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.

Production printers are built for speed, precision, and high-volume output—but even the best machines encounter problems. Addressing issues quickly helps keep schedules on track, protects print quality, and prevents small glitches from becoming expensive repairs.

Recognizing Common Issues

Some problems occur more frequently than others. Staying alert to early signs can help you act before they impact deadlines:

• Streaking or banding that affects image clarity
• Paper misfeeds or jams disrupting workflow
• Color inconsistencies causing brand or design mismatches
• Error codes indicating hardware or software issues

Step-by-Step Checks

When something goes wrong, work methodically to isolate the cause:

Artificial intelligence is no longer confined to software applications and data analytics—it’s now playing a central role in the way businesses manage their printing environments. Managed print services (MPS) equipped with AI capabilities are delivering new levels of efficiency, cost savings, and reliability. For organizations that depend on seamless document workflows, these advancements are quickly becoming essential.

Smarter Monitoring and Predictive Maintenance

Traditional MPS solutions track device usage and report errors, but AI adds a predictive layer. By learning from historical performance data, AI can detect subtle signs of wear, flagging potential issues before they become costly breakdowns. This proactive approach reduces downtime, keeps devices running smoothly, and ensures parts and supplies are ordered precisely when needed.