What Features Should I Look For When Buying A Copier?

Calendar Friday, March 17th, 2017

woman holding paper next to copy machine

A copier is a major purchase. That piece of machinery is a much bigger investment than you may initially think. Regardless of the size of the business, it is critical to research your options thoroughly as a copier can be a major component of a company, as it directly contributes to employee productivity levels. You don’t want to risk missing deadlines and not being prepared for big presentations because you bought a copier that doesn’t meet the needs of your company. Be realistic about your budget and the features that are most important to your business so that you get a machine that will last for many years to come. As you weigh your choices, consider the following factors.

How much should you spend on an office copier?

Many people look at the copier sticker price and assume that is the only figure that they must take into consideration. Owning or renting a copier comes with a number of other expenses including toner, maintenance, and repairs. Look into both ownership and rental options as well as varying service contracts.

For example, some companies charge a flat rate for their repair services while others charge for labor and parts on top of a base fee. When maintenance and repairs are included in a rental cost, renting can be a more cost effective option.

What should the print volume be?

Get a rough estimate of your company’s current monthly print volume. If you already own a copier, use the meter to estimate the volume. Once you have a print volume estimate, you can determine the size and functions that you need for the copier. Be honest about the print volume and select a machine that meets your needs without being overkill. You don’t want to pay for more printing capacity than you’ll ever use.

What should I think about as far as paper handling?

Consider how quickly you need to print pages as well as the paper sizes that you use on a regular basis. If your business prints large numbers of documents every week, the copy per minute (CPM) figure is important. Most modern copiers have the capacity to print on larger paper sizes, such as 11” x 17”. However, this is not a given. As such, it is always best practice to check that a specific copier can handle the needs of your company.

Do you need any additional copier functions?

Many modern copiers are multifunction machines that also have the capacity for printing, scanning, and faxing. Typically it is less expensive and more convenient to purchase a single machine with multiple functions. If you have a large workspace with a high number of employees using a single machine, networking is also an important function. Multifunction printing is considerably cheaper than laser printing, and it allows employees to complete large document jobs (i.e. double-sided, stapled packets) right from the comfort of their own desks.

For many companies, two additional features that are of a high importance are user-friendly controls and energy efficient. When a copier is intuitive, employees can get their work done efficiently with minimal IT support. Copiers with an ENERGY STAR label cut down on energy consumption, resulting in lower utility bills. They also keep the office temperature cooler by letting off less heat.

Amarillo copier company UCI has been offering copying services to the greater Amarillo area for over two decades. We are well versed in all of the common copier features and can help you choose a machine that is a great fit for your business. To get started, give us a call today at 806-372-7722.