Artificial Intelligence is rapidly reshaping the office technology landscape, transforming traditional imaging devices and software into smarter, more efficient business tools. As manufacturers and software developers integrate AI into their products, benefits range from increased productivity and enhanced security to smarter device management and improved user experiences.

Enhancing Productivity

MFPs are constantly evolving. Nothing new there. However, AI integration in these devices is new for optimizing print jobs by analyzing document characteristics and adjusting print quality settings. This means less manual calibration, fewer errors, and less wasted resources.

For example, AI improves how Sharp MFPs scan files. “File size is important for distributing it,” noted Vince Jannelli, associate vice president, software product management at Sharp Business USA. “We’ve embedded AI in the firmware and the algorithm we trained using machine learning to get that exact ratio. The user presses that selection, and based upon the image they want to scan, it automatically sets that adjustment, so they have the best quality for the right file size to distribute it over the network.”

Predictive Maintenance and Device Performance

Artificial intelligence is also poised to redefine the capabilities of the MFP, particularly from a service and predictive maintenance perspective. “The industry was already doing that with managed print services and monitoring devices and the analytics of being proactive about when the machine needs toner and when the machine needs service,” said Bob Burnett, director of B2B solutions deployment and planning at Brother USA. “That will continue to morph and grow and be even more efficient because of the machine’s reporting capabilities.”

AI-powered diagnostic tools are now embedded in many office devices, enabling predictive maintenance. These tools analyze usage patterns and performance data to predict when a device might fail or require servicing. For instance, imaging devices can now alert service teams about potential issues before they escalate, reducing downtime and extending the lifespan of the equipment.

This proactive approach helps reduce maintenance costs and ensures that the office remains productive and efficient. Dealers can highlight these benefits when engaging with customers, emphasizing that AI-enhanced devices can lower total ownership costs and enable smoother day-to-day operations. Yes, AI may be a buzzword in this instance, but it is influential.

Meanwhile, AI-driven analytics platforms are transforming how businesses use data. By analyzing large volumes of operational data, these platforms can uncover insights into office workflows, identify inefficiencies, and provide actionable recommendations. AI also provides applied analytics to Sharp devices. This enables auto remediation of the device, which helps the customer and the service provider. “It helps the customer because when the machine detects that it’s going into an error state, it can self-remediate,” explained Jannelli. “Maybe it reloads the BIOS or reboots, but the machine isn’t down. It helps the service provider because there wasn’t a service call.”

According to Kerstin Woods, vice president of solutions and outbound marketing at Toshiba America Business Solutions, the company is leveraging AI internally and strategically integrating it into its Elevate Sky tools. “We’re using AI to intelligently combine different data sets and make predictions so that we can avoid downtime well before it’s even going to happen,” said Woods.

Optimizing Workflows

Document management systems equipped with AI can automatically categorize and tag documents, extract relevant data using Optical Character Recognition (OCR), and even route files to the correct departments. This reduces manual data entry errors and frees employees to engage in more strategic activities. In the document management space, DocuWare has acquired natif.ai, one of the most innovative start-ups on the German technology scene for artificial intelligence applications for documents. By integrating natif.ai into its software, DocuWare adds intelligent document processing (IDP) capabilities to document management. According to the DocuWare website, in the near future, AI technology will be used in document capture and expand DocuWare‘s functionality:

• Document Extraction: Extracts data for automated processing of almost all documents, such as invoices, contracts, HR documents or paper mail. Results are accurate even when scanning wrinkled or spilled documents.
• Handwriting recognition: Detects handwritten text in documents and converts it into editable text.
• Document separation: Uses visual and textual information to split a batch scan into individual documents instead of barcodes or separator pages.
• Document categorization: Automatically assigns documents to different document types based on their content, properties, or characteristics.

Additionally, AI-driven email management tools can prioritize messages, filter out spam, and even suggest responses based on the content of incoming emails. Such smart automation tools help businesses maintain efficient communication channels, prioritizing critical information without overwhelming staff with an inbox full of trivial messages.

AI in the Cloud

One of the more notable AI-related announcements this year is the centralized AI-powered enhancements to Lexmark’s Cloud Services. In addition, the Lexmark 9-Series portfolio now includes an extensive AI-ready range of A3 printers and MFPs. In a February press release, Larry Early, director of global software and services portfolio at Lexmark, noted, “Lexmark Cloud Services now empowers businesses to dramatically boost productivity by making document workflows more efficient and automating tedious tasks. Customers and partners can easily create and deploy workflow solutions through their entire fleet through the cloud.”

An AI-powered translation solution is a key element of Lexmark’s Cloud Solution Center portal. For translation, users take their documents in the original languages, scan them using a Lexmark MFP that has been upgraded with translation capabilities or digitally upload them to the Cloud Solution Center portal; select the appropriate output language from dozens of choices; and receive a translated document via email, cloud storage option, direct-print or cloud-print management queue in as little as seconds.

A similar offering, Toshiba’s Elevate Sky Translate, introduced in March, leverages AI to translate documents quickly and accurately into more than 190 languages when utilizing Toshiba e-BRIDGE MFPs. Elevate Sky Translate works by auto-detecting the original language of a scanned document while translating it into the desired output language directly at the MFP. The newly translated documents are instantly available to print, email, or save to a USB.

Target markets for these translation solutions include school districts, healthcare, government, and retail.

Revolutionizing Security

Security is another domain where AI makes a difference. Office technology with AI-based surveillance and access control systems uses facial recognition and behavior analysis to identify potential security threats. These systems can learn and adapt to normal office patterns, flagging anomalies in real time, strengthening the organization’s security posture.

AI also enhances security of the MFP. For example, Sharp devices have an antivirus option using Bitdefender cybersecurity software, which can provide a daily update for the life of the device against virus profiles. “Bitdefender uses machine learning to anticipate the threats’ evolution so that they can get out those updates quickly and respond to the changing threat environment,” said Janelli.

AI Ups the Ante in the Computing Space

Not long ago, Microsoft’s AI assistant Copilot was an add-on to the Microsoft 365 suite that cost $20 monthly. Now, it’s free with a Microsoft 365 subscription. The AI tool enhances Word, Excel, and PowerPoint. Copilot assists with drafting content, analyzing data, and creating presentations, streamlining various user tasks.

HP recently introduced AI-enhanced computers and conference tools to enhance workplace productivity, security, and connectivity. The company is also expanding AI capabilities across its other offerings, including conference tools, to facilitate better communication and collaboration in business settings.

Similarly, computer manufacturers, such as Dell, have introduced AI-enabled PCs and infrastructure solutions, most notably the Dell AI Factory, a suite that includes AI-enabled PCs, servers, storage, and advisory services. These products are designed to help enterprises adopt and integrate AI into their operations, enhancing efficiency and performance.

A Competitive Edge

However, you slice, dice, or pureé them, AI enhancements translate into a compelling value proposition. Whether through the promise of access to actionable data, enhanced security, or more intelligent workflow automation, AI is transforming the office environment and savvy dealers are in a prime position to leverage these advancements.

Made in Japan and Beyond

Following are just a few examples of how Japanese OEMs are developing and leveraging AI-powered solutions.

• Canon Marketing Japan has partnered with Silicon Valley’s MODE, Inc. to integrate its video solutions with MODE’s AI-driven IoT platform. This collaboration enhances workplace productivity by offering real-time visual analysis, helping businesses adapt to Japan’s shrinking workforce.
• Sharp introduced eAssistant Minutes, an AI-based transcription and summarization tool that processes data locally, addressing security concerns around cloud-based services while streamlining meeting documentation.
• Ricoh expanded its AI efforts by partnering with U.S.-based LangGenius to offer the Dify Enterprise Plan, a generative AI platform that supports custom AI solutions with both on-premises and cloud deployment. Ricoh also uses Dify internally to empower employees to create AI-driven solutions for operational efficiency.
• Toshiba Tec launched the TEC AI Innovation Hub to centralize its AI initiatives, focusing on automating operations, optimizing workflows, and enhancing customer service through AI-powered maintenance chatbots and task recommendations.
• Fujifilm Business Innovation enhanced its FUJIFILM IWpro cloud service with the IWpro Intelligent Assistant Option, enabling SMBs to develop AI models for data analysis without advanced expertise. This tool automates key processes, improving efficiency and decision-making.