1) Can the photocopier your business is considering handle the capacity needed?
Photocopiers in the shape of multi-function printer come in all shapes and sizes. Many are aimed at the domestic market. Look closely at the stated capacity and match this to your business’ workload.
2) How important is quality of scanning and printing?
Many of the latest photocopiers using advanced print technologies that were, up until a short time ago, only found in high-end printers. If possible, look at samples of print and scanned output before making your choice. Many vendors now offer the option of sending samples by post.
3) Is fax capability needed?
Fax is far from a dead communications medium, with many large businesses still needing it. Look at the fax capability of the MFP, which today is likely to use the cloud as well as direct dial to another fax machine.
4) Will your company need to manage sensitive information?
Access to the features of a photocopier should be controlled with PIN numbers or passwords. Also, ensure that the MFP only prints the required copies to ensure data security. And think about whether the USB port should be disabled to mitigate any risk.
5) Does your business require remote printing?
With the rise of BYOD (Bring Your Own Device), printing from mobile devices is fast and efficient. Look closely at the apps that will use the photocopier to ensure these connect securely. An MFP can be a cost-effective asset that a business can build its workflow around.
With digital copiers now coming with a number of configurations, it’s critical to assess your business’ needs and match them to the right one.
What is the price of a digital copier?
The cost of acquiring a printer can be dwarfed by the cost of purchasing the consumables – the toner or ink, but also the paper, the drum, transfer/fuser kit – and the cost of the warranty plans or after sale services. And because you are likely to have one copier embedded within a group in an office or in a business, downtime can prove costly and counterproductive.
Enlisting the help of a managed print service provider (MPS) can simplify the technicalities associated with operating a copier, especially in bigger businesses, as they take care of the lifecycle of the printer including its disposal at the end of life. Like a car lease, you will usually not own the printer after the lease ends (up to five years) and can usually pay a fixed fee for the printer plus an agreed cost per page.