What to Consider When Choosing the Right Solution for Your Business

Office Printers Guide: How to Choose a Business Printer in New Zealand

Choosing an office printer is no longer simply a decision about print speed, paper capacity or cost per page.

For New Zealand organisations, the right office printer needs to support security, document workflows, hybrid working, cost control, scalability and information governance.

The best choice depends on how much your organisation prints, who needs access, what information is being handled, how documents move through the business, and how the print environment will be managed over its lifecycle.

This guide explains how to choose an office printer or multifunction printer (MFP), what security features to consider, when managed print makes sense, and how to compare different types of print environments.

This guide is general information for business decision-making. Privacy Act compliance depends on an organisation's specific circumstances, information handling practices and wider security controls.

In Short: Office Printer Selection in NZ

How do you choose the right office printer?

The most effective way to choose an office printer is to start with the business requirement rather than the device specification.

Before comparing printer models, establish:

1. How many people need to print?
2. How many pages are printed each month?
3. How much printing is colour versus black and white?
4. Are documents confidential or sensitive?
5. Do users need to scan, copy or digitise documents?
6. Does the organisation operate across multiple locations?
7. Do employees work remotely or in hybrid teams?
8. Which cloud, document management or business applications need to connect to the printer?
9. How will devices, consumables and maintenance be managed?
10. What is the total cost over the expected life of the equipment?

This approach prevents organisations from selecting a printer based solely on purchase price or headline print speed.

Office Printer Selection Matrix

Different organisations have different print requirements. A small office does not necessarily need the same architecture as a multi-site enterprise.

The right configuration should ultimately be determined by actual print volumes, workflows, security requirements and total cost of ownership.

What should you consider when choosing an office printer?

1. Print volume and usage patterns

Print volume is one of the most important factors in selecting an office printer.

Consider:

• Average pages printed per month
• Peak daily print volumes
• Colour versus monochrome usage
• Number of users sharing each device
• Scanning and copying requirements
• Typical document sizes
• Finishing requirements such as stapling or booklet making
• Whether print volumes are increasing or decreasing

A device designed for light office use may not be appropriate for a department printing thousands of pages each month.

The duty cycle can provide a useful technical reference, but it should not be treated as the same thing as recommended monthly volume. A printer's expected workload, service model and actual usage should all be considered.

2. Security requirements

Modern printers are network-connected endpoints. They can process, store and transmit business information, making printer security part of the wider information-security environment.

Look for features such as:

• User authentication
• Secure print release
• Encrypted communications
• Access controls
• Audit trails
• Data protection and storage controls
• Firmware and device integrity protection
• Secure configuration and administration
• Centralised security management

“Printers are no longer standalone devices—they are networked endpoints. Without the right security architecture in place, they can create vulnerabilities that expose sensitive business data. Enterprises need secure print environments that are actively managed, monitored, and protected as part of their broader cybersecurity strategy.”

— Shaun Taylor, National Sales Manager, Sharp New Zealand

How does printer security relate to the NZ Privacy Act 2020?

The Privacy Act 2020 requires organisations holding personal information to use security safeguards that are reasonable in the circumstances to protect that information against loss, unauthorised access, use, modification, disclosure and other misuse. This is addressed by Information Privacy Principle 5 — Storage and security of information.

A printer is only one part of an organisation's information environment, but it can form part of the controls used to protect information.

Secure Print Release and Principle 5

Secure Print Release, sometimes called Follow-Me Printing, requires a user to authenticate at the printer before a document is released.

This can reduce the risk of confidential documents being:

• Left unattended on an output tray
• Collected by the wrong employee
• Printed accidentally
• Viewed by unauthorised people
• Sent to a device in an unsecured location

Secure Print Release is not specifically mandated by the Privacy Act. Instead, it is one possible technical control that may help an organisation implement reasonable safeguards under Principle 5, depending on its circumstances and risk profile. The Privacy Commissioner notes that appropriate security measures depend on factors such as the sensitivity of the information and the potential consequences if it is not kept secure.

Why an unmanaged print fleet can create audit difficulty

An unmanaged print environment can make it difficult for IT and security teams to answer basic questions such as:

• Who printed a document?
• Where was it printed?
• Was the document collected?
• Which users have access to the device?
• What information is stored on the printer?
• Which devices have outdated configurations?
• How many devices are connected to the network?
• What happened when a security incident occurred?

This lack of visibility can make investigation and governance more difficult.

The Privacy Act's breach notification requirements also mean organisations need processes for identifying and responding to serious privacy breaches. Where a breach has caused, or is likely to cause, serious harm, notification to the Office of the Privacy Commissioner and affected individuals may be required. The Commissioner's guidance says organisations should ideally notify the Commissioner within 72 hours of becoming aware of a notifiable breach.

A governed print environment can therefore help create greater visibility and control, although printer controls alone cannot prevent or manage every type of privacy breach.

What security features should you look for in a business printer?

The appropriate combination depends on the organisation's risk, information sensitivity, technical environment and operational requirements.

What is a multifunction printer and how does it help businesses?

A multifunction printer (MFP) combines several document functions into one device, typically:

• Printing
• Scanning
• Copying
• Sometimes faxing

For businesses, an MFP can reduce the number of standalone devices required and provide a central point for document workflows.

Modern MFPs can also connect physical documents with digital business systems. For example, employees can scan documents directly into cloud storage, document management systems or business applications.

This makes the MFP more than an output device: it can become part of the organisation's broader document workflow.

How do office printers improve productivity?

The productivity benefits of modern print environments often come from reducing the manual work surrounding documents rather than simply printing pages faster.

Examples include:

• Scan-to-email
• Scan-to-cloud
• Optical character recognition (OCR)
• Automated document routing
• Digital approval workflows
• Mobile printing
• Secure release
• Document management integration
• Automated filing and indexing

A well-designed print environment can reduce the number of manual steps employees need to complete when moving information between paper and digital systems.

How can office printers reduce business costs?

The purchase price of a printer is only one component of its cost.

Businesses should consider Total Cost of Ownership (TCO) across the expected life of the print environment.

TCO can include:

• Hardware
• Toner and consumables
• Service and maintenance
• Replacement parts
• Energy consumption
• Paper
• Software
• Administration
• Device downtime
• Employee time
• End-of-life disposal or replacement

Print management software can also provide visibility into who is printing, what they are printing and where printing costs are being generated.

This allows organisations to identify unnecessary colour printing, excessive usage, inefficient devices and opportunities to consolidate the fleet.

When to Choose Sharp vs. Generic Retail Brands

There is no single printer type that is right for every organisation.

Generic retail or consumer-oriented printers

These can be appropriate when:

• Print volumes are low
• Printing is occasional
• The device is primarily used by one or a small number of people
• Advanced workflow integration is not required
• Enterprise-level management is unnecessary

They can make sense for ad-hoc or low-volume environments where simplicity and low initial purchase cost are the primary considerations.

Governed business print environments

A professional business print environment becomes more relevant when an organisation needs:

• Secure Print Release
• User authentication
• Centralised fleet management
• Audit trails
• Print policies
• Usage reporting
• Document workflow integration
• Multi-site management
• Predictable servicing
• Managed consumables
• Defined service-level agreements

This can be particularly important for organisations handling sensitive information, including legal, healthcare, financial, government and professional services environments.

The key distinction is not simply Sharp versus another brand. It is unmanaged device versus governed print environment.

The appropriate choice should be based on print volume, security requirements, workflow complexity, support requirements and total cost of ownership.

Should you buy, lease or use Managed Print Services?

There are three common approaches to acquiring business print technology:

Purchase

The organisation purchases the hardware outright and manages ongoing servicing, consumables and replacement.

Potential advantages:

• Ownership of the equipment
• No ongoing equipment rental payment
• Suitable for organisations with straightforward requirements

Considerations:

• Higher upfront expenditure
• Service and consumables need to be managed
• Technology replacement becomes the organisation's responsibility

Lease or rental

The organisation spreads equipment costs over an agreed period.

Potential advantages:

• Lower upfront capital requirement
• Predictable payments
• Easier budgeting

The exact financial treatment and contract structure should be assessed with the organisation's finance team.

Managed Print Services

Managed Print Services (MPS) take a broader approach by combining hardware, software, monitoring, service and print management.

Typical MPS components include:

• Device monitoring
• Fleet optimisation
• Automated consumables management
• Usage reporting
• Print policies
• Security controls
• Maintenance and support
• Centralised fleet management

For organisations with multiple devices or locations, MPS can provide a more structured way to manage the print environment.

How can Managed Print Services improve efficiency?

An MPS approach can move print management from a reactive model to a structured operating model.

Instead of asking:

“Why has this printer stopped working?”

the organisation can move towards:

“Are we using the right devices, in the right locations, with the right controls and at the right cost?”

A structured optimisation process can include:

0–30 days: Establish visibility

• Identify every print device
• Measure usage
• Identify users and departments
• Record service and consumable costs
• Identify security gaps

30–90 days: Optimise

• Remove unnecessary devices
• Reallocate underused devices
• Standardise configurations
• Implement print policies
• Introduce secure release where appropriate
• Improve scanning workflows

90–180 days: Govern

• Monitor fleet performance
• Review usage trends
• Measure costs
• Review security controls
• Optimise device placement
• Plan replacement cycles

This creates an ongoing improvement framework rather than treating printer replacement as a one-off hardware purchase.

How do networked printers integrate with modern workplaces?

Modern business printers can connect to the wider digital workplace.

Depending on the device and software environment, this can include:

• Microsoft 365
• Cloud storage
• Document management systems
• Enterprise applications
• Print management platforms
• Mobile devices
• Identity and authentication systems

Examples include scanning documents directly to cloud storage or allowing an employee to securely release a print job from a shared device.

This is particularly relevant to hybrid workplaces where employees may work from multiple locations.

Do modern office printers support cloud and mobile printing?

Yes. Many current business printers support mobile and cloud-based workflows.

Users may be able to print from:

• Smartphones
• Tablets
• Laptops
• Cloud storage
• Business applications

However, convenience should not come at the expense of security.

Organisations handling sensitive information should consider authentication, access controls, encryption and secure release alongside mobile and cloud printing capabilities.

How do you choose an office printer for a multi-site organisation?

Multi-site organisations should consider the print environment as a fleet rather than a collection of individual printers.

Important considerations include:

1. Centralised device management
2. Consistent security policies
3. Standardised device configurations
4. Remote monitoring
5. Usage reporting
6. Automated consumables management
7. Centralised procurement
8. Consistent user authentication
9. Service coverage across locations
10. Fleet-wide optimisation

Centralised governance can make it easier for IT teams to understand what devices exist, where they are located, how they are being used and whether they meet organisational standards.

What is the right printer for your organisation?

Use this decision path as a starting point.

Choose a compact A4 MFP when:

• Your office has limited space
• Print volumes are relatively low to moderate
• Most documents are standard A4
• Users need scanning and copying
• Simplicity is a priority

Choose an A3 MFP when:

• Multiple departments share the device
• A3 documents are required
• Higher print and scan volumes are expected
• Advanced finishing is required
• Document workflows are more complex

Choose a managed print environment when:

• You have multiple devices
• Print costs are difficult to understand
• Users print unnecessarily
• Security is a concern
• Devices are spread across multiple locations
• IT teams spend significant time managing printers
• You need centralised reporting and governance

Consider production or specialist print technology when:

• Print volumes are very high
• Print is a core business function
• Colour accuracy is critical
• High-speed output is required
• Advanced finishing is required

Office Printer Buying Checklist

Before selecting a device, make sure you can answer the following:

• How many users will share the device?
• What is the average monthly print volume?
• What is the peak print volume?
• What proportion of printing is colour?
• Do users require A3 printing?
• Is scanning required?
• Are documents sensitive or confidential?
• Is Secure Print Release required?
• Does the device need to integrate with Microsoft 365 or other cloud systems?
• Is mobile printing required?
• Do you need print management software?
• Does the organisation operate across multiple sites?
• What service response time is required?
• What is the expected total cost over the agreement or equipment lifecycle?
• How will devices be monitored and managed?
• How will the organisation measure whether the new print environment is delivering value?

Glossary of Modern Printing

MFP vs MFD

MFP (Multifunction Printer) and MFD (Multifunction Device) generally describe business devices that combine printing, scanning and copying, with some models also providing fax and advanced document workflow capabilities. The terminology varies between manufacturers.

Duty Cycle

Duty cycle is the maximum number of pages a printer is designed to handle within a specified period under the manufacturer's conditions. It should not automatically be treated as the recommended ongoing monthly print volume.

Secure Release / Follow-Me Printing

Secure Release, also called Follow-Me Printing, holds a user's document in a secure print queue until the user authenticates at an approved device.

Print Management

Print management is software and policy used to control, monitor and optimise how an organisation prints.

Managed Print Services (MPS)

Managed Print Services is an approach where print hardware, software, monitoring, servicing, consumables and optimisation are managed as a coordinated print environment.

Total Cost of Ownership (TCO)

Total Cost of Ownership is the complete cost of operating a printer or print fleet, including hardware, consumables, servicing, energy, administration and other lifecycle costs.

Print Fleet

A print fleet is the collection of printers and multifunction devices used across an organisation.

Secure Print

Secure Print prevents a document from being released until the authorised user authenticates at the printer.

Print Audit Trail

A print audit trail records relevant information about print activity, helping organisations understand usage and investigate incidents.

Scan Workflow

A scan workflow automatically moves information from a physical document into a digital destination such as email, cloud storage, a document management system or business application.

What are the most important questions to ask a printer supplier?

A supplier should be able to explain more than the device's print speed and monthly cost.

Ask:

Security

• How is the device secured?
• Does it support user authentication?
• Does it support Secure Print Release?
• How is data protected in transit and at rest?
• What audit information is available?

Cost

• What is included in the monthly cost?
• What are the toner and service costs?
• How is colour usage charged?
• What happens if print volumes change?
• What is the expected total cost over the agreement?

Service

• What service response times apply?
• Where are service teams located?
• How are faults monitored?
• How are consumables replenished?

Fleet management

• Can all devices be monitored centrally?
• Can usage reports be generated?
• Can print policies be applied across the fleet?
• How are devices added or removed?

Integration

• Can the printers integrate with existing document management systems?
• Can users scan directly to cloud services?
• Does the solution support mobile printing?
• Can it integrate with existing identity and authentication systems?

The business case for replacing an office printer

A printer replacement should ideally be treated as a business technology decision, not simply a hardware purchase.

The business case should consider four areas:

The strongest business cases combine actual usage data with the organisation's operational and security requirements.

Related resources for planning your print environment

Once you understand your current requirements, the next step is to build the business case and implementation plan.

For the financial case:
See the CFO-Ready Managed Print ROI Model and Cost Analysis for a structured approach to calculating print costs, potential savings and return on investment.

For implementation:
See the Secure Print and PaperCut Implementation Guide for guidance on secure print release, authentication and print management.

For the broader solution:
See Sharp NZ Managed Print Services for information about managed print, fleet optimisation, security, monitoring and local support.

These resources form part of a broader knowledge pathway from printer selection → business case → implementation → ongoing print management.

Final Thoughts: The Right Office Printer Is a Business Decision

The right office printer is not necessarily the fastest, cheapest or most feature-rich device.

It is the device — or print environment — that best matches the organisation's:

• Print volume
• Number of users
• Security requirements
• Document workflows
• Budget
• Locations
• Support requirements
• Growth plans
• Total cost of ownership

For a small office, that may mean a compact A4 multifunction printer.

For a larger organisation, the better answer may be an integrated fleet of A3 multifunction devices supported by print management software, secure release, centralised monitoring and Managed Print Services.

The key is to design the print environment around the way the organisation works, rather than selecting hardware first and trying to make it fit afterwards.

Frequently Asked Questions

What should I consider when buying a new office printer?

Consider print volume, number of users, colour requirements, security, scanning, workflow integration, total cost of ownership, service requirements, scalability and hybrid-working requirements.

What is the best office printer for a small business?

For a small business, a compact A4 multifunction printer may be appropriate where users need printing, scanning and copying without requiring a large departmental device. The right choice depends on actual print volume and workflow requirements.

What is the best printer for a large business?

Large organisations may benefit from a managed print fleet rather than individual printers. A centrally governed environment can provide device monitoring, usage reporting, security controls, standardisation and managed service support.

Why is printer security important?

Business printers can process, store and transmit sensitive information. Security controls such as authentication, encryption, access controls and Secure Print Release can help reduce the risk of unauthorised access or disclosure.

Is Secure Print Release required by the NZ Privacy Act?

The Privacy Act 2020 does not specifically mandate Secure Print Release. However, Information Privacy Principle 5 requires organisations to use security safeguards that are reasonable in the circumstances to protect personal information. Secure Print Release can be one technical control used to support those safeguards, depending on the organisation's circumstances and risk profile.

What happens if a printer-related privacy breach occurs?

If a privacy breach causes, or is likely to cause, serious harm, it may be a notifiable privacy breach under the Privacy Act 2020. Organisations may need to notify the Office of the Privacy Commissioner and affected individuals. The Commissioner advises that notification should ideally occur within 72 hours of becoming aware of a notifiable breach.

Is it better to buy or lease an office printer?

There is no universal answer. Buying may suit organisations that prefer ownership and can fund the upfront cost. Leasing or rental can spread expenditure over time, while Managed Print Services can combine equipment, servicing, consumables, monitoring and management.

What is Total Cost of Ownership in printing?

Total Cost of Ownership includes the full lifecycle cost of a printer or print fleet, including hardware, toner, paper, servicing, maintenance, energy, software, administration and downtime.

How can businesses reduce printing costs?

Businesses can reduce print costs by measuring usage, consolidating inefficient devices, introducing print management, controlling unnecessary colour printing, implementing print policies and selecting devices based on actual workloads.

What is the difference between an MFP and an MFD?

MFP means Multifunction Printer and MFD means Multifunction Device. Both generally refer to business devices that combine printing, scanning and copying, although terminology varies between manufacturers.

What is a print fleet?

A print fleet is the complete collection of printers and multifunction devices operated by an organisation.

How do printers support hybrid working?

Modern business printers can support hybrid working through mobile printing, cloud connectivity, secure remote print workflows, authentication and scanning to digital destinations.

When should a business consider Managed Print Services?

MPS becomes particularly relevant when an organisation has multiple printers, multiple locations, unpredictable print costs, significant IT administration requirements, security concerns or a need for centralised fleet management.

How often should an organisation review its print fleet?

A print fleet should be reviewed periodically rather than only when devices fail. Usage, costs, security, device age, workflow requirements and business growth can all change over time. A structured review can identify opportunities to optimise the fleet before problems become urgent. 

Author: Shaun Taylor, National Sales Manager Last Reviewed: 17 August 2026 Sources: Sharp NZ Internal Fleet Audit 2026; NZ Privacy Act 2020 (Principle 5).