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5 Tips for Finding the Best Copy Machine for Your Business

Though companies today do keep digital records of their important documents, contracts, and client information, most also have physical copies of these records as a backup. 

There are countless reasons why you still need to invest in a commercial copy machine. 

They allow you to quickly print up one-sheets and contracts for clients. They ensure you can provide your employees with physical training materials and official notices.

Plus, sometimes you just want to edit your work on paper as opposed to on a computer screen. 

While the overblown legend of the constantly malfunctioning office copy machine can deter some companies from investing in one, the truth is that most copier issues happen because of the poor quality of the chosen machine. 

You need to know what to look for in an office copy machine, and this post is here to make sure you get the right piece of equipment. 

1. Try a Multi-Function Copier

Today’s commercial copy machine can do a lot more than just make copies alone. 

Most can also print, scan, and fax documents, connect to the Internet, collate pages, and even create hole-punches and binders.

There’s no reason to clutter up your office space with several different machines when you could invest in an all-in-one copier. 

2. Evaluate Your Copying Needs

When you’re choosing an office copy machine, you also need to have a good grasp on how frequently you’ll be using the copier, and the types of copies you’ll need to make. 

Do you expect to use the copier daily, weekly, or rarely? 

When you do make copies, about how many do you make? Who in your office uses the copy machine most often? (Be sure to get their input on what they need in a copier to do their job efficiently.) 

Will you need to make color copies, double-sided copies, and will you need the copier to staple pages together? 

Knowing the answers to all these questions before you start shopping makes a big difference. For more tips, check out this helpful guide to the types of copy machines for specific business needs. 

3. Know the Operating Costs

Often times, businesses are so obsessed with getting the “best deal” on the base price of the copier itself, they completely overlook the average operating costs of the machine they’ve chosen. 

If you shop by base price alone, chances are good that you’ll end up with a copier that costs a lot of money to maintain and needs frequent replacements of expensive supplies like paper, ink cartridges, toners, and more. 

Understand whether or not the copier comes with any kind of a warranty, and what the average cost of repairing it is. Note how frequently you’ll likely have to replace parts. 

If your copier does need serious repair, how long will that take — and is remote repair/maintenance possible? 

How much does the paper you’ll use cost? What about the ink cartridges and toner? How long are ink cartridges likely to last based on your expected usage of the machine? 

4. Consider Special Features

Even a small copy machine will likely come with lots of extra features. 

Go over your copy machine needs again, and determine which ones are worth the investment and will truly help to improve overall office productivity. 

For example, you might feel more secure (more on that in a minute) if you selected a copier with voice recognition. Plus, voice recognition allows you to make copies without even having to get up from your desk and punch commands into the machine. 

If you have lots of international customers, consider getting a copy machine that is capable of translating important documents. Depending on how detailed you need to make your charts, spreadsheets, and booklets, you may also want to look for a copier that’s compatible with Office 365.

We strongly suggest that you do get a copier with a remote control panel. Not only are you able to access the copier from anywhere, but it also makes getting remote tech help a snap.

5. Never Neglect Security 

While reading online reviews will offer you advice about the overall ease of operating, assistance, and quality of the machine, they likely won’t help you to evaluate the security standards of a copier. 

Before making your final choice, make sure you’re clear on how well the copier can protect your data and sensitive client information. 

A good copy machine should allow you to set PIN codes to restrict access, allow you to restrict copier access to those with a scannable card, and include biometric readers. 

Make sure you also understand the security measures associated with any software your office copier uses. Often, this software includes things like Google Cloud Print, mobile printing, scan to cloud, scan to email, and much more. 

You’re Ready to Make the Right Choice About Your Commercial Copy Machine

We hope this post has helped you to feel a lot more confident about what you need to look for in a commercial copy machine. 

Remember to properly evaluate what you need in a copier, as well as the total cost of operation. Above all, put security as your number one priority. 

Need more tips on how to choose the right office equipment? Looking for ways to save on the equipment you know your office can’t function without? Just want to know how the right equipment can help you to increase office productivity? 

Our blog is here to fill you in on all that and more. Bookmark it today to make sure you’re always a few steps ahead of your competitors.