When evaluating a new office copier, most businesses focus only on speed, paper capacity, and cost.  

While those factors still matter, today’s multifunction devices do far more than print and copy documents. For many, they are the lifeblood of an organization. 

Modern copiers have become critical business technology platforms, helping organizations manage information, automate workflows, support hybrid work environments, and strengthen document security. 

For Omaha businesses in healthcare, finance, legal services, construction, and other professional industries, choosing the right features can significantly impact productivity and efficiency across the organization. 

Here are the five copier features Omaha businesses should prioritize when selecting their next multifunction device: 

1. Microsoft Compatibility and Modern Authentication Support 

For most organizations, Microsoft 365 is at the center of daily operations. Employees store files in OneDrive, collaborate through SharePoint, communicate with Outlook, and access business applications through Microsoft’s cloud ecosystem.  

Microsoft has been busy revolutionizing the landscape of print security. New protocols and tighter restrictions may be better for your organization’s security, but it’s not without some collateral damage:  

As of the end of 2026, Microsoft has made the decision to retire Basic Authentication for Exchange Online which will break your copier’s built-in ability to utilize Scan-To-Email or Scan to My Email.  

Organizations should also consider how their print environment interacts with newer technologies such as Universal Print and Windows Protected Print (WPP). As Microsoft works to enable WPP as default in 2027, you will lose access to third-party print drivers. 

This increases security overall but may cause you to lose access to crucial finishing options if your copier is not ready for WPP. 

Businesses should ensure their next copier can: 

• Support Microsoft 365 environments 
• Utilize Modern Authentication methods 
• Connect securely to Exchange Online 
• Scan directly to OneDrive or SharePoint 
• Integrate with Microsoft workflow tools 
• Maintain compatibility with evolving Microsoft security requirements into the future 

Simply put, if your business runs on Microsoft 365, your copier should too. 

The trends that Microsoft is setting will likely be followed across the tech industry by Google, Apple, and the other major players. So even if you don’t use Microsoft and are not worried about compatibility, you may want to still consider finding a copier that is future-proof like Kyocera. 

Want to know more about Microsoft Mayhem? Continue reading more on that here. 

2. Secure Printing and Document Protection 

Copiers process a surprising amount of sensitive information every day. 

Financial records, client agreements, employee files, patient documentation, contracts, and confidential business information all pass through multifunction printers. 

Without proper security controls, these documents can create unnecessary business risks. 

Modern copiers should include: 

• User authentication via card or pin number 
• Secure print release allowing only authenticated users to retrieve a document 
• Data encryption in-transit and at-rest 
• Hard drive sanitization 
• Audit trails 
• Role-based access controls 

For Omaha healthcare providers, financial institutions, law firms, educational organizations, and other businesses that handle sensitive customer information, print security is no longer optional. Whether your organization must comply with HIPAA, GLBA, PCI DSS, FERPA, CJIS, or SOC 2 requirements, secure document handling should be a top priority when evaluating a new copier. 

A copier should help protect your information, not create another vulnerability. Kyocera copiers are security-first in every aspect of design and implementation.  

3. Cloud Connectivity and Workflow Automation 

Many businesses are still relying on inefficient document processes. 

Employees scan documents to email, manually rename files, save them into folders, notify coworkers, and repeat the process dozens of times each day. 

Modern multifunction devices can automate much of that work. 

Look for solutions that can: 

Scan directly to cloud storage, route invoices to accounting systems, organize files automatically, send documents to predefined workflows, reduce manual data handling, and improve document retrieval. 

For growing businesses, workflow automation helps eliminate repetitive administrative tasks and allows employees to spend more time on higher-value work. 

The productivity gains often extend far beyond the copier itself. 

4. Mobile and Hybrid Workforce Support 

The modern workplace isn’t confined to a single office. 

Employees increasingly move between client sites, home offices, conference rooms, and branch locations. As a result, printing and scanning need to be just as flexible as the workforce. 

Mobile printing capabilities allow users to: 

• Print from smartphones and tablets 
• Access documents remotely 
• Release jobs securely at the device 
• Support hybrid and remote work arrangements 
• Improve convenience across departments 

A construction firm or engineering company that might have one employee visit Council Bluffs in the morning, Papillion at noon, and Bennington in the afternoon could greatly benefit from the added flexibility mobile print solutions provide. That single employee could print from their phone and release their print job at any of the three job sites upon arrival. 

A device that only works well from a desktop computer is quickly becoming outdated. 

5. Reporting, Analytics, and Cost Visibility 

One of the most overlooked features in modern copiers is the ability to collect and analyze usage data. 

Without reporting tools, businesses often have little visibility into how much they’re printing, who’s printing, or where costs are being generated. 

Kyocera Fleet Services provides just the insight you’ve been looking to track: 

• Print volumes 
• Color usage 
• Device utilization 

This information helps business leaders make informed decisions about fleet management, printing policies, and future technology investments. 

For Omaha organizations looking to control costs without sacrificing productivity, reporting often uncovers opportunities that would otherwise remain hidden. 

The Bottom Line 

The best copier isn’t necessarily the one with the fastest print speed or the lowest monthly payment. 

The most valuable devices are those that integrate with Microsoft 365, protect sensitive information, automate workflows, support mobile employees, and provide meaningful visibility into printing data. 

By focusing on these five features, you can better choose technology that improves productivity today while remaining adaptable as your needs continue to evolve, and your business grows in Omaha. 

Interested in a free consultation with an expert? Consider contacting Century Business Products today!