Historically, printers and copiers belonged to two distinctly different groups of technology. When deciding on which are the best copiers for small businesses, companies needed to consider the price of equipment carefully. Modern copiers provide similar features to multifunction printers (MFPs), while the only real difference is in production quantities and media sizes supported.
When deciding on a new copier machine for your Portland, Oregon business, many factors influence the process. The total cost of investment is only the start. Additional considerations include the total physical footprint, cost per page, power consumption, media supported (including sizes), and network connectivity.
Where to Start When Choosing the Best Copier Machine
The first thing you need to establish is your consumption level. Studying the monthly volumes you currently print will inform you whether you need a higher page per minute copier, or if a lower end model will do just fine. Devices with higher copier amounts will be more expensive, so finding the exact balance between cost and pages per minute is essential.
The business operational requirements is a primary factor in choosing the best commercial copiers. You may even require a portable copy machine depending on how you conduct your daily activities. Once you’ve whittled it down to a few different options, there are additional considerations to take into account before making the final decision.
Information and Data Security
New copiers are networked devices that communicate with your entire suite of digital devices, including laptops, phones, computers, and even the internet. This makes them the perfect point to inject viruses or malware into the business network. The latest technology includes self-healing firmware protection, advanced scanning and threat protection, as well as encrypting information whenever transmitted from or to the copier.
Additionally, most machines provide two-step authentication to prevent uncollected jobs from becoming a security risk. This requires users to enter either a unique access code or swipe an employee card on the device before the job is processed. Using this technology will ensure confidential or restricted information isn’t left at the printer due to a forgetful staff member forgetting to collect them.
Total Operational Costs of the Copy Machine
While some devices are cheaper to purchase than others are, the associated cost of running them may be exponentially higher than one that is slightly more expensive. The restock and resupply of toners, as well as the costs of performing maintenance and servicing a unit may end up causing buyers to regret shortly after purchasing the equipment.
The cost of electricity is also a factor to consider. While copy machines are operating, the power used can be quite large. Finding a model that provides the smallest electrical consumption during operations is critical if the copier will be required to run non-stop every day.
As the production ability of the copier increases, the more space will be required. This may require you to establish a dedicated space for the unit, as well as other issues such as noise pollution within the office. Knowing the exact dimensions of the copier and the noise emissions it generates will help you decide if it’s an appropriate fit for your business.
Software and Technology Integration
Many of the best commercial copiers come with advanced software that integrates directly with your business workflow. With proofing tools, native format support, color matching and adjustment, you’ll need to study the exact features and technology integrations each copier model offers. If the device will produce high-quality images on canvas, there are proofing tools available that ensure you don’t need to run multiple tests before beginning a production run.
Additional considerations can include:
- Aftersales support and OEM regional presence.
- Cost of resupply and the ability to refill only one color at a time.
- Collation, stapling, hole punching and other binding features.
Finally, you’ll need to ensure you have access to experts that can fix the device (or provide a swop-out until repairs are complete) in order to prevent any unforeseen downtime. If you intend to use the copier for the business’s commercial operations, a broken-down unit will affect revenue. As copiers are more sophisticated than ever, it may require an expert technician to carry out repairs, and you may even have to return it to the manufacturer.
Kelley Imaging – Your Best Copier Experts in Portland, Oregon
Kelley Imaging is a technology and office productivity solution provider that serves the Pacific Northwest, with a legacy that goes all the way back to 1974. When it comes to office technologies and business efficiency, Kelley Imaging works with companies to find the best possible solutions according to the exact business needs.
If you need advice on how to choose the best copier for your Portland, Oregon business, get in touch and let Kelley Imaging guide you to the best option.