5 Things to consider when shopping for a new copier

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5 Things to consider when shopping for a new copier

You probably didn’t wake up this morning super excited to contact vendors about acquiring a new copier for your office… but knowing what is important, and what isn’t can help make the process less tedious. Here’s a list of 5 things to consider when shopping for a new office copier, and why they’re important:

  • Total Output: It is important that you choose a device that closely matches your volume needs. Trying to save on the hardware cost by going with a device designed for lower volume means that the lifetime of the device can be cut short. Then, your business ends up making that same investment again within just a couple years. On the other end of the spectrum is buying TOO big of a machine because you can get a “great deal” on it. All devices you compare will have a so-called ‘sweet spot’ that they perform best when running within that specified volume segment. A trained sales rep can help you figure out what your volume is and what device would be the right fit for your environment.
  • Scan Volume: Almost all makes and models of Multi-Function Printers (MFP) have different scanner options. If your business is scan heavy, it’s important to upgrade from the traditional Reversing Automatic Document Feeder (RADF) to the Dual Scan Document Processor (DSDP). This upgrade means a few things for your users: accommodates more originals in the feeder tray, quicker scanning of duplexed documents, and often has the ‘blank page delete’ feature. Since scanning seems to be the backbone of many businesses now, the DSDP is something we always recommend- your users will thank you for it!
  • Software Integration: You probably know that copiers have scanning, printing, and fax capabilities in addition to basic photocopying features. But, did you know that most devices now have optional software integrations to make your office more efficient from beginning to end? Whether you need to scan to the cloud, manage print policies, route faxes intelligently, convert scans to Word and/or Excel docs, integrate with your document management system (or almost anything else under the sun) there is probably a middleware that will help bridge the gap between device and software.
  • Security: How would a data breach affect your business? If your answer is anything other than ‘not at all’, you need to be asking some questions of your potential vendors. Do they sanitize the hard drive from the copier at the end of the contract, and is there an additional cost associated with that? Can they provide proof that the hard drive was wiped? Can the device they’re proposing sit on both your office and guest networks at the same time, so that guests don’t have access to your internal network? Does the device have a Data Overwrite System that will overwrite the hard drive on an incremental basis? Security is so important that these items cannot be overlooked, just check out what Missouri’s Attorney General has to say about data breaches!
  • Service: In our industry we like to joke that copiers do two things, they make copies and they break down. It’s what happens AFTER it breaks down that’s important. Some things to look for regarding service are: how many different ways can you place a service call? What is the company’s average response time between placing the call and arriving onsite? What does the company do to ensure your device is down for as little time as possible? Giving satisfactory answers to these questions usually come at a price [read: you get what you pay for]. The above questions will help you determine if you’re going to actually get what you feel like you’re paying for.

This list is not exhaustive, and making an exhaustive list would be exhausting… instead, you can schedule a quick consultation with your Pearson-Kelly Technology representative by calling 417-877-0003 today! A trained sales representative can get you and your team the device you need, while keeping the research and acquisition process simple.

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