Today’s copiers are central to the way we do business. Not only do they copy, but they also print information directly from computers onto paper, they scan paper documents into computer systems, and yes—they can even send a fax anywhere across the globe. When computer systems began to be the main way businesses handle administrative functions, there was speculation that the business world would eventually go paperless. However, decades later, offices still depend heavily on copiers to keep operations running efficiently, maintain productivity among employees, and share information with clients and other office divisions.

If you’re looking to upgrade your copiers, then you will certainly want to take advantage of multifunctional printers (MFP) or all-in-one printers whose main task is to print and copy documents, but also include many helpful features that will make your office administrative tasks go more smoothly and faster. Continue reading to discover just how important the office copier is for business operations and what features you should look for when buying your next copier.

What are Copiers?

Today, when we say the word copiers, we are technically referring to either an all-in-one desktop printer/copier or a stand-alone multi-functional printer/copier. An MFP is a heavy-duty piece of office equipment—an investment that gives a good return in producing high volumes of documentation along with a wide range of features like collating, stapling, and double-sided printing.

But don’t be fooled by the smaller footprint of a desktop copier/printer. This equipment is also a workhorse and enables departments to have their own dedicated copy machine, near to where they work.

Copiers are categorized by the method they use to apply ink to paper:

• Toner-based printers or xerographic copiers print quickly and turn out a very high volume of documents.
• Liquid inkjet printers use ink cartridges, making them suitable for low-volume printing.
• Desktop laser printers also use toner to transfer images onto paper and are ideal for medium-volume printing.

Why We Still Rely on Them

Printed documentation remains the foundation of how we do business today. While workers use computers to create many documents from spreadsheets to purchase orders to quarterly financial reports, society as a whole still prefers to hold information in their hands and to save a printed copy of important information.

And it is that printed copy that is crucial to business operations. Computers can break down, hard drives can become corrupt, and USB storage devices can become lost. We still rely on copiers in part because paper documents can be more quickly marked with notes while sitting in a meeting.

The other benefits and reasons why we still rely on copiers include:

• New technologies – copiers support internal document management systems, with the ability to copy documents that are sent by cloud, wireless, or Bluetooth technology.
• Promote multitasking – Expect more efficiency when completing administrative tasks, since many multifunctional copiers can punch holes, staple, collate, email, and fax information quickly.
• Facilitate a remote workforce – copiers allow workers from any location to scan and upload information from home onto enterprise networks.
• Less office equipment – the multi-functionality of copiers combines four different pieces of office equipment in one machine.
• Increased productivity – more work gets done in less time with inexpensive desktop copiers located near office workers.

Not only do copiers make your office more productive, but it also makes the business of sharing documentation convenient for employees. There are no trips to the copy room required and no waiting for a printing service to deliver the documents you need immediately.

What to Look for in a Copier Service

No matter the size of your business, you will find a copier to fit your budget and copy volume needs. Also, you won’t need a lot of spare space because today’s copy machines pack a lot of productivity into a small footprint. Here are some considerations when looking to replace your office copier.

Great copier service and support – Partner with an office technology provider that offers a maintenance or support package. If your copier does break down, the right copier service provider can provide remote monitoring and troubleshooting, with the possibility of getting you back online immediately.

Responds quickly to service requests – A business copier is only second to the desktop computer when it comes to keeping office operations-notch provider should have the ability to send a technician with suitable replacement parts out on the same day, within 24 hours at the most.

Skilled technicians in copier repair – Choose a workplace solutions provider that employs technicians that don’t simply fix one problem to get you back up and running. The best technicians will be able to determine when some components need to be replaced before they fail. Often, multiple problems can be addressed with one service call. And no technician should leave a repair call without doing a quick tune-up and cleaning of your copier.

Expert repair or replace advice – Every copier has a life cycle. Some copiers are worked harder and used more often than others by office staff. Eventually, you will need to decide whether to keep repairing a copier or replace it with a model that adds more features and flexibility to your office. Your office technology provider should offer the right advice on what your options are.

If you’re ready to increase office productivity for your Minnesota business by adding a new copier with state-of-the-art features, contact DTS today and speak with one of our sales specialists. As your office copier and printer partner, you can depend on our knowledgeable and reliable support staff and field technicians to keep your office operations running smoothly.