It’s no secret that efficiency and productivity are two of the most important components of business success. That’s why it makes sense to invest in a machine that can keep you on top of all those tedious tasks. One of these devices is a business copier, which is so much more than just copying or printing documents. You can scan, fax, and even access the cloud with modern business copier models.

But how do they work, and what features should you look out for when selecting one for your office? Let’s delve deep into the world of business copiers and explore what they can do.

The Evolution of Business Copiers

Once upon a time, business copiers were large analog devices. It’s been quite a journey to get from then to now, where you can find the sleek digital, interconnected machines. Let’s take a closer look at this evolution – it truly illustrates how quickly technology has advanced recently.

From Analog to Digital

The journey of copiers began in the 1950s when the original commercial copier was brought to market. In their initial form, these machines used an analog process known as xerography (or dry copying) to make copies. The first copiers significantly elevated productivity for their time. But as demands grew, these devices started to feel a bit sluggish. Most of them were also rather bulky, at least by modern standards. As time progressed, new developments transformed these cumbersome (and quite expensive) devices into smaller, agile machines with advanced capabilities.

Multifunctional Capabilities

Today’s business copiers are pretty different from the machines of only decades ago. Nowadays, they are known as multifunction printers (MFPs) and offer several additional services. They can copy, print, scan, and fax without taking up too much room. If your business needs something even more advanced, newer models include cutting-edge features like optical character recognition (OCR) that turn your scanned documents into easy-to-edit text compatible with screen readers and text-to-speech software.

Many models also include advanced cloud connectivity, which increases their security and simplifies how workers can use them. Advances in security are paramount for all users, as the more advanced these devices get, there is more room for unfortunate exploits.

Benefits of Using a Business Copier

A business copier may look plain, but it can do much more than simply make copies. It can cut costs, save time, and improve security, productivity, and organization.

Improved Efficiency

Having a business copier in the office is sure to save time and boost productivity. Without one, whenever you’d need to copy something (which, despite digitization, is still common in business), you’d need to take a trip to a print shop. With a business copier, employees can make copies, scan documents, or send faxes without stepping out of the office. This way, they save precious time that could be used for something else.

Cost Savings

Investing in a high-quality business copier can pay off in the long run, even if the model is on the pricier side. Why outsource copying and printing when you can do it yourself? Not to mention, modern copiers are more energy efficient, so you’ll be cutting back on electricity costs too. They also replace multiple machines. Additionally, a medium-sized office probably won’t need more than one high-speed copier, toning down your equipment costs.


Companies should prioritize the security of their information, especially when that information is confidential. Business copiers come with various features to keep data safe, such as user authentication, encryption, and secure printing. These measures stop unauthorized people from accessing sensitive documents.

Beyond the security of the device itself, having a copier that can do its job quickly and reliably means you can soon have as many copies as you need. This way, copies of important documents can be easily stored, and you don’t need to worry about losing them.

Selecting the Right Machine

Many business copier options are at your disposal, so think through your office needs before deciding. That way, you’ll end up with a copier that will serve your business well in the long run. Here’s what to keep in mind when selecting the perfect business copier for your space.

Think About Your Office

Before investing, take a look at your office’s needs — How much copying do you do? What types of documents are you handling? And don’t forget any extra features that might come in handy. Doing your homework will guarantee you get the right machine for the job.

You don’t want to get a copier that’s not powerful enough for your needs, as it would lead to a stressed machine and tanked productivity. However, you may not want something too powerful, either, as you might be overpaying for features and capabilities you don’t really need.


You might consider connecting your copier to the cloud if the need surfaces. That way, employees – even if they’re not in the office – can quickly and easily print or scan documents saved to the cloud. It’s a great way to stay connected during remote work.

Total Cost of Ownership

Don’t make the mistake of only looking at the price tag. Some machines may be cheaper upfront, but that doesn’t tell the whole story. You’ve got other expenses to consider, like maintenance and consumables such as toner and paper. Those can add up over time and make what seemed like a good deal turn into a money pit. So, do yourself a favor, and take the time to think about the total cost of ownership before settling.

Smooth Copying

Having the right copier can improve productivity and reduce costs. To ensure you get the best copier, evaluate what you need it for, look at the different connections, and think about the total cost of ownership before purchase.

Kelly Office Solutions is there for you if you’re in the Winston-Salem, Charlotte, or Greensboro areas and looking for the perfect business copier to fit your office. They can help you find a copier that matches your requirements and budget. Contact Kelly Office Solutions to learn more about their products and services. Visit the Kelly Office Solutions website, check the blog for more information, or reach out through the contact.