Copier machines have come a long way with their technological development since the first Xerox that was introduced in 1959. Nowadays copier machines like your smart phones or tablets have more in common with today’s computers. Today’s modern copiers are combining copying, laser printing, faxing, scanning and so much more all into one networked machine. Manufacturers are also continuing to improve their office equipment as technology also improves. (I.E Mobile printing, security features, etc)  This guide will help simplify the process of deciding what kind of copier and features will best suit your company.

Step 1: Finding the Right Copier

When looking for the right copier for your company, there are many things to consider. Your first choice would be digital copier machines or the older analog copiers. Older analog copiers only allow you to make copies, which is great if that is all you are looking for. But for those of us, who need a little more than just making copies a digital copier also known as a multifunction copier is what you’re looking for. Multifunction copiers provide you with more features; produce less noise then analog copiers and fine lines and photographs. They vary in cost that can be tailored to any size company.

Once you’ve decided between analog and a digital copier the next most important question to answer is, does your company need a black-and-white (B/W) or a color copier. This is very important, because modern copiers vary in price for the unit as well as the type of toners/ink/gel they use. Digital black-and-white copiers combine the functions of copiers, network printers, scanners, and fax machines. While color copiers support color printing and work much like a computer scanner connected to a laser printer. Either color or B/W machines can be upgraded, while others require more extensive hardware fixes. If you want to add scanning or faxing or any other special features at a later date, ask at the time of your research/purchase. Those features (scanning, faxing kits, etc) are also able to be added to the same machines at a later date, while other features are not so easily interchangeable and would require an upgrade to another machine. Deciding what your company needs in terms of B/W and color prior to picking a unit you think you want, will help limit your options as well as determine your costs.

Step 2: What Does Your Business Need from a Copier?

Your company should come to a decision on buying a copier based on their monthly volume, copy speed, color copying, and network connectivity needs. Not for the “bells and whistles” that may be featured on a copier. If your business typically makes less than 600 – 800 copiers per month, a small office copier should work for you. However, you will see that advanced features and service guarantees are offered with better quality copiers. Pricing will increase with copier capacity, speed, and monthly volume become higher.

Capacity

The amount of copies put out by your business each month is an important factor to consider when looking at which copier to buy. Determine your actual copier usage the best you can. By either looking at the counter on your current machines, the amount of paper you’re going through or by the receipts from anywhere you get your prints/copies done. Take this rough estimate and increase your figure by 30-50%, by doing this you can have a more accurate idea of what you’re going to need for monthly volume out of your machine.

Speed

The speed on your copier machine is measured in pages per minute (ppm). PPM is the number of letter-size pages the machine can produce in one minute while running at full speed. There are six segments that indicate copier speed. Ranging from Segment 1, where machines run 15 to 20 ppm to Segment 6 where machines top 91 ppm. Most business’ have copier machines that are in Segments 2 – 4, in the 20 to 50 ppm range. Also, be aware that for more complex forms of copying, like two-sided copies, copying onto larger sheets, and sorting have slower output speeds.

Consumables

Another thing to think about is your consumables. Consumables for your copier machine include toner, paper, developer, fuser units and other maintenance kits. Once you choose the kind of copier machine (make/model, etc) whether you want b/w or a color copier you will have a better idea of how much these things will cost you. You’ll also want to check what kind of service contracts the company you’re purchasing from has. Some may include some of these things within your contract – saving you money.

Step 3: To Buy or Lease?

One of the hardest questions everyone finds themselves asking in the getting a copier machine process is do I buy or do I lease? When it comes down to, buying vs. leasing there are no simple answers. It’s all about weighting out the pros and cons for each option against your own company and needs. Things to consider include negotiating additional fees for extended service contracts, options, accessories, and add-on features.

Also asking yourself questions like:

  • What is my budget?
  • Do you have the money to pay for this copier machine outright?
  • Would it make more sense to come up with the money to purchase, or to lease and pay more over time?
  • Can you keep up with payments?
  • Can you keep up with any extra costs that aren’t included within your lease? For example, service contracts, parts/consumables?
  • At the end of the day do you want to own/keep the machine?

With leasing you may have the option to trade up to newer models. Most companies know what they can and cannot do in terms of buying vs. leasing, go with what you feel is right for you!

Step 4: Features

After getting the basics down in your copier machine, you have many options for extras. There are several built-in features that may have little to no impact on price, as well as extras that can be added on at another time or during upgrades on a machine. These options may provide your office with a better work flow and productivity.

Automatic Document Feeder

An automatic document feeder (ADF) allows users to copy multi-page documents without having to lift and lower the cover for every sheet. If your company is looking for the ability to make double-sided copies, this is the feature that would be able to do that for you.

Sorters

This gives you the ability to sort copied sets electronically without the use of sorter bins. Instead of separate bins, the copies are placed in a single tray at a right angle or offset from each other, allowing the you to easily identify where one set ends and another begins.

Finishers

If you find yourself printing/copying many multi-page documents a finisher may be your best solution. The most recognizable finisher is the automatic stapler, which can be a huge time-saver. There are also three-hole punch, saddle stitch binding, folding, and booklet making finishers to name a few.

Paper Trays

Each machine has the option of adding paper trays, which gives you another paper source to copier or print from. Different paper trays can help you organize where you print letter, legal, or ledger size stock, or transparencies, without reloading the machine every time you need something copier/printed on a different paper size or type.

Faxing

Adding a fax-kit to your machine gives you the ability to send and receive faxes through the copier. They can easily send multi-page faxes using the document feeder, or they can use the copier glass to fax single pages or parts of books or catalogs. Incoming faxes print as they’re received.

Security and Power Management

Concerned about saving energy? Don’t worry, almost all copier machines now have an automatic shut-off option, saving energy and decreasing the wear and tear a copier faces by consistently running day in and out. In security, many copiers also provide an option to require that you or your coworkers enter a code before they can make copies. Thus, preventing unauthorized usage and allowing management to analyze usage patterns by department, or person.

Step 5: Service

Modern copiers have electrical, mechanical, digital, and chemical systems, maintaining them, calls for a unique set of skills. Because of this, most vendors will offer service contracts and provide well seasoned/educated technicians to help you with any problem that may arise. When looking into which company you will be purchasing or leasing your copier machine looking into their service is very important.

  • If something went wrong, who do I call for service?
  • What is the response time?
  • How long have these technicians been on the field/ how educated are they?
  • Is this technician certified with my make and model copier?
  • If I have a service contract with you, what types of calls/problems are not covered within the contract?
  • What would happen if the same problem persists within a small time frame?
  • If you don’t have a service contract, how much will you need to pay per call?

Conclusion

As you compare copiers from when they first come to be, and now you will see that they have developed considerably. Yet, as technology goes, they will continue to advance with the times. Nowadays, copier machines are an essential part of any well-designed office allowing companies and employees to save money and time. Choosing the company you purchase through is like any other major purchase you may make through your life time. Do all the research you can, and go with what best fits your needs!

Copitex Business Machines, Inc. is a leader in Boston Copier Sales, Rentals, and Leasing. We feature a full line of office products including digital copiers/printers, fax machines, scanners and document management solutions from such top brands, such as Konica Minolta, Ricoh, HP, NEC, Muratec and more. We also offer reconditioned, discontinued, used , repossessed and refurbished multifunction printer. We are proudly celebrating our 15th year in business, and have helped thousands of customers with all of their business machine needs. Contact us for a free quote today, we are standing by and ready to assist you.

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