Printer Considerations for Data Stations

A high-level summary is presented here in quick, bulleted form.  More details are provided below.

• A printer is essential for data communications. A printer/copier combination can also be helpful for both voice and data communications.
• Select a printer that is compatible with current versions of MS Windows and whatever operating system the data station uses.
• Laser printers are faster but are larger, heavier and require much more power, which makes them more suitable for EOCs/DOCs or other fixed sites with generator backup power.
• Ink jet printers are smaller, lighter and require less power, which makes them more suitable for field stations. Some even include an internal battery.
• Be careful about selecting a printer based on 12 VDC operation. Many 12 VDC devices only work on regulated 12 V and can not be powered directly from a external 12 V (nominal) battery due to the changing voltage as the battery discharges.
• Black and white is sufficient for most emergency communications. Carefully consider the need for color before spending the extra money for a color printer and color ink/toner.
• Properly stored spare ink/toner is a must.
• Select a printer that works well with plain copier paper, which is usually cheaper and lower quality than the best ink jet or laser printer papers.
• Store paper in a plastic bin, ideally with a desiccant, to protect it from damp conditions.

Printer or Printer/Copier or Printer/Copier/Scanner or All-In-One (Printer/Copier/Scanner/Fax)

• Printer
  • The data communications radio operator typically has two types of information that needs to be printed.
    1. Messages: Most messages handled by ARES/RACES operators are created by someone (sender), and are intended for someone (recipient), who is not the radio operator. The sender or recipient is usually somewhere in an EOC, DOC, shelter or elsewhere. The ability to print out a message and hand it to the recipient is essential. In some cases, the sender may ask for a copy of what was actually sent so that they can see exactly what was typed in and transmitted.
    2. Logs: The data communications operator also needs to keep logs of all communications traffic. These logs need to be shared with the next operator and turned in to the shift supervisor at the end the shift.
  • A printer is essential for both needs
• Printer/copier
  • In both voice and data communications, it is often helpful to be able to make a copy of an existing sheet of paper. In some cases, this may be for the operator's own reference. In other cases, it may be because more than one person needs a copy of the message.
  • A combination printer/copier is helpful for handling these situations.
• Printer/copier/scanner
  • The scanner feature can be very helpful. If phones are out, so is fax. But a document could be scanned and then sent as an attachment via e-mail.
• All-In-One devices
  • These devices combine a printer, copier, scanner and fax machine into a single device.
  • The fax portion of all-in-one devices can be a convenience in the home.
  • But in most cases, the ARES/RACES operator is needed because commercial communications facilities are down or overloaded. So,in most cases, the fax machine feature will not used for EmComm.
• General recommendations
  • Field stations for data communications: A least a small printer is needed. An printer/copier/scanner is ideal.
  • EOC/DOC station for data communications: A printer/copier/scanner is recommended.

 

Latest MS Windows Compatibility

• As mentioned on the Computer Considerations for Data Stations page, the Microsoft Windows operating system accounts for about 89% of all desktops and is used in Emergency Operations Centers. It makes sense to have a printer that can be used by the overwhelming majority of computers in use.
• The printer should be compatible with the operating system used on the station's computer. And, as mentioned on the Computer Considerations for Data Stations page, that operating system should be a currently supported version. For Windows, that currently means Windows 7 or higher.
• Most enterprises, including EOCs, are in the process of migrating from Windows 7 to Windows 10. So compatibility with Windows 10 is recommended.
• Most printer manufacturers don't spend the time to produce new drivers for their oldest printers. This means that a printer that is compatible with the latest versions of operating systems is mostly likely also a newer printer model.
• General recommendations
  • Select a printer that is compatible with Windows 7, 8, and 10.
  • Keep a copy of the printer drivers on a USB drive. This allows you to install the drivers on another computer when needed, even if the Internet is unreachable at the time.

 

Ink jet or Laser

• Laser printers are fast and generally produce high volume, very sharp and smear-free output. But they are large, heavy and draw a lot of power. So they are best suited for EOC/DOC stations with backup generator power.
• Ink jet printers are usually slower and intended for lower volume. They can produce sharp output which can smear if wet/damp. But they are usually smaller, lighter and use far less power than a laser printer. Some are even intended for travel and operate on internal batteries for hours at a time, making them ideal for field stations.
• General recommendations
  • For field stations: use an ink jet printer
  • For EOCs/DOCs and other fixed locations that have sufficient backup power and may need higher volume: use a laser printer

 

Black-and-white or Color

• Black and white is sufficient for nearly all emergency communications messages, such as ICS forms, packet messages, e-mail messages, and more.
• A color printer could be useful for printing photographs, maps, satellite images and other information. But the added cost may be more than can be justified, especially for a field station.
• General recommendation
  • Unless there is a specific need for color printing, black and white is sufficient for emergency communications.

 

Power

• A printer that has an internal battery, whatever the voltage, is useful for emergency field communications because it can continue to operate when the AC power fails. This means you don't need to worry about powering the printer while waiting for a generator to be started or refueled or fixed.
• Many printers intended for mobile use have internal batteries and can operate for hours without AC power.
• Some printers can operate on 12 VDC input. They have an external power supply for plugging into AC power. In most cases, this type of device needs a regulated 12 V input. These printers can not be powered directly from a 12 V (nominal) battery because the output voltage of the battery varies too much while it is discharging (typically about 13.6 V down to 11 V, or lower). Be sure to check the specifications for the particular printer.
• Printers that operate on the same DC voltage used by laptops (usually 19 VDC) can be powered by the same type of 12-to-19 V regulated voltage converters that are available for PCs.
• Alternatively, a small DC-to-AC inverter can be used to provide AC power from a battery.
  • A pure sine wave inverter usually produces less RF noise and is compatible with more devices.
  • There is inefficiency in both the inverter (converting battery DC to AC) and the printer's AC power supply (converting AC to regulated DC). So a significant amount of energy is wasted. But the configuration may be more universal. And, in an emergency, what works is more important than obtaining ideal efficiency.
• General recommendations
  • For field stations: a mobile printer with built-in battery usually provides enough operating time to span generator start-up and refueling.
  • For EOCs/DOCs with sufficient backup power: an AC-powered printer is sufficient

 

Spare Ink or Toner

• Both ink jet and toner cartridges eventually run out. So replacement cartridges are a must.
• Ink
  • Ink jet cartridges are notorious for drying out over time. Some better printers carefully park the print head in a manner that dramatically slows down the drying process. But, at some point, the liquid ink is going to dry out. So, replacing a partially used ink jet cartridge due to drying out is a fact of life.
  • Take care how the replacement cartridge is stored. Even an unopened ink jet cartridge stored for a long time, or stored in severe conditions, can be ruined.
  • Ink jet cartridges are usually cheaper than laser toner.
• Toner
  • Laser printer toner is dry to begin with, so drying out is not a problem.
  • Toner can clump or settle. The usual toner change process usually requires rocking the toner back and forth in the cartridge to make sure it is loose and evenly distributed.
  • Laser toner is usually much, much more expensive than ink jet ink cartridges.
• General recommendations
  • Maintain replacement ink/toner and follow manufacturer's recommendation for storage and shelf-life.

 

Paper

• For best results, both ink jet and laser printers usually require special-purpose paper. These special papers can dramatically improve the sharpness and smudge protection of the printed out. But they also cost more than plain paper -- sometime much more.
• During an emergency, plain copier paper will probably be more readily available.
• Some printers can be adjusted through the printer driver settings to print on different papers. By choosing a printer with this capability and by setting it properly, the cheaper, more readily available paper can be used to produce good results.
• A plastic tub for storing the paper can help when deployed outdoors in damp or rainy weather. Take out small amounts of paper when needed to print so it stays as dry as possible for as long as possible. Including a desiccant in the plastic tub can help.
• General recommendations
  • Select a printer that can operate well on plain copier paper
  • Store paper in a plastic tub, preferably with a desiccant

 

Example Printers

• The HP OfficeJet 250 in an ink jet all-in-one with an internal battery and a compact form factor suitable for mobile and field applications. A couple of our local users have reported excellent results.
• If you have other examples of currently available printers that meet most or all of the criteria above, please discuss details on one of our networking discussion groups (scc-packet, scc-mesh, scc-email, scc-tcpip). We'll compile a list that should help those who haven't yet selected a printer.