Introduction: MFPs Are No Longer Just About Printing

In today’s digitally driven economy, digital transformation is a strategic priority, not just a buzzword. Yet while many organisations focus on cloud computing, cybersecurity, and data analytics, they often overlook one critical asset already sitting in their offices: the Multifunction Printer (MFP).

Today’s smart MFPs from Lexmark, Toshiba, and Canon are no longer passive peripherals; they are intelligent, connected hubs at the very heart of modern digital workflows. Used correctly, they can accelerate digital transformation, boost operational efficiency, enhance security, and even improve sustainability goals – all while reducing total costs.

🚀 The Evolution of the Modern MFP

The traditional view of a printer – basic output, copy, scan, and fax – is outdated.

Today’s smart MFPs are:

• Connected devices that link directly to cloud platforms, CRM systems, ERP databases, and document management systems.
• Security endpoints with encryption, user authentication, and activity auditing.
• Workflow enablers capable of automating paper-to-digital processes, reducing manual data entry, and simplifying compliance management.
• Sustainability engines designed to use fewer resources, lower energy, and reduce waste.

In short, MFPs are now critical enablers of digitisation – not just print devices.

🔗 Lexmark, Toshiba, and Canon: Leading the Charge

Lexmark: Built for Integration and Intelligence

• Lexmark’s cloud-ready MFPs support seamless integrations with platforms like Microsoft 365, Box, and Google Drive.
• Their devices feature adaptive intelligence: learn print behaviours, suggest eco-friendly settings, and dynamically adjust to user needs.
• Lexmark Cloud Print Management centralises control across locations, reducing IT overhead and enabling true hybrid work.

🧠 Example: A Lexmark smart MFP can automatically scan client contracts directly into a firm’s CRM system, categorising them by customer ID without any manual input.

Toshiba: Driving Sustainability and Innovation

• Toshiba’s e-STUDIO MFPs are known for their low-energy use, smart sleep modes, and hybrid erasable printing (reusing the same paper up to 5 times!).
• Through cloud-connected workflows, Toshiba MFPs allow users to digitise paper documents securely and route them into document management systems (DMS) or automated approval flows.
• The Toshiba Carbon Zero Scheme ensures every device delivered is carbon-neutral from day one.

♻️ Example: A financial services provider uses Toshiba’s Hybrid MFPs to reuse paper drafts internally, cutting annual paper consumption by 70% without compromising productivity.

Canon: Enabling Secure, Agile Workplaces

• Canon’s imageRUNNER ADVANCE DX series MFPs are built specifically to accelerate digital transformation.
• Canon offers advanced scanning technologies like OCR (Optical Character Recognition) and intelligent file naming—saving time and reducing error rates.
• Canon MFPs feature Secure Print and User Authentication, ensuring GDPR-compliant document handling.

🔐 Example: A healthcare provider uses Canon MFPs to securely scan and index patient records into an EHR (Electronic Health Record) system – reducing data entry by 60% and speeding up patient care delivery.

🏢 Smart MFPs: The Unsung Heroes of Digital Transformation

✏️ 1. Digitising Paper-Heavy Workflows

MFPs bridge the physical and digital worlds:

• Scanning invoices directly into accounts payable software
• Capturing handwritten notes and turning them into searchable PDFs
• Digitising signed contracts for automated client onboarding workflows

This removes manual bottlenecks, increases data visibility, and enables remote access.

🔐 2. Enhancing Information Security

In an age of rising cyber threats, unsecured printers can be a major risk.

Today’s smart MFPs feature:

• End-to-end encryption
• User authentication (badges, PIN codes)
• Audit trails for document access and printing
• Automatic log-off and secure job storage

By treating MFPs as trusted security endpoints, businesses protect sensitive data flows as rigorously as their servers and laptops.

🌱 3. Enabling Sustainable Business Practices

Sustainability isn’t just good for the planet – it’s increasingly demanded by customers, investors, and regulators.

Smart MFPs help by:

• Enabling double-sided printing by default
• Using toner-saving modes and energy-efficient designs
• Offering paper reuse capabilities (Toshiba Hybrid MFPs)
• Providing usage analytics to identify and correct wastage

Lexmark, Toshiba, and Canon all have industry-leading sustainability commitments, including recycled plastics in devices, low-power manufacturing, and global recycling initiatives​​.

📊 4. Supporting Hybrid and Remote Work

Hybrid work models demand agility. MFPs now enable:

• Mobile print and scan-to-cloud capabilities
• Pull-printing (“print from anywhere” with secure release at any device)
• Workflow automation – so processes aren’t stalled by physical document delays

Whether staff are at HQ, a satellite office, or at home, smart MFPs keep information flowing seamlessly.

⚡ Future-Proofing: Why Your Next MFP Strategy Matters

Investing in smart MFPs isn’t just about upgrading technology – it’s about future-proofing your entire information ecosystem.

Key benefits include:

• Greater operational efficiency with automated workflows
• Lower total cost of ownership (TCO) through energy savings and proactive maintenance
• Improved compliance and security for GDPR, HIPAA, and industry-specific regulations
• Reduced carbon footprint in line with ESG and corporate responsibility goals

Forward-thinking organisations recognise that print infrastructure is no longer peripheral- it’s core to digital transformation success.

🚀 Ready to Drive Your Digital Journey with Smart MFPs?

At NCS Office Systems, we work with leading brands like Lexmark, Toshiba, and Canon to deliver intelligent, secure, and sustainable print and document solutions.

📩 Book a consultation with our team today by emailing salesadmin@ncs-ltd.com to discover how the right MFP strategy can transform your workflows – and accelerate your organisation’s digital journey.

📞 Or call 03452 003 300 to speak with a workplace technology expert.