Essential Printer Features for Every Office Department

Do all office departments still rely on printers? In an era of cloud computing and digital workflows, what role does a printer play in driving efficiency and productivity across teams? From Human Resources and Finance to Marketing and Legal, each department has unique printing needs that require specific features to support their workflows and ensure smooth operations.

By aligning your printer selection with the needs of each team, your business can enjoy more streamlined processes, enhanced data security and cost savings.

Human Resources: Prioritising Confidentiality and Workflow Efficiency

• Secure Print Release: HR departments handle sensitive documents, from employee records to private medical information. Secure print release ensures that these documents are only printed when authorised staff are present to retrieve them, helping to maintain confidentiality.


• User Authentication: Authentication methods like PINs or ID cards prevent unauthorised access to confidential documents. This layer of security is essential for protecting sensitive HR information.


• Multi-Functionality: A multifunction printer (MFP) that can print, scan and copy simplifies document management for HR, reducing time spent handling physical paperwork.


• Enabling Digital Transformation: Automates tasks like approvals and record updates. Streamlines workflows for processes such as e-signatures during new employee onboarding.


• Digital Scanning: HR teams often scan records and manually input details into the system, a process prone to human errors. Digital scanning with Optical Character Recognition (OCR) and data extraction streamlines this by making data entry faster and more accurate. It also ensures documents are searchable, editable, securely stored and easily accessible, with features like ID card scanning further enhancing efficiency.


• Mobile Printing: With flexible work arrangements, mobile printing allows HR professionals to print documents from their phones or laptops, supporting remote work options.

These features ensure that HR teams can handle their documents securely and efficiently, supporting both in-office and remote operations.

Finance: Focus on Accuracy, Security and Cost Control

• High-Resolution Printing: Financial documents often require clarity and detail. A printer with high-resolution capabilities ensures that reports, contracts and financial statements are sharp and legible.


• High-volume printing: The finance department often deals with heavy volumes of documents ranging from invoices to financial statements that need to be either printed or scanned for documentation purposes.


• Secure Printing and Encryption: With finance departments handling sensitive financial data, printers with encryption and secure printing features help protect critical information from unauthorised access.


• Cost Tracking and Management: Cost tracking applications that allows finance teams to monitor printing expenses, helping them manage the department’s budget more effectively.


• Efficient Scanning and Archiving: Scanning options with OCR ensure documents are searchable and editable. Whether it's receipts, invoices, tax documents, or even non-standard-sized items, this technology makes them easier to digitise and organise. Document handling software like DocuWorks further enhances efficiency by consolidating diverse file formats into digital binders for streamlined record management. Additionally, automating workflows and integrating with accounting software ensures seamless data transfer, reducing manual entry errors and improving overall productivity.


• Energy Efficiency: Energy-efficient printers help control costs, aligning with finance departments’ focus on financial efficiency and sustainability.

With these features, finance teams can maintain document integrity, control costs and keep financial data secure.

Marketing: Versatility and High-Quality Output for Creative Work

• High-Quality Colour Printing: Marketing materials must be visually appealing and professional. A printer with high-quality colour output is ideal for creating brochures, flyers and other promotional materials.


• Wide Range of Paper Sizes and Media Compatibility: Marketing often requires printing on various media types, from glossy paper to banners. Printers that support different paper sizes and types offer greater creative flexibility.


• Customisable Print Settings: Adjustable print settings, including colour calibration and paper thickness, are valuable for marketing projects.


• Wireless and Mobile Printing: Marketing teams are often on the move, so the ability to print from mobile devices makes it easier to stay productive while attending meetings and events.


• Integration with Industry Software: Seamless Integration with third-party cloud services will help to improve business efficiency without having to change the existing environment. Digitalised documents can be stored and printed directly from cloud.

These features help marketing teams produce impressive materials quickly and easily, supporting their sales engagement and enhancing the brand’s image.

Sales: Speed and Mobility to Support High-Volume Printing

• Fast Print Speeds: Sales departments often need quick turnaround times for proposals, contracts and presentations. High-speed printers can keep up with this demand while still maintaining impeccable print quality, enabling the team to respond quickly to client needs.


• Mobile and Cloud Printing: Sales teams frequently work remotely or travel for meetings. The ability to send print jobs from mobile devices or access documents via cloud storage like Sharepoint helps keep them connected and productive wherever they are. In instance where some clients still require signature on paper, such features will come in handily.


• Automatic Document Feeders (ADF): Multi-page handling with ADF is essential for printing large reports or agreements, allowing sales staff to handle bulk printing with ease.


• Scanned-to-Folder Functionality: Sales teams often need to upload documents like purchase orders, delivery notes and contracts to the Finance department. A scanned-to-folder feature ensures these files are digitised and organised quickly, facilitating seamless collaboration between departments.

Equipped with these features, sales teams can handle high volumes efficiently, meet client demands promptly and stay productive on the go.

Legal: Compliance, Accuracy and Document Security

• Secure Printing and Legal Compliance: Legal departments need secure printing options to protect sensitive documents like contracts and case files. Features like encryption and audit trails help maintain compliance and track print actions.


• Duplex Printing: Duplex (double-sided) printing reduces paper usage and ensures legal documents are presented in a professional format, aligning with industry standards.


• High-Resolution Text and Image Quality: Legal professionals require clear, precise text and image quality for contracts, court filings and legal briefs, ensuring all documents are legible and professionally presented.


• Large Paper Tray Capacity: Legal documents often consist of extensive files or require printing in large volumes across various paper sizes. A printer with a large paper tray capacity is essential to meet these high-demand printing needs efficiently. Additionally, incorporating different finishing options, such as hole punching, booklet making and stapling, ensures that legal professionals can produce multiple copies of organised, court-ready documents with ease.


• Enhanced workflow: Streamlined scanning workflow allows for effortless document management by automating the categorisation and labelling of scanned and printed documents, making them easily searchable. With customisable templates, multiple actions such as scan settings, storage destination assignment and file renaming can be completed with a single touch. Scanned information can also be centrally managed, improving productivity and optimising resources.

These features support the legal department’s need for confidentiality, compliance and high-quality document production.

Every department in an organisation has different needs when it comes to printer usage. Human Resources requires confidentiality, Marketing needs high-quality output and Finance and Legal prioritise data security and precision. By understanding the unique demands of each department, businesses can select printers that support productivity, streamline workflows and provide essential features that help each team excel. For a quick summary of what we’ve covered so far, you can refer to the table below:

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