A solid government printer can reduce queue times, improve data accuracy, and maximize employee efficiency
Even as government agencies transition to digital forms and workflows, the need for paper remains strong. Visitors to the DMV fill out vehicle registration forms while they wait in line. Public health officials print out pamphlets alerting patients about the upcoming flu season. A resident fills out a request for a replacement Social Security card at their local office. And on and on.
Choosing a government printer that can handle these numerous tasks rapidly without breaking down is a must. If you’re looking to upgrade the printer in your public office or agency, consider the following features before making a purchase.
Looking for a printer to meet your industry’s unique needs? Check out our guide, Business Printing Solutions: Which Printer Fits Your Industry? for more information.
7 essential government printer features
Network connectivity
In a busy government office, connectivity is crucial. Relying on printers that are only equipped with direct, wired connections can lead to bottlenecks in workflow. This inefficiency can filter into other processes, leading to longer wait times and poor service quality.
Instead, choose a printer with an assortment of connection options. You should consider Ethernet as a baseline option for connecting to the network. WiFi is also helpful, as it allows approved employees to print documents from mobile devices. Consider USB ports as well for printing files on portable storage. These connection options offer a seamless print experience across the office. They can also improve integration with document management systems already in use.
Did You Know?:The RICOH C125 MF printer offers business-quality color printing with USB, WiFi, and ethernet connectivity. Click here to learn more.
Security
As network connectivity options expand, your office’s security stance should grow with it. Ransomware and other cybersecurity incidents against government facilities are on the rise. In 2021 alone, federal agencies experienced over 30,000 separate incidents across the country. Securing all network access points is paramount for maximizing data security. Any hardware connected to a network is a potential vector for cyberattacks — including printers.
As such, it’s vital to look for government printers that offer robust user access controls to ensure only authorized personnel can use them. Plus, look for printers that offer encryption features such as AES-128 to protect data as it's in transit within your network.
High volume output
Even with a transition to digital processes, government agencies use a lot of paper. According to the U.S. Chamber of Commerce, the federal government spends $38.7 billion on paper processes every year.
Government paper needs remain high, so, government printing shouldprioritize speed and durability to ensure steady operation. Many office printers offer print speeds between 20 to 30 pages per minute, which is a solid target for meeting peak office demands while maximizing document clarity. Meanwhile, look for large paper trays to reduce downtime, especially if your office prints several thousand pages in a given month. Printers should also be capable of operating at a constant pace throughout the workday without breaking down.
Print quality
Government approved printers shouldn’t sacrifice quality, even if they need to prioritize quantity. Look for hardware capable of printing documents and images with at least 300 dots per inch (dpi). This will ensure that text is clear and readable at an average viewing distance, though higher dpi counts will offer better print quality.
Also, look for printers that can manage at least 300 dpi in both color and black and white and can print on both sides of the page. These features will offer more flexibility when printing forms, informational packets, and other helpful documents.
Multi-functionality
With office space at a premium, government agencies must ensure their equipment is as versatile as possible. High-quality multi-function printers are valuable for agencies needing a single tool to complete important office tasks within a compact space.
Consider an all-in-one printer that can also function as a photo and document scanner, copier, and fax machine. These functions will cover most paper-based tasks your office might deal with regularly.
Did You Know?:The RICOH C125 color multi-function printer can also copy, scan, and fax — all in a compact frame. Click here to learn more.
Support for multiple paper sizes
Government offices need to print and store documents in a variety of sizes. While letter-size paper (8.5” by 11”) is the most common option for many offices, government agencies also deal with legal-size paper (8.5” by 14”). Printers should easily transition between these two sizes through multiple trays or a resizable slider.
Many agencies also send mail directly to the public. Rather than relying on hand-written envelopes, an envelope-sizing option on your government printer will ensure addresses are legible and placed correctly.
Ease of use
Loading paper, replacing toner, dealing with paper jams — these issues are time-consuming roadblocks, reducing employee efficiency and public satisfaction. The best government printer will do its best to reduce these pain points by offering simple-to-use parts replacement and repair methods.
For example, government printers should prioritize easy-access ink and toner replacement bays. Swapping out depleted cartridges is as simple as opening the bay, removing the old cartridge, and slotting in a fresh one in a matter of minutes. Paper should be similarly easy to replace, with handy paper trays that slide out and automatically prepare for the next print job when a new stack is inserted.
Some printers also come equipped with automated jam detection. This feature prevents paper from getting caught between rollers, reducing downtime and preventing paper and ink waste.
Our recommendation: RICOH C125 MF Color Multifunction Laser Printer
If your agency is looking for a government printer, the RICOH C125 MF checks all the boxes. With print speeds of up to 26 color pages per minute and a large 250-sheet capacity paper tray, it can handle the print demands of a busy afternoon at the DMV. Built-in scanning, fax, and copier capabilities combine with USB, WiFi, and Ethernet connectivity for maximum flexibility. Plus, you’ll get powerful security features like user access management controls and AES 128-bit encryption to keep information protected. Click here to learn more or shop the rest of our printer line.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.
