Even in the era of digital documentation and filing, paper is still king. As a business owner or manager, you can’t avoid the simplicity and clarity of words printed on paper. You may also need to keep some vital documentation, such as contracts, licenses, and permits, in physical form for safekeeping. That’s why owning a business copier is a must for nearly every company.
After all, it’s difficult to imagine an office that doesn’t have a printer or copier somewhere in the hallway. But how do you pick the best device? Read on to find out.
What Makes a Business Copier?
We’ll need to get a bit of admin out of the way. Copiers no longer exist. At least not in the form that you might be used to.
The original copiers, more aptly named photocopiers, used an analog copying method called xerography, which involved a relatively convoluted process using charged drums and light passing over the paper to detect text. One of the major disadvantages of photocopying was that the output could never be changed from the input. While photocopiers were eventually relatively quick, you couldn’t modify the page size or scan the document from the device.
That’s why modern devices seldom use analog photocopying. Instead, a business copier is usually a digital amalgam of a scanner and a printer. When you press the “copy” button, the device scans the document in the scanner tray, stores a digital record in its internal memory, and then prints it out.
In truth, there’s little difference between a copier and a multi-functional printer (MFP) these days. What many people refer to as a “copier” is typically an MFP that they use for copying rather than a standalone photocopier.
That’s why it can be difficult to find a device that will work well for your specific business copier needs. Since they can all perform many functions, it can be a hassle to determine which one meets your special needs.
What to Look For in a Business Copier?
When trying to order a new office device, the first thing you’ll need is to properly determine how much printing, scanning, or copying you need to perform on a regular basis. After that, determine how exactly your documents need to look to be filed or distributed. That will direct you to what specifications or features to prioritize.
Black-and-White vs. Color
This one is fairly straightforward at first glance. A monochrome (black-and-white) business copier can only produce documents in black and white (and various shades of grey once the toner starts to run out). However, that limitation only applies to actual printing. A digital scanner can typically create a digital copy in full color.
Typically, the main advantages of going monochrome are that the printer is faster and more reliable since it only needs one type of toner to function.
Ink vs. Laser Printing
For text documents, there’s very little difference between inkjet and laser printers. However, if you want to copy images or posters, the results can vary wildly. In general, an inkjet printer produces more saturated colors since the printer paper absorbs ink better. A laser printer, on the other hand, is usually faster and creates slightly better color contrast since toner particles don’t “bleed” out.
When choosing between these features, it’s often better to look at the type of consumables the business copier uses. Inkjet printers can use cartridges (which are generally expensive but easy to replace), or ink tanks (which are refillable via ink bottles but can be easy to spill and hard to troubleshoot). Laser copiers use toner cartridges, which are bulky but straightforward to install. Still, you should check how many pages a single toner or cartridge is rated for and calculate the running costs of printing.
Image Quality
Both the scanner and the printer side of a business copier are bound by the same image quality parameter: dots per inch or DPI. The higher the number, the better image quality you get, especially if you’re working with color printing. On the flip side, both scanning and printing take exponentially longer to complete on higher DPI settings.
If your budget allows it, go for a device with a higher image quality, then reduce the necessary resolution when you need quicker copying.
Speed
Speed comes in many forms for modern business copiers, which is why advertisements have the ever-present term “up to” when discussing how many pages per minute (PPM) you can get out of your printer. This statistic can vary greatly between monochrome and color printing, single or duplex printing, and printing vs. scanning.
Additionally, the scanning time can also vary depending on the desired DPI, and the device itself typically needs between five and 45 seconds to “heat up” before it can achieve its rated PPM numbers.
Connection Options
Gone are the days of USB cables that allow a printer to be connected to a single PC at a time. A modern business copier will typically have a Wi-Fi connection, allowing it to work over your company’s LAN and be detected by any device (PC or mobile) in the office. Some devices also have additional features such as mail addressing and dedicated mobile apps, which can sometimes allow you to print out a document without being in the same building.
Finishing Options
Let’s say that your paper filing system uses standard three-ring file folders and that all the pages need to have holes to fit inside them. Wouldn’t it be easier to have the printer automatically make holes in the pages you print? Luckily, that’s exactly what some more advanced devices can do.
Here are some other options that are worth considering:
- Collation
- Sorting
- Stapling
- Folding into booklet form
Device and Page Size
Typically, a multi-function or all-in-one printer is made to sit on a desktop. This allows it to be readily available and not require too much space to use. However, it comes at the cost of reduced processing speeds. A business copier is often a larger standalone device that might even have wheels. Take into account the size and layout of the office to determine how a large copier fits into the picture.
Furthermore, it might be worthwhile to check the maximum page size that the printer can output. For most, this is limited to A4 and similar sizes, but some companies might need A3 printing, which requires special considerations.
Purchasing Options
There are three main ways to obtain a business copier:
- Buying: This is the best option for lower-cost devices. You buy the copier and can do whatever you want with it.
- Leasing: This option involves a contract with a provider, usually for a period of a few years at a time. Throughout that period, the provider may or may not be liable for maintenance. After the contract runs out, you can typically purchase the printer outright for a relatively small fee or upgrade to a newer model.
- Renting: For a smaller monthly fee, you get access to a relatively modern device, and the renting provider usually covers maintenance and occasional upgrades. However, you never truly own the device.
Upgrade Your Business Processes With a New Copier
Even if you mainly deal with digitized documents, a modern business copier can be a godsend to speed up how much paper you can process at a time. However, you might not have the means to afford an industrial-sized device or can’t accurately determine what printing options best suit the printing tasks you need to perform. Docutrend is here to help you out on both counts. Our experience and expertise in cooperating with businesses large and small allow us to accurately gauge your needs and recommend a device that will slot perfectly into your company.
If your company is based in New York, Totowa, Cherry Hill, Edison, or Ft. Washington, contact Docutrend today to get started with premium print and document management services.