One of the most essential pieces of office equipment to grow a business is a photocopier. It has become more important than ever in today’s digital world with employees scanning documents for emails, data storage, and saving space by getting rid of hard copies. The good thing about office copiers is that they are available in a wide variety of sizes, speeds, and functionality features. However it is worth sharing some of the most important features a photocopier should have before the final purchase as it could make your life a bit easier.
Automatic Document Feeder
The Automatic Document Feeder, or ADF, is an important feature to have as it automatically feeds up to 50 pages to copy without anyone having to lift and close anything manually. If your business is constantly dealing with handbooks, manuals, or reports then it only makes sense to have this be a part of your office copier.
If you are a business that deals with a lot of client based business, it might be a good idea to have a copier that can edit images before it copies them. A copier with image editing can combine two different images and print it on a single page. Additionally, if your copier is new it might also give you the ability to add watermarks, date stamps, and number pages.
Regardless of what industry you are in, every business runs their daily operations a bit differently which means they might need some additional features. Image repeat, image mirror, the creation of booklets, image color inversion, Apple’s AirPrint, Android’s Android Print, Google’s Cloud Print, and Wi-Fi printing are just some of the features every business should be considering when purchasing a photocopier. We encourage all of our customers to research these features as they have the potential of increasing productivity while saving you money. If you are not sure what to look for, we can help you come up with the most important features your company will need for optimum efficiency.
BUYING A QUALITY PHOTOCOPIER
When going through the process of researching copier, you should take some time to evaluate the manufacturer’s specifications on that model. This information will allow you to make more of an educated decision when it comes down to the final purchase.
Pages per Minute(PPM) is a specification that measures a copier’s ability to copy and print on paper. Photocopiers that are only black and white will be much faster than their color counterparts because everything is monochromatic. These machines are typically used for in-house usage where color doesn’t really matter. The high-resolution printers won’t be the fastest only because you are trading speed for image quality.
If you plan on doing a lot of mailing, then you want to make sure that the copier you purchase can perform this function. While it is such a simple feature but can help with your production flow.
Paper Tray Size
Your paper tray size is another important specification every photocopier should have. Exactly how much space is needed is dependent on how much printing and copying volume the company is producing daily.
Additional Paper Trays
Another important specification to have on a copier is different paper tray sizes. Not every document will be printed on the standard 8.5×11 paper, so having various sizes is good and saves time.
Manual Bypass Tray
If your company uses different kinds of paper (card stock, labels or textured paper) then having a manual bypass tray on your copier is a must. A manual bypass tray allows for a one time feeding of special paper. This may or may not be something you need, but definitely should have for special flyers or brochures.
If you need to print on both sides of a paper then you are going to need a copier with duplexing. This might be a feature you might want to include if your employees are constantly going through pages.
Every photocopier should be equipped with a scanner. With the technological advances that we have now, you are able to send scanned documents straight email or a cloud-based platform.
Do you have a lot of people printing sensitive documents? If so, then you might want to include a network interface card (NIC). Copiers with a NIC will secure your files and will only print once you input your code.
If your company relies on having high resolution prints, then you might want this included in your copier. This is mostly for those who deal with a lot of graphics and high-resolution printers become a must. Again, just know what you gain in quality you end up losing in pages per minute (PPM).
Copiers, nowadays, need to be customized to meet the needs of the person who uses them. This is why it is important to look at all of these features and decide if it’s something you can live without. If you still have questions or need more information on these features, make sure to reach out to one of our professionals at Compare Business Systems, Inc. We’ve been around for well over 30 years now helping business owners find the right features and functionalities for their place of business. You can rest assured we will find a copier that will exceed your expectations. On the off chance that you happen to already have a copier in place but are unhappy with your model or vendor, make sure to take advantage of our free upgrade program for new customers.