If a company is a vehicle delivering products and services to customers worldwide, technology is the engine. From stable high-speed internet to more mundane office equipment, modern tech makes commerce possible in today’s markets. Business processes, employee workflows, and a company’s overall success hinge on having reliable, quality equipment with the right features.
Office copiers are a workhorse in the workplace. The modern copier is a multifunction device that handles the jobs of many lesser machines. It can simplify workflows, save space and electricity, and give your company powerful tools for deterring cybercrime. Let’s take a closer look at what these devices can do for your business.
How an Office Copier Benefits Modern Companies
Copiers have a smaller footprint than the myriad single-use devices they replace. This is particularly true in large companies where there may be individual desktop printers and scanners at every workstation.
Lower Operating Costs
You’ll pay more at first for a feature-rich office copier than a flimsy, single-function scanner. However, these ruggedly built devices can last for years. You’ll only need to power one device and have one device repaired. This adds up to significant savings in the monthly budget.
These machines are a one-stop-shop for multiple functions. You can scan in a document, create high-quality copies, and fax that copy to a client with just a few button presses. This reduces the time employees have to spend walking critical papers around the building.
Convenient to Use
Office copiers may have quite a few features built-in, but these modern machines have also undergone generations of user-friendly redesigns. Despite having so much integrated functionality, they’re relatively simple to operate. Best of all, employees will only need to learn how to use and troubleshoot one machine instead of multiple different devices.
Digital security is a big concern for companies, and office copiers keep up with the times. They offer various tools for keeping data under control and in the right hands. These include encryption, authorization codes, and transparency on which files have been sent to the device and when.
Features & Functions to Expect From Your Office Copier
One of the most important decisions you’ll need to make before investing in an office copier is what you need from it. The functions you’re looking for will give you an idea of the budget, as well as narrowing down the copier size and possible brands.
Most copiers allow you to print, scan, fax, and copy documents. If you’re looking for just a basic model, make sure these functions meet your business’s requirements. Will you need to create high-quality color prints, or can basic black and white do the job? What size of scanned images are you looking for? When you’re matching a copier to your budget, don’t forget to factor in the expenses for ink, toner, etc.
Many copiers offer more than just the basics, extra features that may be must-haves in the 2020s. These include:
- Document sorting. This feature sorts your copies into their original order. Some can also auto-staple pages together.
- Paper feeding. An automatic mechanism can neatly feed a pile of documents into the copier, letting employees go back to work while the machine handles this task.
- Two-sided printing. This feature, also known as auto-duplexing, lets you save on expenses and reduce environmental impact by printing on both sides of the page.
- Apps and connectivity. Will you want to access your copier remotely and send files over an internet connection? Look for models that can be linked to your office network or ones that have Wi-Fi capability and a copier app.
- Security. If you have a digital instead of an analog copier, you’ll want a device with digital security measures to keep hackers from accessing your data.
What to Know Before you Buy a Copier
Now that you’ve worked out which features your company needs from its office copier, it’s time to narrow down your choices. A big one is your budget. You can claim the device and print material costs on your taxes, but you’ll still need enough money for the initial expenses. Don’t forget to factor in:
- Unit cost
- Print cartridge, toner, and paper costs
- Optional subscription service for resupplies
- Maintenance expenses
- IT costs to integrate the copier into your network
Next, decide what volume you need this copier to handle. For instance, some machines offer print speeds of 60+. You may be able to save space and budget with a smaller unit if you don’t work with a lot of paper daily. On the other hand, a bustling office or one that depends on print materials may need a sizeable heavy-duty model. This will increase the cost, but it’s necessary to have a copier to keep up with demand..
Finally, consider the reviews once you’ve narrowed down your list of copiers. What are the most common problems people have had with this model? What do people from your industry think of this device? Has anyone mentioned whether they would upgrade to the next version when their current model is eventually outmoded?
You’ll also want to look closely at how any complaints are handled. Did the manufacturer or seller respond? Was the buyer satisfied with how problems were resolved? This can give you a good idea of how much support to expect if you have issues with this machine.
Support Your Business’s Growth with an Office Copier
Office copiers do a lot more than just create duplicates of pages. These multifunction devices can create, scan, fax, and otherwise manage various printed materials. Feature-rich devices like copiers are investments that pay for themselves over their working lifetimes.
Is your Winston-Salem, Charlotte, or Greensboro business looking for its next office copier? Contact Kelly Office Solutions today. One of our copier experts will be happy to discuss your options with you.