Business Copiers: Factors to Consider When Buying

Business copiers are vital in improving efficiency and workflow in a business with high document turnover. And despite the ongoing hype of transitioning businesses to paperless operations, copiers are still needed because some documents, such as contracts and artwork, are hard to digitize. So, owning business copiers is still relevant. However, all copiers are not created equal, and you need to make some evaluation when buying.

This article will cover the necessary factors to consider before buying a business copier.

Choosing Business Copiers

For most businesses, the price tag is the main determinant of whether a copier is worth buying. Although cost is an important consideration, there’s a long list of other aspects that ensure a copier suits your business needs optimally while maximizing the value of your investment.

Here are the key considerations to assess if a business copier is right for you.

Resolution and Color Capabilities

If you want your copies to have a professional look, resolution and color capabilities are the key features to consider. Resolution is assessed in dots per inch (DPI) to determine the clarity and sharpness of texts and images. For text, a resolution of 600 DPI and above is ideal. On the other hand, graphics and images will require a 1200 DPI and above.

You should also ask for a print sample to assess if the copier can accurately reproduce colors in the original document while maintaining vibrancy and consistency. Most importantly, check the range of colors the copier can use besides the default black and white. This is especially important for a copier reproducing graphics.

Copier Page Capacity and Printing Pace

Every business seeks to reduce idle time. However, if your business copiers can’t handle your printing volume and speed requirements, employees will keep waiting for documents in the queue to be printed.

To prevent this, you should consider the duty cycle of a copier, which is the monthly printing volume a copier can handle without excessive wearing. Remember to add a volume margin to accommodate times when the printing demand is high. Also, you should check the printing speed of a copier, measured in page per minute or page per second.

Paper Size Customization

Business copiers can handle varying paper sizes, applicable in different situations. The common print sizes include letter-sized (8.5 x 11 inches), legal-sized (8.5 x 14 inches), and A3 (11.7 x 16.5 inches) papers.

Although your business might frequently use a specific size, having a copier that can handle multiple printing sizes is essential. With such a copier, you’ll have the flexibility of adapting should your business needs evolve.

Network Integration

In modern businesses, the need for connected devices to promote centralized management and collaboration is increasing. If you want your copier to integrate with your digital infrastructure, you should go for one with network connectivity.

Such a copier supports remote printing, allowing users to send printing files even when away from the business. Also, IT experts can access the settings locally, diagnose issues, and update software to minimize downtime. Plus, it can also integrate with your document management and cloud system.

Capabilities of the Copier

Copiers have evolved with technology, and modern ones do more than photocopying. They often include a range of advanced features and capabilities that enhance their utility in the workplace. Some of these capabilities include:

  • Scanning
  • Image editing
  • Faxing
  • Emailing
  • Collating
  • Cloud storage
  • Touch screen navigation

If you’d like your business copier to perform more than one task, assessing its features is necessary. However, beware, the more features a copier has, the deeper you’ll dig into your wallet.

Manufacturer’s Reputation

Most buyers neglect having to do research about the copier manufacturer. This usually impacts your productivity and experience as manufacturers don’t employ the same technology. Before making an investment, it’s advisable to visit the manufacturer’s website and look for reviews from users who have tested their copiers.

When doing your assessment, consider qualities such as durability, warranty, customer support response time, and software update frequency. Also, ensure the manufacturer has a significant market share and has a star rating above 4.5. This is necessary because most quality printers cost upwards of $3,000, and you should get the value of your money.

Energy Requirements

The amount of energy a copier consumes directly impacts your business profitability and your carbon footprint. As such, you should go for an energy-efficient business copier. Though the energy requirements for a copier depend on various factors such as size and features, other qualities that mark an energy-efficient copier include:

  • Energy Star certification: Ensure that your chosen copier meets the energy requirements stipulated by the Environmental Protection Agency (EPA).
  • Low power mode: Copiers with a low power mode minimize energy consumption by shutting down automatically when they stay idle for a pre-determined period.
  • LED technology: Copiers that use LED (light-emitting diode) resources are more energy efficient than laser copiers since they require less warm time and consume less power during operation.

Security Features

When you choose a business copier with internet access, it will be contactable to your digital infrastructure, making it a potential target for cybercriminals. To be safe, you should assess whether your business copier has the security necessary to protect your data. Some features of a secure copier include:

  • Data encryption to prevent unauthorized access
  • User authentication to ensure only users with permission can use the copier.
  • Secure printing to hide documents pending printing from other users.
  • Network security, such as HTTPS, ensures safe data transmission over the internet.

Types of Business Copiers

When looking for a business copier, you’ll find two types: analog and digital. These two models can meet business printing needs, though their technology differs in the following ways.

  • Analog business copiers: These copiers use a simple technology that’s steadily becoming phased out due to a lack of advanced features. They contain an internal mirror that copies the original document’s image onto a drum. Then, toner particles powered by electrostatic energy make a copy of the document on the drum.
  • Digital business copiers: Most businesses turn to these copiers because of their versatility, speed, and enhanced features. Instead of a mirror, these copiers use a laser that imprints the original document’s content onto a drum. The machine then uses a toner to make a copy.

Your Choice Matters

Although buying a business copier might sound like a less daunting activity, the purchase consideration requires your time to assess the copier’s features and functionalities. Regardless of your budget, evaluating the copier ensures you find a technology that will improve productivity.

If you need someone to guide you in choosing a business copier that works for your business, DTS experts can do it. We’ve offered printing and copier services to thousands of clients, so we’re better positioned to guide you. Don’t hesitate to contact us if you’re in Bloomington, Minneapolis, and St. Paul areas.