Digital imaging solutions such as copiers, printers, multifunction printers, and scanners keep a lot of companies running. You have to be able to print, process, and store documents to conduct business. The technology that makes it possible to do so efficiently is vital to operations, and that technology is always evolving. Keeping up with ever-changing technology can feel like running a marathon, but if you don’t, there is a price to pay.

The Downside of Outdated Office Technology Devices

You might say to yourself, who cares if our technology is old? You’re saving money by hanging onto older devices and squeezing a few more years out of them. Plus, your staff already knows how to use what you already have and you’re getting by with them. Those are common thoughts, but they overlook just how much outdated digital imaging solutions can harm a business. These downsides should be more than enough to make anyone consider a technology upgrade.

Inefficiency – Older devices are slower, less efficient, and have fewer functions than newer solutions. That’s just how technology goes. As such, older systems will eat up time from your employees forced to repair a down device, wait for it to be serviced, or engage in tedious manual tasks that could otherwise be automated. Imagine relying on a shared copier/all-in-one printer. As this device ages, it is going to become more unreliable and unsuited to meet your needs. It is going to require maintenance more often and is going to lack the latest, greatest timesaving features to be found on modern, state-of-the-art devices. Downtime resulting from mechanical issues and technology that can’t optimize your business processes are big sources of inefficiency.

Costs – Outdated digital imaging solutions can cost you money in a number of ways, from service and repairs to downtime bringing your workflows to a standstill. On top of that, maintaining old devices is simply more expensive than newer technology. It’s estimated that it costs twice as much to fix a device that is four or more years old as compared to a newer machine. Parts for older devices can be harder to find, and software systems often require unique solutions, which means hiring programmers or paying a premium to developers just to keep your devices up and running.

Downtime – Downtime is one of the worst things when it comes to technology. When your digital imaging solutions go down, work grinds to a halt. If your device is down for a significant amount of time, you don’t just lose a few hours of productivity. You backlog work, and it can take days to catch up, causing chaos for everyone involved. The true cost of downtime is difficult to calculate, but one thing is certain: technology downtime is always expensive in business.

Security – Perhaps the most compelling reason to upgrade digital imaging solutions regularly is to stay ahead of security holes. No matter how well a system is built, people can eventually find exploits in it. Once that happens, avoiding security problems is an uphill battle. Equipment upgrades keep you up to date with the newest security measures, minimizing your risks of compromised data or other cybercrime.

Compliance – Speaking of security, some industries are faced with regulations that businesses must comply with when it comes to handling private data. There’s a good chance an outdated digital imaging solution is not compliant with the latest regulations, leading to violations that can lead to fines or even criminal penalties. These compliance issues can be eliminated by regularly updating your office technology devices.

How Do You Know If It’s Time to Upgrade Your Digital Imaging Solutions?

Ok, so now you know that outdated solutions are bad for business. Does that mean you are guilty of falling behind? Your digital imaging solution isn’t that old, right? Here are some checks you can do to see if it’s time for an upgrade.

Measure Downtime – You already know that older devices go down more often. If you’re seeing downtime on the rise, it’s a good sign that your digital imaging solutions are aging out of their reliability lifespan. How often are your workflows stalled due to a down device?

Look at Repair Costs – Remember how older devices cost more to maintain? As those costs start to rise, you can assume that it will likely only get worse, rather than better. Skyrocketing service costs are a sure sign your digital imaging solutions are becoming outdated. How much are you spending each year to service your device?

Before You Lease or Buy New Office Technology Devices…

Ultimately, you are going to have to upgrade your digital imaging solutions at some point. Before you jump into the deep end and replace them, take some time to learn how things have changed. When you do, you can compare the key indicators to make a good choice.

Like anything else, you will want to check prices as you do your shopping. While it’s important to have up-to-date technology, you don’t want to break your budget. You’ll also want to do your research and learn about the new functions available in devices today. You know the functions you already need, but new technology and features are developed all the time, and there might be some new functionalities available that would really help your business. You also have to compare quality. Are the brands you used to trust as good as they once were? It’s hard to say, but spending some time with reviews will help you determine an answer. Lastly, you need to compare security features on digital imaging solutions. These devices handle a lot of data, and it needs to be safeguarded to ensure its integrity. Going through security options requires close examination, but you can’t afford to compromise on this issue. Data security should be paramount to any business.

If this is starting to feel like a lot, thankfully there’s an easy way out. Contact the digital imaging solutions experts at Copiers Etcetera today. We’re here to discuss your needs and help identify a solution that is right for your business.