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Features offered on Digital Multifunction Devices
Printing
Most copiers will have the printing feature as a standard option. This module can double as an office laser printer; working at the same speed it makes copies. Most offices can benefit from using a copier as a printer as per-page costs can be lowered as much as 80%. When printing from special/industry applications or using remote servers now is the time to involve your IT department in this aspect of the copier purchase decision. Doing so upfront can save you significant headaches later. A good general rule is if you are currently using a laser printer, a multifunctional copier can also do the job.
Scanning
As digital copiers scan every document before making a copy, it is natural that they can be used for creating electronic versions (PDF or TIFF file types) of your paper documents. Add-ons to scanning functionality include OCR (optical character recognition) software that turns your papers into editable electronic documents with the ability to scan directly to e-mail or a computer desktop.
Faxing
With the addition of the fax module, you can send and receive faxes through the copier. This process is much like making a copy. Place the originals in the document feeder and select a destination (fax number). With a network interface, users can even send and receive faxes from their computers without even leaving their seats.
Copier Memory
The same memory used in computers (RAM and Hard Drive) is essential for supporting digital copier features such as scan once/print many, automatic page numbering, faxing, and scanning. Insufficient memory will result in slower output and an inability to print or copy new documents. Be certain to find out the cost of additional memory prior to purchasing the equipment.
You will need to factor in consumables, which will need to be replaced periodically, into the overall purchase of a color copier. The major consumables required are toner, developer/image unit and possibly fuser oil which is no different from color printers.
Toner is more complex for a color copier than a b&w copier, since four complementary toner colors are used Cyan, Magenta, Yellow, and Black. Each toner color typically comes in a separate cartridge, so you can replace colors as they run out.
Developer (sometimes called image units) is a component that needs to be mixed with toner, magnetically attracted to the drum, and then fused on to paper. NOTE: When copies seem to get lighter, it is usually time to change the developer. When you run out of toner, on the other hand, you will see an overall unevenness in color. Some copier dealers require the user to replace the developer, be sure to ask if this is included in service or a user function.
If fuser oil is required on a color device, this is the last step in the copying process. One bottle will last 4 times longer than the toner.
Business quality copier prices start at just under $1,500 on the lowest end for a machine capable of 20 ppm and a total monthly volume around 10,000 pages. Faster models that can handle more monthly volume (workgroup or mid-volume), run at 21 – 35 ppm and cost $3,000 to $10,000. The high end of the business copier segment boasts 36 – 82 ppm or more and some can even reach as high as $75,000 or more.
Most businesses lease their copiers. The primary reason to lease is to avoid the significant capital outlay required to purchase one outright. In addition, because the technology changes quickly, some leases include provisions to trade up to a newer model, which allows you to upgrade without buying anew. Other leases allow you to walk away from a machine, increasing your financial flexibility if you cannot afford ongoing monthly payments. Despite what most copier sales reps will have you believe, the best person to help you with the cash or lease decision is your CPA as most if not all leases are non-cancellable.
Ask questions about the dealer. Get to know the sales rep and learn about the dealership. Ask as many questions as you can such as: Are they a locally owned company? A locally owned dealer benefits the economy of your community. Ask to meet the company owners. How do they give back to your local community? How long have they been in business? Does the dealer’s mission statement fit with your organization’s mission statement?
Interview Sales Reps. Pick 4-5 sales reps. This part of your decision should be just as if you were interviewing a future employee. Ask how long have they been in the industry. How long have they been at this dealership? Ask for references on the sales rep themselves and specify that these references need to be from customers served within the last 12-18 months. Ask yourself, will this person be a pleasure to work with for years to come. After the interview process, pick 2 to for the next step.
Take a Tour. One of the best ways to get to know a vendor is to take a tour of their facility. You do not want to walk into a dirty dump but you do not want to pay for the marble floors either. This can also help you make sure a potential vendor is large enough to meet your needs – but small enough to value you as a customer.
Check references. Any dealer worth buying from should be more than willing to give you references. Neglecting to check references can be a grave mistake. Of course, the dealer will put you in touch with their best customers, but you can still learn from the conversations. In addition, be sure to ask them who they have used in the past and what experience they had with those vendors as well.
The office copier is essential to many businesses as is the service agreement for the copier. The service agreement stipulates when and how repairs will be done and what consumables (toner, developer, and parts) are included. The service agreement also sets the pricing usually based on the number of pages output (copy volume) on the machine. If a copy volume is something you are still trying to assess, try to get a service plan that can be easily changed to fit your needs. Also, ask about loaner service. Many vendors will provide you with a replacement copier of equal or greater specifications if yours requires significant repairs. Get a sense for how service contracts will be priced in the future. Costs should ideally be limited to increases of less than 8% per year.
Power On carries NEC and Konica Minolta and is one of the longest authorized Kyocera/Copystar dealers in Kansas City.
Because of our commitment to excellence, Power On has achieved Kyocera’s highest honor – Total Solution Provider Plus.
Make the switch to Power On and see how we can help your business thrive.
