Smart MFDs improve workflows with cloud connectivity and app integrations, but it’s vital to have appropriate measures in place to guard against security breaches.
Smart MFDs (multifunction devices) are far more capable than your average printer – their capabilities go beyond just scanning, printing, faxing and photocopying. So what exactly do smart MFDs do that other devices can’t? And do the internet-connected capabilities of smart MFDs pose a threat to your IT security?
What is a Smart MFD?
Smart multifunction devices, or multifunction printers, typically incorporate scanning, printing, faxing and copying capabilities into one machine. On top of these capabilities, smart MFDs connect to the cloud, introducing exciting opportunities for workflow optimisation.
They’re built with their own operating system, so they can interoperate with other devices, and that’s where their role in office workflows come in. By integrating with software applications, they can embed scan, print and copy operations in office workflows rather than remaining standalone. And because they are wireless, they can also interact with mobile devices and apps, supporting your staff as they move between locations.
So they are flexible enough to adapt to any number of complex tasks – from automating business processes to streamlining document sharing and simplifying everyday workflows – which formerly required additional pieces of third party software solutions. These now come as standard on MFPs from leading manufacturers like Xerox, without the need to be physically connected to a server or PC.
You can even go to the Xerox App Gallery to download applications. These have been specifically built to solve business problems, and many are free. The most commonly used is the ‘Info App’ which allows you to deploy targeted messages that appear on the MFP's user interface, such as promotions, company messages, general communications, and contact information. Another is the Easy Translation Service app, which allows you to scan a page and receive a translated copy, complete with images and formatting.
Look for MFPs on platforms or operating systems that have been built from the ground up to resolve business issues from manufacturers with a long heritage in printing and documents.
Easy to Use
Although smart MFDs carry out more complex tasks than older models, they’re still surprisingly easy to use. This makes them accessible to people with varying levels of technical ability. Instead of having to print out a document from a desktop computer, users can quickly print documents while on the move, from a smartphone or tablet. Or they can easily scan and share documents straight to the cloud using popular apps such as Dropbox. Xerox’s ConnectKey MFD platform supports these seamless workflows with fully-integrated mobile and scanning capabilities in the cloud. The user interface provides large touch points and easy menus, making the device as intuitive as possible.
And with very little technical knowledge, users can customise their own interfaces with smart MFDs and extend the features to link their own tasks, creating seamless workflows that integrate with business systems, for example.
Besides being easy to use, the devices are also easy to administer – some offer remote access for training and set-up, a single driver across different devices, and the ability to clone printer configurations and send them to other devices.
Cost Savings
Although they are more feature-rich than other printers, they are surprisingly easy to use. Smart MFDs can really simplify everyday office workflows, delivering efficiencies to help your staff get more done in the same time.
And scanning, storing and sharing documents in the cloud delivers cost savings from reduced paper use, as well as ease of access and collaboration through shared digitised documents. Where printing remains necessary, MFDs like Xerox’s ConnectKey offer default settings such as printing multiple pages on a single sheet, for maximum cost-effectiveness.
Xerox's new i-Series MFPs can even control costs, by adjusting settings to decrease energy usage, and by creating detailed accounting reports. There's also a new setting which deletes old print jobs, preventing duplicate print jobs.
Guarding against Network Security Risks
But as smart technology becomes more rooted in our everyday working lives, it’s vital to mitigate any associated security risks.
According to the 2015 PwC Information Security Breaches survey, 90 percent of large organisations had suffered a security breach over the previous 12 months. Look a bit more carefully, however, and you’ll see that only 7 percent of respondents reported cloud-related security breaches. If you compare this to the 75 percent of respondents who suffered a staff related security breach, the cloud looks to be relatively low risk.
Even so, smart MFDs tend to sit at the centre of organisations’ networks, so an unsecured device with this level of connectivity could pose a security threat. That’s why it’s necessary to protect against viruses, unauthorised access, and hacking attempts. So if you’re looking to invest in smart MFDs, you need to take a multi-pronged approach to security, and make sure that all of the following are included:
- Inbuilt antivirus software - Xerox achieves this with McAfee Embedded Security within the device.
- Secure, up-to-date apps
- Document encryption
- Ability to monitor access from a single point of reference, with alerts and reporting.
With the right security measures in place, users can take full advantage of the benefits of these highly connected machines, without the worry.
Takeaways:
- Smart MFDs don’t need to be connected to a physical computer or server, instead they connect to the cloud.
- Smart MFDs can streamline workflows bringing about cost savings through improved productivity, support for mobile workers and a reduction in paper waste.
- Without the right security measures in place, the connected nature of smart MFDs can pose a security risk to an organisation’s network.
- Inbuilt antivirus software, secure and up to date apps, document encryption and security monitoring are the best security measures to protect smart MFDs.