Choosing the Right Multifunction Copier for Your Office: Factors to Consider

by Copier Guru on June 11, 2023

As a staple of most small businesses and offices nationwide, multifunction copiers (MFC) have helped companies send, receive, print, and duplicate documents for decades. Several factors should be considered when selecting the right copier for your office.

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Pricing is an important consideration. While most MFCs function similarly, prices can vary significantly due to different degrees of functionality. Budget offerings can start at $300, while high-end machines may reach $50,000. Copier lease options are also available to mitigate the initial cost.

Operating costs should be noticed. In addition to the initial investment, ongoing expenses such as ink, toner, and paper must be considered. Replacement ink cartridges can be expensive, while toner lasts longer but is typically used for monochrome printing. Some copiers feature built-in ink reservoirs, reducing ink costs. Assess your usage patterns to determine the most cost-effective option.

Apart from direct costs, evaluating additional factors that may impact your business is crucial. Low-cost machines may seem appealing but can lead to problems later on. Copy speed and memory capacity are essential for productivity, while image quality matters for design-centric businesses. Consider a wide-format printer if a color copier doesn't meet your needs.

Contracts and customer service play a role in the decision-making process. Leasing copiers have become popular due to the continuous release of advanced models. Capital and operating leases offer different advantages, depending on your business needs. Leasing agreements typically last three to five years, allowing for potential upgrades. Buying outright offers flexibility and potential long-term savings.

When searching for the perfect copier, weigh your cash flow, maintenance and service requirements, features, accessories, and supplies. At Copier Liquidation Center, you can find quality options and expert guidance to make an informed decision that meets your office's copier needs.

Repair Costs: When considering a multifunction printer or copier, it's essential to factor in repair and maintenance costs. Most leases include regular maintenance within their terms, but additional extended warranty or service agreements may be offered for an added charge. The coverage under these plans varies, so it's crucial to understand the terms and potential out-of-pocket repair costs.

Buying Guide: Multifunction printers and copiers offer versatility in creating and distributing documents, making them beneficial for almost any small business. The specific type of machine required may vary depending on the business's needs. For instance, healthcare providers benefit from MFPs with data security functionality for patient document scanning and printing. Printing companies require high-duty machines for efficient document output.

Critical Features for Small Business MFPs: Choosing the right multifunction printer and copier for your small business involves considering key features that enhance efficiency and usability. Factors to keep in mind include:

  1. Printing Speed: Productivity is influenced by the speed of your copier or printer. Look for models with high pages per minute (ppm) rates for black-and-white and color copies. Laser copiers generally offer faster output than inkjet models.

  2. Flexible Paper Choices: Opt for copiers that allow easy paper size changes and accommodate different paper sizes through the tray. Automatic duplexing, which automatically copies two-sided documents, is a time-saving feature many businesses find essential.

  3. High-Speed Printing: Some businesses require lightning-fast printing speeds. Look for machines with higher ppm values to meet those needs. For example, according to our research, the Toshiba e-Studio8515A offers a blazing-fast print speed of 85 ppm.

Consider these factors when buying or leasing a multifunction printer and copier to ensure the device meets your business's requirements. Copier Liquidation Center (insert a hyperlink to your company) offers a range of quality options and expert guidance to help you make the right choice for your small business needs.

Paper Capacity and Duty Cycle: In our reviews, we provide information on the monthly duty cycle of each copier. The duty cycle represents the number of pages the copier can print monthly. Duty cycles can range from as low as 10,000 to over 150,000 pages. It's essential to consider the duty cycle based on the number of employees and the typical workload in your office to ensure the copier can handle your printing demands over time.

Connectivity: Modern copiers offer a range of connectivity options to accommodate the needs of today's digital workflows. While USB connection remains standard, having copiers with mobile connectivity and integration with cloud drives like Box or Microsoft OneDrive is beneficial. These features allow users to print files stored on various devices easily. Wireless printing is also necessary, enabling users to print directly from tablets or smartphones. Additionally, many copiers can scan documents now to cloud-based services, streamlining document storage and accessibility.

Size and Weight: Multifunction printers and copiers come in various sizes, with many suitable for desktop placement. Higher-end or enterprise-focused models may be more significant. Consider the size based on available space and any additional add-ons or accessories you plan to incorporate. Weight is another factor to consider, especially if you need portability or plan to place the copier on a desk.

Accessibility: Copier manufacturers have prioritized accessibility features to make the workplace inclusive for individuals with disabilities. These features include embossed marks, motion sensors, touch screens with user-friendly applications, and voice control. Some copiers integrate with voice assistants like Amazon's Alexa, allowing users to complete print or copy jobs through voice commands.

Security: With the increasing importance of data security, copier manufacturers have implemented measures to protect sensitive information. Many copiers now include password controls, centralized print policy controls, and user-level access restrictions. Recognizing that copiers are potential targets for cyber threats, manufacturers have elevated their security features to safeguard against risks.

Green Features: Environmental sustainability is a growing concern, and copier manufacturers have made strides in designing eco-friendly products. Energy efficiency is a significant consideration for businesses, and many copiers offer energy-saving modes. Some models incorporate recycled plastic in construction, creating a more sustainable manufacturing process. Additionally, manufacturers often provide recycling programs for toner cartridges and other accessories or supplies, allowing businesses to dispose of them responsibly.

When choosing a multifunction printer and copier, carefully evaluate these factors to select a device that aligns with your business needs while prioritizing efficiency, connectivity, security, and sustainability. Copier Liquidation Center (insert hyperlink to your company) offers a wide range of options incorporating these essential features, ensuring you find the right solution for your small business.