Have you ever wondered how an ID card is made?
The answer is an ID card printer, a highly specialized gadget dedicated to issuing IDs. From a gym membership card to a driver’s license, IDs are everywhere, and business ID cards are ideal for managing access to facilities and boosting your brand image.
But selecting the right printer can be daunting. After all, how often do you need to buy an ID card printer?
Keep reading to learn how to choose the best ID card printer no matter your needs.
Why Your Business Needs ID Cards
ID cards have become a common feature in many businesses – and for a good reason: They enhance security.
Why might your employees need formal IDs?
IDs stop unauthorized individuals from getting into places they shouldn’t be. In short – they help businesses protect sensitive information and resources. And unlike traditional keypad-locked doors, ID cards can track employee movements inside a facility when paired with the right technology.
In the case of a security breach, this can provide valuable insights into who was where and at what time.
ID cards can also be an efficient way of streamlining operations.
Primarily, they can track attendance, removing the need for manual record-keeping. For businesses with amenities (like a cafeteria), ID cards can be used for cashless payments, making employees’ lives easier.
Plus, ID cards enhance the sense of professionalism.
They don’t “give” your employees a sense of identity – but they do provide a sense of belonging. Employees with lanyards and ID cards feel that they’re part of a larger whole – and they can instantly verify that somebody else is who they say they are.
Finally, they instill trust in clients and visitors, who are able to easily identify staff, job titles, and seniority.
With ID printers, you can create high-quality ID cards that reflect your brand’s image and values:
How Does an ID card Printer Work?
ID card printers aren’t regular printers. Yet in spite of their complex functions, the working principle is quite simple.
Using a design created with specialized software, the printer transfers designs (logo and ID picture) onto the card in a similar manner as a regular office printer. More advanced printers with encoding capabilities write data onto the card.
This data can be transcribed on magnetic strips, RFID chips, or barcodes – depending on your needs and the printer’s model.
Considerations Before You Buy
Before you commit – and spend a large chunk of change on a shiny new printer. You should take a step back and think about your business needs, and what you can afford to pay to satisfy them.
You’ll want to consider:
- Your budget
- Turnaround times for new ID cards
- How many cards you’ll need
- Special functions (such as magnetic strips and barcodes)
- Single vs. double-sided printing
Your Budget
Your budget will inform your purchasing decision when buying an ID card printer. You’ll find printers at various price points.
In general – and as you’d expect – more features and higher quality cost more. The best ID card printer can cost thousands of dollars, while basic printers are relatively affordable.
So, how do you decide where to set your budget?
The sorts of advanced features you might need include double-sided card printing and lamination. Double-sided cards contain more information, while lamination protects the cards from damage.
It’s crucial not to limit your purchasing decisions based on cost alone. Choosing the wrong printer model can end up costing your business more in the long run. For instance, if you find you need additional functions later on (such as ID card encoding), you might be better off increasing your initial budget and shopping around for longer before settling on a printer model.
How Will the Cards Be Used?
How your cards will be used helps you to narrow your search.
Will they be used for visual identification only? Or will they incorporate smart technology for access control?
The use will significantly influence the type of printer you need. If you’re a small business with only a handful of employees and simply want visual identification for a professional appearance, then it may be worth using a regular office printer and a laminator to produce your cards.
That will save money and fulfill its purpose without needing fancy equipment.
If, however, the cards are to be used for record-keeping, timekeeping, or access control, you’ll need a printer that encodes data onto the cards. As mentioned, this will be in the form of smart chips, magnetic stripes, and barcodes, depending on the nature of the ID scanners you use.
Such printers are more advanced and come with encoding modules.
How Many ID Cards Does Your Business Need?
The volume of cards you intend to print is another essential factor. Large quantities of ID cards demand high printing speeds. In general, high-volume printers are more robust and durable.
They can withstand the rigors of heavy-duty printing for longer. They also come with larger input and output hoppers, allowing for unattended printing.
Fast turnaround times are particularly important for businesses with high numbers of employees. Efficient, same-day ID card printing means you can issue everybody with an ID quickly.
It also allows new employees to get to work quickly without any hiccups. They won’t end up spending their first working days feeling like an uninitiated foreign party.
If you only need to print a few cards occasionally, on the other hand, a compact printer may be more suitable for your business. Lighter and less expensive, such printers are ideal for small-scale uses.
Single-Sided or Double-Sided?
Another important decision to make is whether to opt for single-sided or double-sided card printing.
The difference between them is simple:
Single-sided printers print on one side of the card at a time. They are suitable for simple ID cards that require minimal information.
Double-sided printers, on the other hand, can print on both sides of the card simultaneously. They are ideal for cards that require more information or for adding extra security features on the backside of the card.
Although double-sided printers are more expensive, they offer more flexibility and can save you time if you need to print large quantities. They also give your cards a more professional look.
Finding the Best ID card Printer for Your Business
As we mentioned above, you’ll need to drill down and figure out what kind of ID cards you want before you go looking for a printer.
Purely visual ID cards are the simplest. They contain all the basic identifying information – the holder’s name, photo, and job title. Some might include a barcode and these cards are primarily used for visual identification and do not contain any encoded data.
Proximity keycards are another kind, mostly used for access control. They employ radio frequency identification (RFID) technology. In simple terms, it’s a small chip inside the card that communicates with a reader when held close enough.
Smart cards, on the other hand, contain a microprocessor that can process and store data. They can be used for multiple applications, including access control, cashless payments, and data storage:
Magnetic Stripes
You may want your ID cards to have magnetic stripes.
These are the black stripes you see on credit cards. They can store data, making them ideal for a variety of applications. To print and encode magnetic stripes, the printer you choose will need a magnetic encoding module to write data onto the stripe.
While magnetic stripes tend to be cheaper than smart cards, they’re also less secure. The data on the stripe can easily be read and copied using a stripe reader.
Key Features of a Good ID card Printer
The things to look for in a good card printer are:
- Printing technology
- Printing speed
- Connectivity options
- Ease of maintenance
- Ease of use
- Extended warranties
You’ll find two main types of printing technology. The first is direct-to-card (DTC) printing, and the other is reverse transfer, or “retransfer”.
DTC prints straight onto the card, resulting in high-quality images. However, it leaves a small border around the edge. Retransfer printers first print onto a film and then transfer the film to the card.
Printing speed is especially important if you need large qualities. Most brands indicate printing speed in cards per hour. Most printers connect to a computer via a USB cable. However, some models offer Ethernet connectivity – allowing multiple users to print over a network.
This can be helpful in cases where multiple people need to access the card printer at once.
Ease of use and maintenance are also vital factors. The easiest way to find out how easy a printer is to use is to read testimonials and customer reviews.
Finally, you should look for an extended warranty where possible. ID card printers are expensive pieces of equipment, and a two or three-year warranty will ensure you’re getting your money’s worth.
Security Considerations
ID card printers handle a lot of sensitive user data – so they should be protected from unauthorized access.
What security features should you look for?
Password protection, data encryption, and secure network connectivity. Some printers also have physical locks to prevent theft or tampering.
And security isn’t only about the printer; it’s about the cards themselves.
So, you should consider adding extra security features to your ID cards. Watermarks, holograms, and micro text make the cards difficult to forge.
Running Costs
Don’t forget about long-term running costs.
You’ll need to purchase repeat orders of card materials and printer ribbons to keep your printer functional. It’s worth consulting with a customer service helpline to gain an understanding of the operating costs of your ID printer.
That way, you can factor running costs into your budget.
Other Factors
Some printer models take an all-in-one approach. They include an in-built camera to take pictures of subjects and simple settings that allow you to print ID cards quickly and easily.
While pricey, these models are a great choice for businesses that want to start issuing their staff with IDs quickly.
How to Print an ID card: Step-by-Step Guide
Now we’ll explain the basics of how to print ID cards. It’s a straightforward process.
First, you’ll need to design the layout of the ID cards. Some printers accept common file formats, but most use specialized software for card design. The software is similar in appearance and function to common office software suites like MS Office, so it’s intuitive to use.
Next, you’ll need to load your card materials and printer ribbon into the printer. It’s worth printing a trial card before you start printing employee IDs to ensure everything is working – especially if you plan on using your IDs for access control.
Finally, you can import your data and print your cards:
Tips for ID Pictures
There’s a reason that government-issued IDs and passports have strict image requirements:
A standardized procedure eliminates identification problems. Hair covering the face, sunglasses, and other obstructions can make it difficult to compare an ID photograph with a person’s face.
And your business should use professional, reliable ID pictures to get good results. So, you should make sure employees:
- Are well-lit with an uncluttered background
- Look directly into the camera
- Maintain a neutral expression
- Fit the frame appropriately
- Use a high-resolution camera for clear images
Ask your staff to treat their ID pictures like their driver’s licenses or government IDs and they’ll have a good idea of how to compose themselves.
Make an Informed Decision
Deciding on the best ID card printer for your business means carefully considering your budget and your growth.
Whether you’re a small business or a corporation, the right ID cards will afford your business a professional aesthetic and improve security with access control and user tracking.
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