Do-It-Yourself Document Management
Churches go digital, favoring more color and electronic finishing

By Gene Collins

For churches, what are the latest, greatest ideas in in-house printing? Really, this is two-questions-in-one: What kind of systems are churches buying, and how are they putting them to work?

Hot off the presses!

To answer the first question, let’s look at the features and functions churches have gravitated toward in recent buying cycles.

Multifunction products (MFPs). These machines offer digital copying, scanning and faxing, as well as laser printing for computer workstations.

MFPs are becoming more prevalent in church offices for several reasons. First, they are space savers. By combining several functions into a single, compact system, they eliminate the need for fax machines, laser printers and scanners. This cuts equipment costs since one MFP is less expensive (and requires less energy) than four separate machines.

Additionally, MFPs streamline operations, enabling churches to order one set of supplies and establish one service agreement.

Network connectivity. When connected to a computer workstation over the local area network (LAN), MFPs and other digital copier/printers can be accessed directly from a workstation, just like a regular laser printer. In other words, documents can be designed on the desktop and sent to the copier/printer along with label information from a church database. The user can specify what type of paper to use, how many copies to make, as well as options for collating, hole punching or stapling. The machine automatically does the rest, and the finished job waits at the copier/printer, ready for distribution.

Color capabilities. Copier/printers offer a range of color-printing options at prices far lower than outsourcing to a local print shop.

With today’s imaging software, churches can store photos, logos, drawings and other color illustrations electronically—as well as scan new images—to create their own attention- grabbing mailers. Tests have shown that using color improves message retention by as much as 14 percent and increases motivation to read materials by 80 percent. For these reasons, color is a popular choice for Sunday school literature, fund-raising requests and brochures for new-member outreach.

Durability. Digital systems have fewer moving parts and last longer than older analog equipment. When original documents are scanned (or sent over the network), each digital copy looks like an original, and image quality is much better.

Speed also is enhanced since digital copier/ printers can produce up to 45 color copies per minute compared to just 10 for analog copiers. Shorter turnaround times allow churches to wait longer before beginning the run, giving pastors and ministers more time to formulate sermon topics and enabling the inclusion of up-to-the-minute news about the congregation in bulletins and newsletters.

Custom configurations. In the past, the range of choices for copiers was as limited as their features. Today, makes, models and configurations of copier/printers abound, so you can select the system best suited to your church’s size and ministry outreach needs.

Additionally, leasing plans are flexible and purchase prices more competitive than ever. As a result, churches are making more efficient buying decisions, so the trend is to upgrade copier/printers more frequently than in the past.

Digital duplicators. These machines are different from copier/printers in that they have more limited print capabilities but are faster and less expensive to operate per page for high-volume jobs of 30 or more copies.

Newer models offer spot color (although colors are limited) and can print at speeds of 120 to 130 copies per minute. Digital duplicators easily run business cards, envelopes, cardstock, postcards and NCR paper—media that can pose problems for conventional systems. They also support large-run jobs, such as bulletins and newsletters, which previously were too time consuming for copiers.

How you’re using printing power

Now, let’s answer the second question: How are churches using their copier/ printers? It seems their main motivation is to save time and money. Some of the ways to do this include:

Preference for print. Churches are using copier/printers more than ever. They know parishioners prefer printed information, whether it is handed out at church or mailed to their homes. This is especially true for those of us overwhelmed by exposure to TV, movies, the Web, cell phones and PDAs. Clients say their bulletins are now being read cover to cover and that church members like having the information organized in a single document they can read at their convenience.

Three-hole punching. Many digital copier/printers can be configured with a time-saving three-hole-punching feature. With a simple command from the operator, the system automatically copies and holepunches documents so they are ready for insertion in binders. This feature is popular among church school instructors, youth directors and pastors.

Electronic finishing. With electronic finishing, the copier can store a scanned document (such as a bulletin or newsletter template), along with electronic instructions on how to prepare the document in its finished form. This way, users don’t have to stand at the machine, wait for the copies, collate, fold, staple and affix addresses. Instead, the copier can do the job for them from start to finish, freeing up staff to attend to other demands of a growing church. Meanwhile, the overall cost-per-piece typically is lower, putting less strain on church budgets.

With the proper digital systems in place, churches are saving time and money while producing attractive communications materials that look more professional and communicate their messages of ministry more effectively.

Gene Collins is the corporate account manager for the faith-based market at Lanier Worldwide in St. Petersburg, Fla.