Control Over Color Privileges
Virtually every printer, copier or MFP intended for more than one user allows administrators to assign privileges depending on who is using the device. Assigning privileges allows an MFP to be shared by multiple users so that only people who need color printing capabilities have them, while others in the office can still use the same device to create black and white copies, which cost less.
The exact method of administrative control varies from one manufacturer to another and can range from simply not installing color print drivers on some computers, to assigning specific rights, monthly output allowances and privileges to each person who’ll be using the MFP (generally through administrative software included with the printer, copier or MFP). For example, the art director can have unlimited color print and copy privileges, while the assistant account supervisor may only be able to print 10 color pages a month before being “cut off” for the month (which the administrator can amend if necessary). Machines targeted to corporate environments allow administrators to control even the most basic copy privileges, so that users must enter their ID number (or swipe their magnetic access card) in order to log in to the copier or MFP. This eliminates any unauthorized walk-up user from being able to make a copy on your dime.
Not only do most current MFPs allow some degree of administrative control over who uses the MFP and for what, but many administrative utilities also track detailed information about each user or department’s print, copy, scan and fax activities, which can often be exported to a spreadsheet and used to analyze and allocate costs.