There’s no shortage of office copiers out there to choose from. The number of printers and copiers worldwide is set to reach 31.9 million pieces by 2028. So, the problem is not whether you can get one, but deciding which one is best for you and your business.

Thankfully, there are a number of factors and features that can help you to narrow down your choices and identify which office copier fits your requirements and budget best. This article provides some of the important factors to consider that will help you to make the right decision.

The Versatile Office Copier

The never-ending convergence of technologies means that more devices can perform more tasks than ever before. Just look at what your smartphone can do. Printers and copiers are much the same, meaning it’s not uncommon for an office copier to include a range of additional features beyond printing and copying. In fact, these days, it’s to be expected.

But different copiers come with different features. Some boast cutting edge features like wireless or app-based printing, while others offer traditional capabilities like faxing. The specs of these machines also come in a wide spectrum, catering to different specialist needs and price ranges.

A print supply expert can certainly help you in your search for the ideal machine, but it can’t hurt to know which functions and features are actually available. Let’s take a look at some of the major ones.

Color and Monochrome

Most office copiers use toner drums for high-speed printing. While high-resolution color prints are usually the domain of inkjet printers, modern toner technology is rapidly closing the gap between inkjets and other types of printers. But suffice it to say: color will always cost more.

Some copiers offer reliable monochrome printing only, while others include a wider range of color options. A copier’s color printing qualities will vary depending on the brand, model, and price of the machine. Don’t expect the cheapest copier to produce photo finish prints. But if you only need the occasional graph in color, then the quality on a lower-end machine will probably be sufficient for your needs.

Your choice of office copier should always depend first and foremost on the actual needs of your business. High quality prints look fantastic, but if all you’re producing are reports and spreadsheets, high quality color (and the specialized paper it needs) is probably an unnecessary expense. Consider the nature of your business and the type of printing you’ll be doing most frequently.

Security

Office copiers are machines that run operating systems, have hard drives full of potentially sensitive documents, and an IP address that can be easily compromised by hackers. In fact, network breaches often occur through a networked office copier or printer.

Make sure that the office copier you choose has some form of antivirus security. Some print suppliers also offer network monitoring and frequent updates of protective software as part of their Managed IT services.

The security features offered by different copiers can also vary greatly. Based on the size of your business and its exposure to internal and external security risks, you may want to consider:

  • Higher encryption levels and more robust protocols.
  • Some form of user authentication, such as apps, biometric data or password control.
  • Restricted access to print queue files. Pull printing, for example, requires user authentication at the machine before printing.
  • Regular audits by your IT staff or Managed IT service provider.
  • Cache and data clearing procedures. Some machines allow for several hard resets during the course of a machine’s life.

All these measures will keep both your network and data safe, but aren’t always necessary, feasible, or available. You’ll have to work out which set of security features best matches your usage and budget.

Print Speed

High speed printing is always a desirable feature in an office copier. Nobody ever wants a slow printer. But does your machine really need to spit out 100 pages a minute constantly?

Many people underestimate how fast more modest speeds can be. Lower-end copiers might only produce 30 pages a minute, but if you’re not producing phone-book sized reports, then you won’t really notice the difference.

Another aspect of printing speed to consider is the copier’s software. How long does it take to boot up and complete a warmup cycle? Is the installed RAM sufficient to handle the average print queue in your office? Bottlenecks can become a problem, so give these factors some thought too.

Image Quality

Not all scanners are created equal. Not every copier can reach 1200dpi per scan, nor does it necessarily need to. Depending on the material you’ll need to scan, you can save money by choosing an office copier with a less advanced scanner. 600dpi is considered more than enough for most scanning requirements.

Again, this is a case of weighing up your actual business needs against price.

Wired or Wireless

Printers need to be connected to other devices in order to print. Whether that connection is wired or wireless is largely a matter of preference. Obviously, you’ll pay extra for the convenience of a wireless copier that can serve laptops, smartphones and tablets, but the options are getting cheaper. And, you can always opt for a machine that can handle both.

Consider who’ll be accessing your office copier and how they’ll be connecting to it.

Parts and Supplies

A copier needs paper and toner to print. Does the paper need to be a certain thickness and size? What quality of toner, and in which colors, will be required? These are important considerations, no matter which copier you choose. That’s because investing in a machine, whether by leasing or buying, is only the beginning of the costs, and the consumables it uses can be costly.

If you don’t need (or don’t have budget for) the consumables required by a particular machine, then perhaps consider a more basic model. Ask your supplier about the printer’s price per page.

Another consideration is repairs. Replacement parts for certain machines may be difficult to source, or expensive. Because breakdowns are inevitable with an office workhorse like a copier, choose a brand you know won’t break the bank to fix or maintain.

The Right Office Copier and the Right Partner

It’s perfectly natural to be hesitant when deciding on an office copier. After all, it’s a big decision. So, the knowledge and understanding provided by an expert partner can make the decision that much easier to make. And if you’re in the St. Louis, Missouri, Columbia, Missouri, and Western Illinois areas, there is a supplier with the expertise gained from over 75 years in the business that you can call upon.

At Da-Com, we’ll help you make the best decision possible for your business, and provide all the support and service you need. We’d love to put our knowledge at your service. Contact us today.