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Copier Purchasing Guide
What you should know before you buy
Introduction
A staple of the office for decades, the copier has
come a long way since Xerox introduced the first fully automated plain-paper
photocopier in 1959. Today's modern copiers have more in common with computers
than they do with the first Xerox 914. Today's modern copiers combine copying,
laser printing, scanning, faxing and more all in one networked device.
Choosing an office Copier
Before you talk to a copier dealer, ask yourself
these three questions to get a good grasp of what your needs are.
1. What do I need a copier
to do?
Digital copiers are most times referred to as multifunction
devices, because they can handle more than just copy. Almost all modern copiers
are capable of printing, faxing and scanning. Most copiers
have these features either as standard or as a add on option which means you
can decide what functionality you would like.
Having a multifunction device
that is connected to your internal network allows your staff to print, copy
and send documents to a verity of destinations like Fax, Email, Folder and more,
saving your business valuable time and money.
Because the machine is still
a copier, users can also make collated, stapled
and even folded sets of documents without having to leave their seats. Some
buyers have a perception that adding more features to a copier can reduce its
reliability, but that is not the case anymore. Digital
copiers have less moving parts than the older analog machines and with one
rip paper path and scan once print many technology the copier has become an
extremely reliable device.
You also need to decide whether you need a copier that supports color. Modern
color copiers have come down in price compared to
just a few years ago, a machine that would have cost $10,000.00 four years ago
would now sell for about $6,000.00 and you would have a better color copier
than its predecessor. The cost of a color copy will always be based higher than
black and white but some manufactures have been able to lower the cost of making
color copies by using higher yield toners and drums. Hybrid
color copiers are great for businesses that would like to add color in to
some documents but use black and white for most documents.
2. What is my volume?
Once you decide on features, the next step is to narrow your choices based on
the number of copies you make per month.
If you already own or lease
a copier, you can determine your actual copier usage
by looking at the counter, if you are upgrading to a multifunction device find
out how much copy paper you would use in a month, since you will be using more
functions on one device than having multiple machine around the office. If you
were using a copy shop take your receipts and figure out how many copies you
have gotten made. If you're a new business you can evaluate the documents you
will be printing and copying to figure out approximately how many copies you
will make a month. Once you have a rough idea of the volume increase it by at
least 10% this will help compensate for growth since modern copiers have a 5
- 10 year life expediency.
If you are expecting to
make fewer than 700 copies per month, you may not need a business
copier. You would be better of purchasing a small copier from a office supply
store-unless you need the advanced features or service guarantees that come
with business copiers.
3. How fast do I need?
Copier speed is measured in copies per minute (PPM
or CPM) pages per minute or copies per minute sometimes this is also referred
to as (OPM) outputs per minute. Whichever terms is used it refers to the number
of letter-sized pages the machine can produce in one minute when running at
full speed. The copier industry defines six segments defined by speed, ranging
from segment 1 machines that run 15-20 ppm to segment 6 machines that top over
91 ppm. Most offices will get by comfortably with machines from segments 2-
4 in the 20 - 60 ppm range. You also have to take in account that more complex
documents like two-sided and larger paper sizes will be slower than the industry
standard letter size specifications. Also, if you expect to make many one-time
single copies, ask about the first copy speed, or the number of seconds it takes
for one single copy to be made. Most modern copiers
offer anywhere from 2.8 to 9.5 second first copy speed.
Want to know more about
copier functions request a free copy of our COPIER FUNCTIONS EXPLAINED free
white paper.
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