Multi-Functional Device
Prior to the availability of the all-in-one printer, office space was taken up by individual fax machines, printers, and photocopiers. Multi-functional devices (MFDs) have freed up office spaces and prevented overcrowding. Their greatest benefit is that they have improved the process of document management and made businesses more efficient. The ability to take on more print jobs with added versatility has made them a mandatory feature of most, if not all, offices. MFDs are often larger than regular desktop printers, with their benefits outweighing their size. They print high quality documents, scan, fax and email via one device as opposed to printing via multiple devices, improving the quality of organisational document management. MFDs made their way into home spaces and freed them up from multiple devices. Most home-use and home-office printers available are now multi-functional with the ability to print, scan and copy. However, they are unable to compete with the sheer volume of documents that can be printed and scanned on a large free-standing MFD, which is typically now found within most offices.
Connectivity
Printing technology has evolved so much so that multiple devices are able to connect wirelessly without the need for cables connected to PC and PCs connected to network. Wireless printing was invented in 1993 and in 2003 became available to the mass market, greatly benefiting homes and small office spaces that use only a small number of devices. In contrast, large offices with multiple devices are most likely to connect to devices via a network connected to a printer server. However, this is now evolving. Devices were once required to connect to a PC network and are now able to connect wirelessly via Cloud technology. Cloud reduces work spaces by eliminating the need for multiple print drivers, as well as unburdening IT staff.
Evolving Technology
Physical on-site servers connect printers to computers and other devices via a network. The development of cloud printing technology has emerged, eliminating the need for direct connections and printer servers at every office location. This has allowed users to print documents from devices at any time from any location. Cloud print is infrastructure-less and enables businesses with multiple locations to benefit from being able to print from any company premises.
Cyber-security
Advancements in printing technology has brought about new challenges for MFD users. In the past, printers were physically connected to other devices, now MFD’s are connected via an IT network that comes with its own cyber-security risks. Today, printers are 68% more likely to be a source of an external security breach than they were in the past. The increasing inter-connectivity of printers has meant that there is potential for them to be targets for malicious hackers and those looking to pose a security threat. Office printers are a treasure trove of delicate information. As a result, there are increasing cyber-security concerns for printing devices especially those in organisations that deal with sensitive data such as banks, hospitals, law firms and government departments. These organisations especially can become targets for hackers.
Prevention
Hackers are able to slow down workflows by siphoning copies of print jobs or halting printing operations completely, causing widespread havoc. If printers aren’t protected by endpoint security software they can potentially open the doors for hackers gaining long term access to corporate networks. A 2017 survey of 200 U.S. and European companies revealed that more than half had lost data due to their printers vulnerabilities. To counter these attacks, manufacturers such as HP have ensured that printers come with embedded security, combined with independent solutions like ‘Apogee Secure’ providing certifiable HDD encryption on each device. HP MFDs currently integrate technologies that are on guard and able to detect any threats immediately.
Now more than ever, it is important to ensure that all printers used within office environments are secure. An alternative to embedded device security is implementing processes and workflows which add an additional layer of security known as ‘pull printing’ which permits printing jobs to be held on a server that can only be accessed when authenticated a by user.
Printer technology has advanced greatly over the past 50 years, allowing us to print several documents in various sizes and colours, as well as wirelessly from different locations. Although these advancements have improved our quality of work and increased our ease of use, we have also seen how advances in printer technology have produced negative by-products such as susceptibility to cyber security attacks. These negative by-products have contributed to changing attitudes and technologies that reduce risk and improve security.
We have witnessed the evolution of printing from woodblock to cloud, as a result of these advances in technology organisations can operate far more efficiently and cost-effectively. However, technology doesn’t stand still and neither does the world of print and document processes. As organisations continue to strive towards digital transformation, technology continues to revolutionise the way paper and documents are used and moved through each business operation.
Which begs the question: what will be the next solution to transform the world of print?
