Having a high-quality and reliable copier is essential for any business or office. In today’s fast-paced work environment, a copier is a central piece of equipment that your team will frequently use. Fortunately, there are many options available on the market. Before you make your choice, however, you need to consider the speed of the copier, size, and price. In this article, we’ll guide you through the process of choosing the right copier, helping you make an informed decision to suit your business needs while staying within a reasonable budget.

What Are the Types of Copiers?

The type of copier for your office should be your first consideration. Most copiers are multifunctional printers as they cover a wide range of tasks, not just copying. Don’t let that confuse you when choosing a copier for your office.

Here are the main types of copiers:

  • Monochrome Multifunction Printers. These copiers print in black and white only. They’re a cost-effective solution for businesses that don’t require any color prints. They come with additional features for more tasks, such as faxing, copying, and scanning. Overall, they’re a versatile tool for small businesses.
  • Color Multifunctional Printers. While similar to monochrome multifunctional printers in many respects, these copiers differ in their ability to copy and print in color. This makes them a great choice for any business that requires high-quality color prints. Some business examples would be design, media, and marketing firms. They tend to be a bit pricier than monochrome printers due to their superior capabilities.
  • Production Printers. The production printer is perfect for businesses that need high-volume printing. Many firms use them for commercial printing operations, such as publishing houses and print shops. They tend to have a variety of features and can print on many different paper sizes. The print speeds often surpass other copier types and can generally handle more complex print operations. Production printers are more expensive than other models but are a must for businesses that require large-scale printing capabilities.

Once you choose the right type of copier for your business, you can move on to thinking about the requirements and features a copier needs to have based on your office environment and team.

What Copier Features Should I Look For?

There are many kinds of copiers on the market, and rarely will you find a one-size-fits-all solution. That’s why it’s important to ask yourself specific questions about the features your copier needs to have to fit your business needs.

Consider the features below when selecting a copier.

Speed

If you work in a fast-paced environment, try to find a copier that has high “PPM” (pages per minute) capabilities. Average businesses will use copiers with 45-50 PPM. If your business needs high-volume copies, you should look for a PPM of over 50.

Dots per Inch (DPI)

DPI is the resolution that measures the graphic capabilities of your prints. If you work in a business that needs color copies and prints, search for a 2400 x 2400 DPI. This will ensure that the high-quality graphics are crisp and clear. You’ll definitely want to consider copiers with higher DPIs if you have designers and photographers on your team.

Toner, Maintenance Cost, and Consumables

When choosing a copier, look at the maintenance costs and consumables, such as the toner. This is also connected to long-term price considerations. A copier may be cheaper upfront, but if it requires an expensive toner to operate, the long-term cost quickly adds up to much more. You should also factor in other consumables, such as paper.

Memory

The more memory your copier has, the faster it can operate. This is yet another important factor if your business needs many copies on short notice. Copiers will use random access memory (RAM) and solid-state drive (SSD) to perform tasks faster. The ranges are generally between 256 MB to 2GB when it comes to RAM, and 1GB to 1 TB when it comes to SSD.

Paper Capacity

This is an important feature if your business works with varying document formats. Paper capacity doesn’t just refer to how much paper the copier can use but the paper format as well. While many businesses only use standard formats such as A3 or A4, other businesses may require a wider range.

Scanning

Scanning capacity is another important feature that can vary in importance from business to business. A scanner resolution of 600×600 pixels is standard for documents. If team members have to scan graphics though, a copier with 4800 and up will do the job. If your team members intend to scan frequently, then a document feeder is another important addition.

How Much Do They Cost?

When choosing the right copier for your business, you must factor in both the upfront and long-term costs. That includes replacing consumables such as ink cartridges and paper.

There are small and compact copiers out there, and the minimum price could be approximately $700. However, these copiers tend to be designed for personal use rather than a team in an office. The most expensive copiers can cost up to almost $20,000. That’s a pretty big range, so it’s important to accurately estimate your printing output.

Buying a copier isn’t your only option. Many smaller businesses choose to lease or rent a copier that can fulfill all their printing and copying needs. It’s also cheaper when it comes to upfront costs. However, you can end up paying more in the long run when factoring in all expenses in this case.

The Best Imaging Solutions

If you get the right copier for your office space, your business operations will run much more smoothly. Ultimately, your business needs a copier that can handle all operational demands, including scanning and printing, while optimizing efficiency and productivity at the same time. Copiers Etcetera Inc. offers high-quality imaging systems suitable for any office environment in the Mill Creek area. With state-of-the-art multifunctional digital imaging solutions, you can contact us for the best copiers and other document and data processing equipment.