MFP vs Desktop Printer: Which is better for your office printing needs?

MFP vs Desktop Printer: Which is better for your office printing needs? 

 The most important thing to note when deciding between a normal printer and a Multi-Functional Printer is that an MFP can serve many purposes within your business. While you might currently only require a printer for the office, you might also require a scanner or a copier in the future, and choosing the right MFP can help you meet this demand. An MFP is a printer that prints paper documents while also offering additional functionalities. Many MFPs now offer fax capabilities, scanning options, and advanced copying options. 

The multifunction printer (MFP) has greatly improved document management, workflow and office efficiencies, but desktop printers can still be found at some workstations. In fact, despite the many technological advantages of the MFP, the desktop printer hasn't completely disappeared from the modern office environment.    

Delving more into the benefits that each type of system can bring to your business can help you decide whether you wish to buy an MFP or a normal printer. The below factors should be taken into consideration during this process: 

1. Features 

2. Initial costs vs recurring costs 

3. Available space and device footprint 

4. Digitizing and networking 

5. Security 

Features 

An important question to ask when deciding between a single or multifunctional printer is what your 

document needs are, both now and in the future. Do you regularly send and receive faxes, make 

copies, and scan documents? A multifunction device can meet those needs, but if your office already 

has a separate fax machine, copier or scanner then a desktop printer may be sufficient. Again, needs 

and print solutions vary from office to office. 

Initial Costs vs Recurring Costs 

Desktop printers are generally less expensive to purchase, requiring a smaller initial capital outlay. 

This is a consideration for some offices, especially the small-to-midsized business (SMB). However, 

unless your organization has a very, very low print volume, MFPs generally have a much lower cost 

per page than desktop printers in the long run.  

Available Space and Device Footprint

Multifunction devices can save space. One centrally located MFP generally takes up less space than 

the several devices it replaces. Additionally, some MFPs have as small a footprint as a desktop. 

However, the desktop offers the convenience of not having to leave the workstation. This is a main 

reason why some organizations continue to still have some desktop units available, usually for their 

higher level executives or those who print extremely sensitive documents. 

Digitalizing and Networking 

Modern MFPs are intelligent network devices with operating systems that better allow for digital 

document management and networking. With MFPs, paper documents can become digitized files, 

then be routed and delivered across an enterprise intranet, or the Internet as part of a digitized 

workflow. Of course, the need for this depends on the size and nature of your organization. 

Security 

Maintaining security, inside and outside the organization, must be an integral component of any MFP 

or desktop unit. Some users prefer printing confidential documents at their workstation, which is a key reason for the continued presence of desktops. However, security features such as secure pull 

printing, which prevents printed documents from sitting in output trays, is available on MFPs. The use of individual access codes is another feature of MFPs designed to both secure the print process and track usage. 

Content by:- 

Pranab Chakraborthy

Deputy General Manager - Customer Service

WeP Solutions Ltd