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Choosing an Office Copier
What do I need it to do?
Digital copiers are sometimes referred to as "multifunctional products" (MFP's) because they can do more than just copy. Almost all are also capable of printing, faxing, and scanning. These days most come standard with printing while faxing and scanning are sold as add-ons to boost functionality. Having a multifunctional product connected to your internal network allows your staff to print, copy, or send/receive faxes from their computers without leaving their seats. When space is at a premium, a multifunctional copier may be the solution.
You also need to decide whether you need a copier that supports color. For most businesses that need some color printing or copying, a black and white/color hybrid is the best choice. By switching between b&w and color modes, a hybrid office copier can save you significant money in expensive color printer consumables.
What is my volume?
Once you decide on the features you need, the next step is to narrow your choices based on the number of copies/prints you make in a month. You can use your monthly paper consumption to help determine your current copy/print volume. Once you have a rough volume figure and you have decided to have the print feature, increase the figure by 30% to accommodate your new needs. Overworking an office copier is the quickest route to frustrating downtime and expensive service calls – better to pay for slightly more capacity than you need than risk damaging an expensive and essential piece of office equipment.
How fast do I need it to be?
Copier speed is measured in pages per minute (ppm). This number 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 (15-20 ppm) to Segment 6 (topping 90 ppm). Most offices will get by comfortably with machines from Segments 2 to 4 (20 to 50 ppm) as they generally pay for faster equipment than is necessary.
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.
