Even in an increasingly paperless world, devices like multifunction printers and copiers still have essential roles in the modern office environment. And like many other small-to-midsize businesses, you want to get the most out of your equipment. However, knowing when to let go of outdated and inefficient devices is just as important. Using outdated technology comes with many risks, which makes investing in modern digital imaging solutions a smart choice for any business. The following looks at the pitfalls of sticking with outdated equipment and how digital imaging solutions can transform your business.

Outdated Digital Imaging Solutions Put Your Business at Risk

When was the last time you replaced your multifunction printer, scanner, or copier? Everything has a finite lifespan, especially when it comes to office equipment. Nevertheless, it’s common for businesses to hold on to and use those devices until the bitter end. Given the robustness of modern office equipment, the end for a typical multifunction printer could come five years from now or even ten years for a well-kept high-end model.

The pitfalls of using outdated digital imaging solutions can be clearly seen below:

• The older your office equipment gets, the more prone it becomes to crashes and other interruptions resulting in system downtime. In today’s business climate, a few hours of downtime could cost your company a good chunk of its revenue, not to mention customers lost to rivals and the time wasted on repairs and workarounds.
• Fixing old tech can prove a penny-wise yet pound-foolish move, especially when newer and ultimately cheaper alternatives are available. Yet, many businesses continue to maintain their outdated or obsolete office equipment to save money. The money saved by putting off equipment upgrades is inevitably eaten up by increased maintenance costs, emergency repairs, and unplanned downtime.
• Older laser printers, scanners, and copiers operate at slower speeds. Ordinary tasks take longer to finish, forcing employees to wait longer to finish up tasks. Workflows slow down to a crawl, and employees find themselves robbed of their productivity. A decrease in worker productivity can cause motivated employees to seek more rewarding employment elsewhere.
• Outdated technology is insecure technology. With over a million new malware threats unleashed each day, it pays to have excellent security against these and a multitude of other known and unknown cybersecurity threats. Many older devices are outside of their warranties or have otherwise reached end-of-support, meaning they no longer receive critical security updates and patches.
• Outdated digital imaging solutions also carry compliance risks, especially for businesses where strict adherence to HIPAA and other important regulations is critical. Being out of compliance due to outdated systems could result in fines and other penalties.

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

All good things eventually come to an end, including your time spent with your current office equipment. Keeping up with the latest technologies requires knowing when the time is right to upgrade your digital imaging solutions. As your devices near the end of their useful service life, you’ll see several signs it’s time to make the switch:

Too much equipment downtime.

Breakdowns happen, but they can take a toll on productivity and your business’s bottom line if they occur frequently. Older equipment is more prone to sudden breakdowns that ultimately hamper your day-to-day operations.

Rising maintenance and repair bills.

Keeping older machines functional means spending more on maintenance and repairs. These costs can add up over the long run, making an upgrade to a more modern office solution financially attractive.

Cybersecurity breaches.

Protecting your firm’s sensitive and confidential data is always a top priority. Unfortunately, even a single outdated machine can pose a significant cybersecurity risk. If you’re dealing with a growing number of attacks resulting in data leaks or breaches, then it’s time to re-evaluate your office equipment fleet.

Rising energy usage and higher utility bills.

As devices age, their power consumption needs can quickly outpace your organization’s power budget. For businesses that handle most, if not all, of their document management in-house, the result is a sharp increase in monthly utility costs. Older devices are also governed by old and obsolete energy standards, making their carbon footprint more noticeable.

Your business outpaces its existing technology.

As your business takes off, it’s easy to outgrow the equipment you started with. When your printers, scanners, and other office devices can no longer keep up with your business needs, then it’s time to consider digital imaging solutions that can keep pace with your firm.

The Big Benefits of Modern Office Equipment

Even if your current office equipment works flawlessly, it’s hard to ignore the benefits that upgrading your office equipment offers:

Less Downtime

Modern digital imaging solutions are not only more reliable but they also offer innovative features to help keep your business moving. For example, notification alerts that recommend toner and paper replenishment for copiers before they run out.

Better Security

Today’s digital imaging solutions feature more options for improved security. Card readers and biometrics offer robust authentication along with a verifiable audit trail. Encryption options and built-in data destruction features help keep sensitive data secure and out of the wrong hands.

Lower Costs

With modern digital imaging solutions, you’ll spend less on your office equipment over the long run. The upfront costs of upgrading are amply offset by the savings on maintenance, upkeep, and cost-per-copy for copiers and multifunction printers.

Better Productivity

Teams can get more work done and are not be constrained by unexpected downtimes or workarounds for obsolete equipment. Newer devices also offer improved quality of life through quick menus, large touchscreens, and easy-to-use controls.

Improved Connectivity

As more users go mobile, connectivity matters. With modern digital imaging solutions come more connectivity options, whether it’s the ability to print from a tablet or smartphone or scan documents to email or an online repository.

Smaller Footprint

Today’s modern office devices aren’t the bulky machines of yesterday. Newer devices offer the same or greater functionality as their predecessors but with a smaller physical footprint. The resulting space savings can be beneficial for smaller offices.

If you’re ready to move forward with updated digital imaging solutions for your Mill Creek business, contact Copiers Etcetera today and one of our specialists will be happy to discuss your options.