Selecting the right multifunction printer (MFP) is an important decision for office managers, IT leaders, and procurement specialists. A well-chosen MFP can streamline workflows, improve productivity, and ensure data security while controlling long-term costs.

Assess Your Core Needs

Start by evaluating your organization’s printing, scanning, copying, and faxing requirements. Consider the volume of documents your team handles daily, the types of workflows in place, and any specific integration needs with software or cloud solutions. Understanding these factors helps narrow down brands and models that align with your operations.

Multifunction printers (MFPs) are critical tools in modern offices, but they are often overlooked as potential security risks. These devices store, transmit, and process sensitive information, making them attractive targets for cyberattacks. IT managers, compliance officers, and office administrators must recognize the growing threats to ensure their MFPs do not become a weak link in the organization’s security.

Hidden Risks

MFPs can store sensitive documents on internal hard drives long after printing, scanning, or copying. Uncollected print jobs in output trays and shared devices without authentication increase the potential for unauthorized access. As networked endpoints, these devices can also be exploited if left unmonitored or unpatched, exposing confidential data and creating compliance risks.

Choosing the right provider for print and software solutions can have a lasting impact on efficiency, security, and costs. Businesses often face a choice between off-the-shelf products, piecemeal solutions, or partnering with a trusted provider who brings expertise and guidance.

Expertise That Makes a Difference

UBT has more than 40 years of experience in imaging solutions and enterprise managed print services. That depth of knowledge allows our team to evaluate your workflows and recommend solutions that align with your specific needs, rather than simply selling hardware.

A Consultative Approach

Beyond devices, UBT helps businesses optimize document workflows. We assess how information moves through your organization and identify opportunities for automation, efficiency, and secure handling. This consultative approach ensures that the technology supports your processes—not the other way around.

When organizations think about cybersecurity, they often focus on firewalls, passwords, and endpoint protection. Yet one common office device is frequently left out of security strategies: the multifunction printer (MFP). These devices don’t just print, scan, and copy—they also store data on internal hard drives. If those drives aren’t properly secured, they can become a major vulnerability.

Why printer hard drives are forgotten

Unlike laptops or servers, printers rarely make it onto IT’s list of critical assets. As long as they’re working, they fade into the background of daily operations. But every job sent to an MFP—whether a financial report, patient record, or HR document—can be cached or saved on its internal hard drive. Without the right protections, that information may remain accessible long after the job is complete.

Choosing the right printer setup can impact your office’s efficiency, budget, and workflow. The main choice often comes down to a multifunction printer (MFP) that combines several capabilities in one device, or a standalone printer focused solely on printing. Understanding the advantages and limitations of each helps make the best decision.

What Does a Multifunction Printer Offer?

MFPs typically combine printing, scanning, copying, and faxing into a single machine. Many also include workflow integration features like cloud connectivity, mobile printing, and document management support. This all-in-one design can simplify office setups by reducing the number of devices, saving space, and centralizing maintenance.