Are you looking to buy an office copier, or upgrade your existing machine? There is a huge variety of models to choose from, and it can be stressful and time-consuming to figure out which one best fits your needs.
The original office copier was an analog device that could make copies of your documents, and that’s about it. However, these days, a modern digital copier can do so much more. Many offer specialized features and benefits that can make a significant positive impact on your business’s productivity and even boost employee morale.
Let’s take a look at some of the basic and more advanced features that the modern office copier can offer you.
The Three Types of Office Copiers
Office copiers can basically be divided into three main categories, based on the size of the company they’re serving:
Home Business Copiers
These are everyday workhorses designed for home and cottage businesses with just a few employees and everyday printing needs in mind. They’ll generally be able to make copies, print, scan, fax, and connect to your network so you can email files.
They’re cheaper than a higher-end office copier, but have higher ink and cost per printed page (CPP). They’re also usually built to last three to five years and generally need to be replaced rather than repaired when they eventually break down.
Small Business Copiers
This type of office copier is built with multiple users and a heavier workload in mind. In addition to the basic features of home business copiers, they’ll often include finishing features like stapling, sorting, and arranging documents.
Although the purchase price may be substantially more than for a basic office copier, ink costs, and the CCP tend to be significantly lower, saving you money in the long run. They also have a longer lifespan – five to 10 years. And, if they’re well maintained, you may be able to trade them in or sell them when it’s time for you to upgrade, recouping some of your initial costs.
Commercial-Grade Copiers
As the name suggests, this type of office copier is designed for companies where printing is part of the business offering. These include print shops, internet cafes, office buildings, shared workspaces, and busy offices needing a large volume of printing done regularly. They’re particularly handy when the user needs to make copies in various paper sizes and with different paper and bindings.
The lifespan for these machines is generally the same as for small business copiers – five to 10 years. However, because they’re built for high output, they’re more resilient, copy/print speeds are much faster – even for color prints, and the ink and CCP costs are lower.
Costs
A home office copier typically costs between $100 and $500, a small business copier between $500 and $5,000, and a commercial-grade copier $5,000 to $25,000. While the brand of printer may contribute to the overall cost, the main reason some cost so much more than others is the performance and features they deliver.
Office Copier Features
As mentioned above, even the most basic office copier should have the ability to copy, print, scan, fax, and connect to your network. However, depending on your specific requirements, there are numerous other features that can significantly enhance your workflow, boosting productivity and ultimately profits.
Speed
For businesses that only require the occasional basic printing and copying, a slow printer/copier may not be much of a hindrance. But the more intensive your printing and copying needs are, the more important your office copier speed becomes.
Basic office copier speeds range between 25-35 PPM (pages per minute), which is generally acceptable if you produce less than 8,000 copies per month. Any more than that and you’ll probably need a speed of at least 40 PPM, although 50-75 PPM is recommended.
Finishing Options
As noted earlier, a small business and commercial-grade office copier will often provide binding and stapling options. If you need to produce booklets or similar bound materials, these features can be a godsend.
Some also offer cover interposing, which automatically adds a cover page at the beginning of documents. Some also offer a feature called “mail bin,” which sorts your printed documents into different bins for collection by different employees – very useful for multi-user environments.
Networking and Security
In this age of the hybrid office, with employees connecting to the business network from multiple locations and devices, you’ll likely need the ability to print and copy remotely. That means your office copier will need to be integrated into your network. However, the more networked you are, the greater your exposure to security risks such as hacking, data breaches, and malware.
Most office copiers will offer connectivity via LAN/Ethernet cables, and, these days, over Wi-Fi. Some come pre-enabled for integration with various cloud services, which may be very useful if your business uses the same services.
Many come with comprehensive security features to protect your company network and data. And some will even notify users if there’s a paper jam or malfunction, alerting them immediately that the problem needs to be addressed. The more users you have, the more important these features become.
Energy Conservation
Basic office copier functionality doesn’t require much power. But if your machine needs to work hard, energy costs can add up. Energy-saving features on your office copier can help to bring those costs down. Some copiers feature automatic sleep modes, which turn the copier off when it isn’t in use. Some also offer toner-saving modes and dual-sided printing, which reduce energy, paper, and toner usage while helping the environment.
Accessibility
Many copiers these days include features for special-needs users. These include accessibility handles, enlarged displays that can be tilted for easy viewing, Braille label kits, and voice-recognition software. Even if you don’t have special needs employees for whom these features are essential, the ease of use and improved user experience they offer can boost employee morale, making the office a happier place all around.
Safety
Because they give off ozone gases and toxic particles during use, an office copier should be stationed in a well-ventilated room. Sustained exposure can cause headaches, lethargy, and nausea. Some copiers also come equipped with an ozone filter, which limits these emissions and reduces the safety risk considerably. If you have employees working close to a busy office copier, these filters are a must.
A Trusted Partner
With so many features to consider, where should you start? The best place is to speak to the experts. Buckmaster Office Solutions who have over six decades of experience in the office copier business in the Sacramento area, and thousands of happy clients.
We stock a broad range of office copiers to suit every need and budget, and our knowledgeable staff are standing by to discuss your requirements. Contact us today for a free quote.