Lafayette Printers: The 2026 Checklist for Print, Scan, and Document Management

If you’re evaluating Lafayette printers in 2026, skip the generic “top models” lists. What you need is a checklist that prevents downtime, overspending, and the daily document chaos that slows teams down.

This checklist is built for real offices, where printing and scanning are part of operations, not a side task.

Quick answer: what’s the goal?

The goal is not “buy a printer.” The goal is:

• stable printing

• reliable scanning

• controlled document routing

• support that shows up when things break

Use this checklist before you buy, upgrade, or renew an agreement.

Part 1: Print requirements checklist

Confirm:

• Monthly print volume (average)

• Monthly print volume (peak weeks)

• Black-and-white vs color percentage

• Duplex printing needed (yes/no)

• Paper sizes needed (letter, legal, specialty)

• Device placement (central vs department-based)

Reality check: the busiest week is the only week that matters.

Part 2: Scan workflow checklist

If you scan daily, treat scanning as core infrastructure.

Confirm:

• Scan volume per day (light, moderate, heavy)

• Duplex scanning needed (yes/no)

• Scan destinations (email, folder, system)

• Searchable PDFs required (yes/no)

• One-touch scan shortcuts needed (yes/no)

• File naming standard exists (yes/no)

If you don’t define scan destinations and naming, you’ll create a digital junk drawer.

Part 3: Document management checklist (practical version)

Document management doesn’t have to be complicated to deliver ROI.

Start with:

• Defined folder structure

• Naming convention that is enforced

• Permissions (who can access what)

• Retention rules (what gets archived and when)

• Search and retrieval expectations

Example naming format: ClientName_DocumentType_YYYY-MM-DD

Simple. Effective. Searchable.

Part 4: Device category checklist

Choose based on workflow.

Standalone printer fits if:

• low volume

• minimal scanning

• only 1–3 people use it

• you do not need copying

Multifunction copier fits if:

• scanning and copying are regular tasks

• multiple people share a device

• you want predictable routing and shortcuts

• you want fewer devices and supplies

Dedicated scanner fits if:

• intake stacks are frequent

• you need speed and duplex intake

• you want scanning independent of printing load

A strong 2026 setup is often: one MFP plus a dedicated scanner if intake is heavy.

Part 5: Security checklist

Printers and copiers touch sensitive data.

Confirm:

• Secure print release (PIN) for shared devices

• User codes where needed

• Controlled scan destinations

• Proper network configuration and access rules

You don’t need paranoia. You need guardrails.

Part 6: Service and support checklist

This is where most offices get burned.

Ask and confirm:

• Service response expectations

• Whether support is local or outsourced

• Parts availability and typical turnaround

• Preventive maintenance options

• Remote troubleshooting options

• What service actually covers

If printing affects invoicing, scheduling, payroll, or operations, service response is part of the purchase decision.

Part 7: Total cost checklist

Total cost includes:

• Toner and consumable yield

• Wear items and maintenance kits

• Service calls and downtime

• Reprints, waste, and errors

• Staff time troubleshooting

Easy wins that reduce cost quickly:

• Duplex on by default

• Draft mode for internal docs

• Black-and-white default unless color is required

Part 8: Implementation checklist (so staff actually uses it)

Even great equipment fails if rollout is sloppy.

Confirm:

• Shortcuts are configured (scan-to-folder, scan-to-email)

• Staff gets a 10-minute walkthrough

• A one-page “how we scan here” guide exists

• Naming and folder rules are documented

• Support contact process is obvious

This is how you prevent printer issues from becoming a weekly meeting topic.

Bottom line for Lafayette Printers

The best Lafayette printers are the ones nobody talks about. They just work. The best scan workflows are the ones that route correctly the first time. The best document management plan is the one your team can follow without thinking.

Use the checklist, define the workflow, and prioritize service like it matters. Because it does.