Let’s face it: it’s practically impossible to imagine a large business without an office copier standing somewhere in the hallway. But how often is that a reality? Office copiers have evolved from their single-purpose origins to encompass a much wider array of features. That directly affects your company’s decision to purchase a device that will work just according to your exact needs. Here’s what you need to know.
What Exactly Is an Office Copier?
First, let’s get a bit of admin out of the way: there’s no such thing as an office copier anymore.
When photocopiers were first invented, they had a single function: take a piece of paper and make a bunch of copies of it. The process was streamlined over the years to be faster, more efficient, and provide users with a few neat bells and whistles, but the analog nature of photocopiers meant they could only do that. Without a physical paper in the intake, they were unusable for anything else.
Digitization and technological advancements changed photocopiers into the devices we know today: printer/copiers or multi-functional copiers (usually known as multi-function printers or MFPs). Modern devices can copy papers or entire stacks of documents, sure, but they can also scan a document as a digital copy or print one from its digital form. Some MFPs even double as fax machines (yet another device that’s pretty much obsolete).
So, when someone refers to something as an “office copier,” it’s probably a printer/copier or an MFP that they use as a copier rather than a standalone device.
Features to Look For in an Office Copier
Now that you know that searching for an office copier is the same as buying a new MFP or printer/copier, let’s delve into what you actually need to be looking for: features.
While MFPs come in various shapes and sizes, some are better at actually being copiers than others. That means you’ll need to check what exactly you need a copier for before committing to what is often a hefty purchase.
Monochrome vs. Color Output
A monochrome office copier only outputs documents in black and white. The extent of the limitation can vary depending on the model, however. Some multi-function printers might be able to scan a document into a colored digital version. In all cases, the actual printing is limited to using only black. A major benefit of choosing a monochrome copier is that they are significantly faster (and often cheaper) than their color counterparts. Additionally, with only one type of toner or cartridge to carry, they can be easier to troubleshoot and repair in case of errors.
Image Quality
A digital copier is limited by the quality of its scanner, even when it’s used as a pure photocopier. This is typically not that important for text-only copying, but image quality can significantly degrade if your scanner doesn’t have a high DPI (dots-per-inch) setting.
Bear in mind that a scanner with high DPI can also be customized to sacrifice some of that quality for speed, which makes it much more versatile. Of course, this comes at the cost of the device having a higher price tag.
Speed
If you need an office copier to do just that—copy a single sheet or document into hundreds of duplicates—then printing speed should be among your top priorities. This is measured in pages-per-minute (PPM), which is exactly what the name suggests. Note that multi-function devices have different PPMs for separate printing jobs and options, so look into in-depth specifications for the exact type of task (black-and-white copying, for example) you expect to use most often.
Another consideration for speed is the warmup or prep time for each task. This can be vital if you need to rapidly switch between tasks.
Running Costs
While historical photocopiers used a process called xerography for copying pages, modern devices divide the process into digital copying and digital printing. That means that new copiers typically print via inkjet or lasers.
Both options have their pros and cons, but some of the biggest differences lie in how quickly they go through cartridges, toners, or ink. These can be costly consumables, so calculate how many documents your company actually needs per month and how that translates into ordering supplies.
Finishing Options
If a bulk of your office’s documentation is in the same format for easier filing, you can probably find an office copier with finishing options that emulate that format. Here are some finishing options that could save a lot of time:
- Collation
- Paper-sorting
- Stapling
- Folding (for booklet formats)
- Hole punching (for files)
Size Consideration and Scaling
One of the more common differences between a multi-function or all-in-one printer and a multi-function copier is the size. A printer is typically small enough to sit on a desk, while a copier is a standalone device that may or may not have wheels.
As a result, consider how large of an office you have and your actual documentation needs. If you get a desktop printer, you can typically do a lot of the tasks that an office copier can do, just slower or on a smaller scale.
Connectivity Options
Most modern office copiers (and printers) can connect to your office Wi-Fi and immediately start working off its LAN network. However, there are some that have additional options, such as emailing, faxing, or mobile-ready designs. These can be nifty if you want to send a printing task remotely to your office and have the papers waiting for you by the time you arrive. They also make device hopping less frequent, allowing employees to print on the go.
Purchase Options
A large office copier can cost thousands or even tens of thousands of dollars, making it a significant investment for a smaller business. Depending on what you need from your device, you’ll likely have at least two out of the three following options available to you:
- Buying: As simple as it gets. You buy the device; you own the device.
- Leasing: This is a contract that typically lasts for a few years. You get the device and pay it off in installments. Some leasing options also mean that the provider is responsible for maintenance. At the end of the term, you can buy the device or upgrade it.
- Renting: You rent a device from a service provider. The provider is responsible for maintenance and dedicated support, and you might get offered frequent upgrades, but you’ll never own the device.
Get the Best Devices With JD Young
If all this talk about how an office copier isn’t really a photocopier is confusing, don’t worry. You don’t have to go through this alone. JD Young is a certified office equipment dealer that can help you narrow your options and get exactly the device you need to streamline your document needs.
We work with Tulsa businesses to get them the best modern IT and print services, with a whole host of benefits including dedicated support and training. So, if you want to make your business processes smoother, contact JD Young today.