The office copier has undergone a remarkable transformation over the past century. At first, it was a device with a singular focus: take a piece of paper and make a so-so copy of it. However, the copier has evolved into an essential component of the modern digital workplace. You’re unlikely to find a business without a multifunctional office copier sitting in an office or storage room. Even if it’s gathering dust, its mere presence gives a company that “officialness.”

And throughout those years, copiers went from simple devices to the frontmost aspect of document digitization, cloud computing, and digital transformations. So, how did we end up here, and why exactly should you be on the lookout for a new office copier? Let’s dig into it.

The History of the Office Copier

The modern form of the photocopier was invented by Chester Carlson in 1938 and patented in 1942. The so-called xerographic process laid the foundation for photocopying worldwide. But the initial copiers weren’t designed for widespread use, at least not yet. They required significant manual labor and resources. In 1959, Xerox introduced the first commercial copier, the Xerox 914, which would end up being a game-changer in business environments. It allowed users to produce quick, high-quality copies without the mess and inconvenience of carbon paper.

Through the 1970s and 1980s, copier technology improved significantly, with machines becoming faster, more reliable, and capable of handling higher volumes. The introduction of digital copiers in the 1990s marked a significant turning point. Not only did the process of xerography get replaced with a digital alternative, which was faster, but these devices converted documents into digital files. This allowed the files to be stored and distributed much easier. By the early 2000s, copiers had begun integrating with computer networks, offering users more advanced features such as email functionality and document management systems.

Copiers, Printers, and Multifunction Printers: Deciphering the Terminology

The terms “copier,” “printer,” and “multifunction printer” (MFP) are often used interchangeably, but they ideally should refer to distinct devices. Traditional copiers are standalone machines that only make paper copies. They had minimal to no connection to other devices. You simply put in papers, and you get physical copies. Printers, on the other hand, can only print documents from a digital version to paper.

Multifunction printers (MFPs) emerged as technology advanced, combining the capabilities of copiers and printers into a single machine. This came as a byproduct of replacing the analog photocopier with a digital one. Instead of directly printing the design on paper, a modern office copier creates a digital copy of the device in its internal memory and then prints it out.

Many modern MFPs not only print and copy but also scan, fax, and connect to digital workflows. While you might be able to find a standalone office printer here and there, and printers remain relatively common, MFPs have largely replaced all of these devices in most office environments due to their versatility and space-saving benefits. As such, online search engine optimization often bundles the three concepts together, sometimes with weird results.

So, when you’re looking at an office copier online, you will usually be directed to multifunction printers instead. However, in some industries that use large-format documents, a dedicated copier might still be available.

The Rise of Cloud-Integrated Copiers

With the increasing digitization of business operations, copiers have evolved into sophisticated networked devices, primarily due to the ability to independently connect to the internet and function without a “host device” like a computer. Remember when you plugged in your printer via cable? Those days are (mostly) gone. Cloud integration allows employees to scan and store documents directly onto platforms such as Google Drive, Microsoft OneDrive, and Dropbox. This functionality enhances collaboration, enabling teams to access and share files from anywhere, reducing the need for physical document storage.

Beyond storage, modern copiers can also be somewhat automated. For example, you can configure a device to route scanned documents to specific folders, send them via email, or even initiate approval processes. It can potentially minimize human errors, streamlining operations in industries that rely heavily on document processing, such as legal, healthcare, and finance.

Security Enhancements in Modern Copiers

Of course, there’s a price of progress, and that comes through increased network and cybersecurity vulnerability. Older copiers simply made copies of documents, but today’s devices store data, making them potential targets for cyber threats. With a copier becoming a part of a network, and one that often handles confidential data such as contracts, pay slips, and employee records, your business has one more device that can be hacked and abused. Luckily, manufacturers have implemented robust security measures, such as encrypted storage, user authentication, and automatic data wiping to counteract this.

For example, you can set up a PIN or biometric authentication for employees to use before printing sensitive documents. Some copiers also include audit trails, tracking who accessed certain files and when they did it. These advancements help businesses comply with data protection regulations like GDPR and HIPAA while ensuring that confidential information remains secure.

Sustainability and the Modern Copier

As environmental concerns grow, copiers have also evolved to support sustainability initiatives. Traditional copiers consumed significant amounts of paper and energy. Modern devices, however, feature eco-friendly designs that promote responsible usage.

Duplex printing is perhaps one of the most well-known such features. It allows users to print on both sides of the paper, reducing paper consumption by up to 50%. Energy-efficient modes lower power usage when devices are idle, and some models even use recycled materials in their manufacturing. Additionally, businesses are increasingly adopting paperless workflows, using copiers as tools to digitize documents rather than merely duplicating them. This not only saves resources but also reduces overall operating costs, and inventory requirements, and even improves how quickly you can find vital information.

The Future of the Office Copier

Copiers will continue to evolve, incorporating artificial intelligence (AI) and machine learning to further enhance productivity. AI-powered document recognition will allow machines to categorize and process documents automatically, minimizing manual input. One of the hallmark examples of this is optical character recognition, allowing a copier to save a file not as an image, but as an actual text document.

Moreover, with the continued rise of remote and hybrid work models, copiers have started to become integrated into mobile app ecosystems. Depending on the app, you can print and scan from a smartphone, ensuring that document management remains seamless regardless of location.

But all of these features are something that you have to actively search for among the cutting-edge copiers. And if you want to outfit your office with the best office copier that will suit your needs, you can use a reliable managed service provider like Da-Com. Our experienced staff will help you narrow your search by doing a deep dive into your printing and copying requirements. Then, you can buy, rent, or lease an office copier that will work flawlessly due to our round-the-clock support and quick maintenance.

So, if you want to get an office copier of the future in your St. Louis, Missouri, Columbia, Missouri, and western Illinois business, contact Da-Com today.