Successful businesses have several things in common. One of those things is accurate and comprehensive physical documents, printed to a high standard and duplicated as necessary. With that in mind, firms must source the right business copiers to ensure they can meet these standards.

Whether you’re just starting your Mill Creek business or have a long-standing firm, these tips for choosing the right business copiers can help.

Decide if You Need Standalone Business Copiers or Multifunction Devices

There are so many types of business copiers and you need to figure out which one is the best for your business. Standalone copiers usually just do one thing – making copies of documents as often as needed. Even within the category of standalone copiers, there are multiple versions:

• Monochrome copiers, sometimes called mono copiers, produce copies in black and white only
• Color copiers
• Desktop copiers which are often compact and ideal for small offices
• Network copiers that connect to other devices
• Wireless copiers

A multifunction copier, sometimes called a multifunction printer or MFP, combines multiple tasks within a single appliance. These machines may offer copying, scanning, printing, and fax capabilities. While they’re usually more expensive than standalone appliances, businesses can save money because they only have to buy one device instead of three or four. However, if you already have excellent printing equipment, a standalone copier may be best for your budget.

Consider Your Cybersecurity Needs

As more devices become internet-capable, there’s an increasing requirement for cybersecurity that extends to connected devices like business copiers. If your copying or printing solutions are connected to your business network, it’s worth asking your copier provider how they’ll help you protect digital assets.

Statistics show that 70% of businesses still rely heavily on printing and copying services, but 61% have experienced data loss due to insecure printers or copiers. Investing in appropriate network security and ensuring all devices are protected is an essential aspect of effective document management.

Assess if Your Business Copiers Need to be Networked

On a similar note, it’s worth considering if you need network-capable devices. The alternative is a simple plug-and-play device that connects to a single computer. These may not be efficient for larger organizations, especially if you need to copy large volumes of documents. However, if you have a single administrator with minimal copying needs, a desktop copier with limited network capabilities could be the right option. Plus, these smaller copiers are usually budget-friendly. When you work with a trusted copier supplier, you can always discuss upgrading your business copiers if your needs grow or change.

Check That the Features Match Your Business Needs

One of the most important facets of buying or leasing business copiers is understanding the features of each one you research. Here are just a few features that could save you time and money.

Automatic Page Numbering

Some business copiers include settings that let you make small changes to your document. For example, you can set the copier to add page numbers or dates to copies. You may find this a useful way to speed up filing your documents once they’ve been copied.

Security Protocols for Print Releasing

If you invest in a multifunction device, there may be times when you need to print a sensitive document. Hitting print and then racing to the copier to ensure no one who isn’t authorized to do so sees the document is risky and inefficient. That’s why some copy/print machines offer a secure release system. The print job is held in a queue until the authorized user enters a code on the printer itself. Security additions like this are ideal for Mill Creek businesses handling sensitive client data, such as healthcare firms or financial institutions.

Auto Duplex Functionality

Many printers and copiers now offer auto duplexing — the ability to print on both sides of the paper without physically flipping the page in the machine. If you copy multiple documents daily, this is an incredible time saver. Plus, it cuts in half the amount of printer paper you have to purchase.

Partial Copying

Say you’ve got an invoice for dozens of services you’ve performed. But you only need to copy the total amount billed and the client’s personal information. Copying the whole document is a waste of toner and energy. Some business copiers include partial copying functionality. You can use software from the copier manufacturer to select the relevant part of the document and just copy that.

Enhanced Scanning Capabilities

If you choose a copier with scanning capabilities, you’ll probably have the ability to scan and save documents as PDFs. Some copiers go further, utilizing character recognition technology to transform images into words. This aids in document retrieval, as employees can search document storage systems for key phrases rather than just document names.

Understand the Energy Efficiency

Your business copiers may have an energy rating that indicates how much electricity they’ll consume compared to their output. Plenty of brands are now being transparent about energy use in the hope of attracting business buyers invested in improving their sustainability practices. There are also other ways to determine if your copier choice is energy efficient or not:

• If you plan to only print a few copies each month, a large, high-consumption machine is not an energy-efficient choice.
• Similarly, a small machine will struggle to handle the demands of high-volume copying and may use more energy than a copier designed for this purpose.
• Networked machines that don’t need to be connected are constantly draining energy to maintain that connection. Consider switching network features off if appropriate.

Also, remember to check user reviews and business guides to understand how these copiers perform in real-life situations. Leverage the expertise of local copying service providers who can offer a range of advice on makes, models, and the advantages of different types of copiers.

Copiers Etcetera works with businesses across the Mill Creek area, providing comprehensive printer and copier services and leases to help keep your company running efficiently. Contact us and let us set you up with the right business copiers at the best value.