Even though more and more businesses are going online, any company with a physical office needs to have a copy machine. This standard office equipment makes your life at work much easier. Office copy machines have come a long way since outdated, bulky analog copy machines came out. The most advanced copiers offer many useful features that can increase your productivity.

In this article, we’ll talk about why your office would benefit from a copier. We’ll also explain different types of copiers so you can choose the best one for your office.

Why Your Office Needs a Copy Machine

No matter the size of the business, every office needs to be equipped with a copy machine. Even though most documents are digital nowadays, you still might need to print and copy contracts, invoices, agreements, and other important paperwork. This especially applies to businesses— like law firms, insurance businesses and sales companies — where employees would need to use the copy machine several times a day for their various types of documents.

A copier helps you stay ahead of your tasks, knowing all your necessary documents are printed and organized. What’s more, if you buy a modern copier with useful features, you’ll be able to increase your productivity. For example, some scanners allow you to email the scanned file directly from the machine. The same goes for faxing documents. Modern machines that combine copiers and printers can be connected to the office Wi-Fi, so you can use it without getting up from your desk.

Understanding Different Types of Copiers

The good news is that there is a vast selection of copiers on the market today. The trick is to find a copier that can meet all the needs of your company and office. Take a look at all the different types of copy machines to figure out which one is the best fit for your office.

Digital vs. Analog Copiers

Most copiers you’ll see today are digital copiers. Their predecessors are outdated analog copy machines, which work by combining electricity, toner, and fluorescent light. On the other hand, digital copiers scan the paper with a laser. Not only do digital copiers offer faster operation, but they also produce high-quality results. In addition, they come with lots of useful features that can help you copy documents faster.

Black and White vs. Color Copiers

Whether a copy machine can produce color copies or not depends on the toner. If a copier only has black toner, it will make copies of colored documents but print it in shades of gray. Color copiers can produce black and white copies, and those in color as well. You might be okay with a black and white copy machine if you only plan to copy and print contracts with no colors or photos.

Desktop Copiers

Desktop copiers are compact, and they can usually scan A4 papers or smaller paper sizes. They’re a great solution for small offices that don’t need a large printer.  Since they’re smaller than regular printers, they can sit on your laptop’s desk. However, if you plan to scan or print A3 papers, this type of copier might not be the best fit.

Network Copiers

Network copiers are extremely useful because they offer remote printing. Once connected to the company’s Wi-Fi, you’ll be able to scan documents, fax them, and print them from the comfort of your desk. This type of copier also allows other employees to send scanned documents to each other.

Multifunction Copiers

Multifunction copiers are the most popular types of copiers because they offer all the functionalities of a scanner, copier, and printer. If you buy a newer model, you’ll probably be able to connect your multifunction copier to the internet and share the scanned documents.

Benefits of Multifunction Copiers

A multifunction copier, sometimes called a multifunction printer (MFP), replaces the need for multiple printers and copiers in the office. That’s because a multifunction printer combines a printer, photocopy machine, scanner, and fax machine.

There are many ways multifunction copiers can support business growth. Instead of installing a scanner, printer, and copier, which might have limited functionalities, why not choose this all-in-one solution that can save you time and space?

Since it’s only one machine in question, it requires less maintenance and reduces operating costs . Although, if you invest in a high-quality multifunction copier, you won’t have to worry about the machine breaking down anytime soon. When it comes to ongoing expenses, you’ll only need to buy paper, toner, and ink for one machine, as opposed to three separate ones.

Another handy feature is the ability to scan a document and immediately email or fax it to someone. Not only is this feature extremely convenient, but it also saves you time by reducing many steps in the communication process.

If you’re thinking about getting a multifunctional copier, or any other copy machine for your business, you need to find reliable printer technicians.

What to Look For in an Office Copier

The copy machine you get for your office should have all the necessary copying features, including document-finishing capabilities, document-editing modes, storage functions, network features, and software tools. A good copy machine should be able to produce a copy that’s almost impossible to differentiate from the original.

If you buy a modern multifunction copier, you’ll be able to connect it to your phone. This will allow you to send documents for printing, and, vice versa, send scanned documents directly to your phone. Speaking of advanced features, you’ll want a copier with an integrated Wi-Fi or Bluetooth card for a faster connection.

Find the Best Copier for Your Business

It doesn’t matter which sector your company belongs in. Every office should be equipped with a copier. We recommend upgrading your office and installing a high-quality multifunction copier. You’ll be able to use one machine for copying, scanning, and printing.

If you’re looking for a high-quality copier in Mill Creek, you can find a vast selection of copiers at Copiers Etcetera Inc.