to choose from and here are some key points to look out for:
PRINTING & COPYING
All devices will use either laser or inkjet printing. Laser offers fast, reliable monochrome printing that can be very economical. If you need to print in colour, though, opt for an inkjet as colour laser printers are very expensive to buy. If your colour output is going to include photo printing, look for a “photo quality” printer with a high print resolution (see below). Consider also the size of paper you will be using. If you’ll be using anything larger than A4 then there are models available that will print and copy up to A2 size. Printing and copying speeds given by manufacturers are notoriously optimistic so need to be considered as a guide only. Typically a print speed of 12 pages per minute for A4 size (12 pp) is average for monochrome and could be sufficient for most of your needs. Colour printing and copying will be slower and will vary depending on the machine. Make sure, too, that you can copy a document without the need to turn on your PC. Many MFD’s will copy monochrome independently of your PC but require the PC’s memory to produce colour copies. Copying speeds should be almost as fast as printing speeds. Look out for extra features, too, like document enlarging and reduction as these can be very useful.
Print Resolution. This will help to determine the overall quality of the printing. Resolution is the number of dots per inch (dpi), measured horizontally and vertically, that can be printed on a page. The higher the dpi, the more dots can be printed giving sharper results . A print resolution of 600 x 600 dpi is considered average.
FAXING
This is much the same on a MFD as on a regular fax machine, so check the extra features for convenience and ease of use. If you are going to be faxing a lot, see how many pages can be pre-loaded to save time. Check whether frequently used numbers can be programmed and accessed quickly. Find out how many in-coming faxes can be stored if the machine runs out of paper. See if the fax has a broadcasting feature. This will enable you to fax to several different locations in succession, automatically.
SCANNING
Scanners on MFD’s will almost certainly be of the flat-bed variety. This looks like a regular copier and the document to be scanned is laid flat so that a scanning “beam” can pass across it. Some models will only scan one page at a time and others have the option of an automatic document feed. If you’re going to be scanning lots of documents then this would seem like a real time-saver. You may also want to look for OCR (Optical Character Recognition) software for your scanner which will automatically transfer your documents to word processing format for your PC. OCR software is quite often included in the package, especially in the medium to higher range of devices. You can also scan books as well as documents on flat-bed scanners, usually up to A4 size, but some scanners are designed for larger originals (up to A3). Consider what size will suit your needs when buying. Most scanners scan in monochrome but if you’ll be scanning colour photos then you’ll need one that scans in colour.
Optical Resolution is the number of dots per inch (dpi), measured horizontally and vertically, that can be determined by the scanner. The higher the number, the more accurate the resulting scanned image will be compared to the original.
SOFTWARE
Many MFD’s will come with OCR software (see above) and those with colour inkjet printers will usually have a software package included that lets you to design and produce all manner of promotional material. If you’ll be scanning and printing photos, then look for software that will let you edit them easily.
RUNNING COSTS
Consumables such as ink cartridges and toner (in the case of laser printers) will be a significant part of your running costs and so need to be considered carefully. Most Inkjet printers have separate cartridges for black and colours allowing you to change the cartridge most frequently used (likely to be the black one) rather than having to waste coloured ink that has not run out. Better still; some have individual reservoirs for black, cyan, yellow and magenta allowing you to refill or replace only the colours that you need to, saving on wastage. MFD’s with a laser printer use toner cartridges whose life span varies greatly. Most manufacturers give guidelines as to their expected performance, so some comparisons between different models can be made.
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