Copiers and printers are basically the same things, right? They both give you a hard copy of documents or images, and they are both found in offices, businesses, and schools.

If you don’t look too deep, this statement is true. However, they are very different machines that perform other functions and can benefit the work environment differently. So how do you choose which is right for you? There are many things to consider. How are the two machines different? Which choice would best benefit your needs and budget? This article will help you decide.

Copiers and Printers Are Actually Very Different Devices. Here’s Why.

When thinking of an office, whether you saw it in a movie or actually worked in one, certain things should come to mind: desks, ever-ringing telephones, computers, and usually a copy machine. Where there are computers, there are typically printers too. So what’s the difference, and why are they both there?

Starting with the obvious, copiers do just what the name implies. They take a hard copy of a document or image and create a duplicate. Meanwhile, a printer takes a digital image or document and prints it. Their functions in offices are also different — copiers are used to mass-produce documents and pictures.

Many copiers can also come with special functions like stapling, hole punching, and even the ability to send faxes. Printers are more versatile in that they can be connected to computers and devices so that people can print from anywhere in the office. They are also capable of making large amounts of copies. In terms of money, printers can be the more expensive option depending on the number of pages printed.

The ways the actual machines work are different too. A copy machine works a lot like a camera. The document is scanned, an exposure is made, and then developed and imposed on paper. Toner is used as a means of printing and does need to be replaced as required for continuous printing.

Since copy machines need very little maintenance and only toner to print, they´re more cost-effective when looking to print on a mass scale. Some printers also use toner, but there are way more options available. The most popular type you’re probably familiar with is inkjet printers. They use liquid ink cartridges and can print in both black and white and color. There are solid-ink printers, which make prints using heat, and even printers that use thermal paper, which is heat-sensitive. It heats the paper where the image or words are supposed to be printed.

How Copiers Specifically Will Benefit Your Business

With technology today, you would be hard-pressed to find a copier that only copies. Most copiers are what are considered multifunction devices, or MFD for short. This means they are designed to perform multiple functions, streamlining printing processes and making things run a little smoother overall. There are a lot of benefits to having a copier of this type for your business. They save space because they tend to be smaller than the classic copy machine.

There is a level of convenience offered since they are made to be compatible with most computer types and devices, meaning you can access the machine with your tablet and even phone. Newer MFDs come with software that encrypts data being sent to the device, keeping information safe from interception.

Other levels of security are customizable. They can be attached to a secure network where your staff won´t have to worry about sensitive information being accessed by strangers. Operating costs are typically lower for this type of device. They tend to use less ink or toner. Many come with energy star ratings, saving you money literally at the point it´s plugged into a power source.

What to Consider Before Your Next Purchase or Lease

When deciding to lease or purchase one of these devices, there is a lot to consider. It can quickly become overwhelming as you don’t want to make the wrong decision for such a significant investment. Start with the most straightforward question – what can you afford? Knowing your budget before any purchase is paramount as it can stop you from overshooting and falling in love with a device you can’t afford.

Looking at supplies and operating costs is also really important for the budget. Next, what does your device need to accomplish for you or your business? Does your enterprise need an MFP that can make copies and high-quality prints of images as well? Will you be printing thousands of pages or just a few for a handful of projects? Color or black and white? Is the machine compatible with the software already being used? Having a list of demands for the device you are thinking of purchasing means you make the most informed decision when finally putting money down.

When you find a device you like, the best thing is to compare reviews of the machine and the company that makes it. What kind of support do they offer? Is there a warranty, and what does it cover? Were people who purchased this copier happy with it? Why or why not? Taking the time to dig in deep will help ensure you’re not caught holding the bag if, for some reason, your purchase goes south.

Purchasing a copier for your business is a big deal. It’s a step toward growth, and it’s not a decision to be made lightly. Like most investments, you want it to last a long time, help your company run smoother, and hopefully make the workplace efficient and productive. Everyday technology is evolving and thereby improving the types of copiers available to suit all of your business needs.

Contact Copiers Etcetera today to discover more about how new copiers can benefit your Mill Creek business.