With more businesses relying on digital files and cloud storage, it’s easy to think that the end is near for the business copier. But there’s no reason to count out one of the hardest working pieces of office equipment just yet. Business copiers remain a crucial staple of offices throughout the globe. These machines make managing workflows more convenient and cost-effective and keep business processes moving smoothly.
What Is a Modern Business Copier?
Business copiers go by many names: multifunction printers, all-in-one printers, copiers, etc. But no matter what they’re called, they all serve the same overarching purpose – to help users print, scan, fax, and copy documents as part of their everyday business processes.
The major advantage of a modern business copier is pretty evident at first glance. Here’s a machine that takes a variety of functions otherwise performed by several devices and handles them all in one place. It’s a boon for small and large businesses, especially those with space constraints or productivity needs that call for streamlined workflows.
Here’s a breakdown of what most people typically achieve with a business copier in their print environment:
Print – like standalone printers, business copiers can print documents from computers and other external sources. Most machines feature multiple paper trays for printing documents on cardstock and different paper types.
Scan – a built-in scanner is handy for scanning, storing, or even transferring documents over a network.
Fax – the internet has made faxing largely obsolete, but it’s still a useful function for any business copier. Some machines can save and store incoming faxes for later printing, even when the device is shut off.
Copy – copying is the one feature most businesses demand from their AIO systems. Keep in mind that some business copiers need a network connection to another machine to print documents.
Business copiers come in various forms and sizes, from models designed for small or home office use to large machines that can handle production printing. Most business printers are fairly sizable floor models, although there are devices that can fit neatly on a desk or table.
The Impact of a Business Copier on Your Business
You might think it’s hard to make a case for business copiers, especially during a time when digital documents and cloud storage are seemingly making such machines obsolete. However, most businesses still deal with paper documents with no plans to change anytime soon. As a result, the average office employee prints up to 10,000 pages annually.
Needless to say, the impact of making a business copier the centerpiece of your office environment is hard to ignore. Here are some of the advantages you’ll find by consolidating your print fleet with just one or two business copiers:
An “all-in-one” device saves valuable space. A modern business copier can help reduce clutter and save space by combining several common functions into one machine. Just think of how your business can repurpose the space reclaimed through the help of a business copier.
Business copiers can help boost productivity. Employees will find many features aimed at streamlining workflows and reducing idle times. One such feature initiates a 10-second boot-up process whenever users approach the machine. This way, they don’t have to wait for it to warm up before use, saving time and effort.
You’ll have more control over your print environment. With features like detailed logs, data encryption, and “pull to print,” you’ll be able to manage your print operations while protecting it against hackers and other malicious actors.
You’ll enjoy lower operating costs over time. Think of the savings on power consumption, service visits, and consumables gained by replacing multiple devices with one or two business copiers. The copiers themselves are also ENERGY STAR rated for reduced power usage throughout their lifespans.
Many business copiers also make it easy to create and manage digital documents. Most machines can easily scan and convert documents for near-instant transfer across digital mediums. Business copiers can help bridge the gap between paper and digital documents with these features. The result is a more productive office environment and a more versatile business.
Which Device is the Right Fit for Your Company?
With so many different options available, finding the right business copier for your firm can sometimes seem nearly impossible. However, the following factors can help you evaluate your needs and make an informed decision:
Consider your needs. How many documents does your business print daily? What kind of documents are printed, and how soon are they usually needed? How you ultimately use your business copier will impact which model to choose for your business.
Consider the features. Color printing makes your documents pop, but is this really necessary if your business only requires black and white copies? Features like duplex printing and automatic document feeders can enhance overall productivity under the right use cases.
Consider the cost. It’s not just the copier’s purchase price that matters. Ongoing expenses like ink or toner cartridge replacement can also impact your business’s bottom line. Potential maintenance and repair costs may also influence your purchasing decision, as will leasing or renting vs. buying.
Consider the long term. If you already have a business copier, upgrading to a newer model can be cost-effective and positive from a productivity standpoint. The latest models often boast features that help make it easier to stay productive and tackle everyday workflows.
If you’re thinking about adding a business copier to your Tulsa company´s print fleet, contact JD Young today and let one of our sales specialists walk you through your purchasing options.