When most people think of photocopiers, they picture a basic machine that churns out documents and occasionally jams at the worst possible time. But today’s multifunction devices (MFDs) are a far cry from the clunky copiers of years past. In fact, they’ve evolved into powerful workflow hubs that play a crucial role in improving office productivity and operational efficiency.
At Datacord, we work with businesses across industries — from schools to corporate offices — and we’ve seen firsthand how the right print solutions can transform day-to-day operations. Here’s how modern photocopiers can help your business work smarter, not harder.
📌 1️⃣ Scan, Print, Copy, and Fax — All in One
Gone are the days of needing separate machines for scanning, printing, copying, and faxing. Today’s multifunction devices consolidate these functions into a single, user-friendly hub. This means:
- Less equipment clutter in your office
- Lower running and maintenance costs
- Faster document processing, without staff wasting time moving between devices
With everything in one place, your team can manage their document needs more efficiently — leaving more time for work that really matters.
📌 2️⃣ Seamless Cloud and Network Integration
Modern photocopiers aren’t just standalone machines — they’re fully integrated with your office network, cloud storage, and business apps. This allows staff to:
- Print directly from cloud platforms like Google Drive, Microsoft OneDrive, or Dropbox
- Scan documents straight to email or shared network folders
- Access print jobs securely from any connected device
The result? Faster, simpler document handling and greater flexibility for remote and hybrid teams.
📌 3️⃣ Secure, Follow-Me Printing
Security is a growing concern for every business — and your printers shouldn’t be the weak link. Many modern MFDs offer secure print release or Follow-Me Printing, where jobs are only released when the user authenticates at the device (via a PIN, swipe card, or mobile app).
This improves workflow by:
- Preventing sensitive documents from sitting unattended
- Reducing wasted prints when jobs are accidentally sent to the wrong printer
- Allowing staff to collect print jobs from any connected device on your network
It’s efficient, flexible, and much safer for your business.
📌 4️⃣ Automated Toner Ordering and Maintenance Alerts
Nothing disrupts a productive day like running out of toner or dealing with surprise paper jams. Today’s intelligent devices proactively track toner levels and device status, automatically notifying your print provider (like us at Datacord) when supplies are low or service is needed.
This means:
- No last-minute supply runs
- No unexpected downtime
- Predictable, hassle-free device management
You stay focused on your work while we handle the rest.
📌 5️⃣ Usage Tracking and Cost Control
Modern copiers come with built-in usage monitoring tools, allowing businesses to:
- Track print volumes by user, department, or device
- Identify and reduce unnecessary or wasteful printing
- Set print quotas to manage costs
With clear data insights, you can make informed decisions about your print environment and control costs without micromanaging your team.
✅ The Takeaway: It’s Time to Think Beyond Basic Printing
Modern photocopiers have become essential workflow hubs in the contemporary office. They boost productivity, enhance security, simplify processes, and give businesses greater visibility over their print environment.
If your current setup isn’t delivering these benefits, it might be time for a print health check.
