Choosing a new photocopier or multifunctional device can seem like a daunting task as there are many models to choose from as well as a range of functions to consider. However, this task can be made simpler if businesses are equipped with all the relevant information about the options available and have thought about exactly what they need from the device.
Many photocopiers are often classed as multifunctional devices, which can scan, print and fax as well as copy. Businesses should consider what exactly they aim to use the device for, taking into account any desktop printers that are at the end of their life cycle and could be replaced by one multifunctional device. This is a useful consideration printing costs often be reduced by running several functions from one device rather than running separate devices for each function.
Along with what functions the photocopier can achieve, the type of device also needs to be considered. This can range from a desktop multifunctional device to a full production printer. It is useful to investigate how many people will be using the device and how many prints they will roughly be making. It is important that these figures are as accurate as possible as they determine speed of the device needed (measured in pages per minute) as well as the size of device and how many prints it will be capable of. Some photocopier companies offer to carry out a print audit which gives detailed information about all the devices that are networked and can give a report on which areas need to be improved on and how many prints have been done from each device. This, along with an estimation of any future growth can give an accurate indication of the speed and size of machine required.
Businesses will also have to consider whether they need to print and photocopy in colour. Colour printing has been shown to have more impact, but it can increase running costs. The amount of colour printing a photocopier can achieve can range from none in a black and white device, to a small amount of colour printing in an occasional colour device, to full colour printing, to professional and very high impact colour printing.
Many new machines have the option for double sided printing and some have lower standby power consumption than others. I-send is an option on several Canon models and allows the user to scan documents at the device and send them to an email address, fax, network folder or iFax. Some devices are also capable of being networked and of being able to set up print quotas. This can restrict employees printing and can also track printing so that departments or employees that do the most printing can be targeted. For a business looking to reduce their paper and energy consumption they need to consider these options as well as any others that may aid this.
It is useful for businesses to have an idea of what they need from a photocopier or multifunctional device as this can narrow their choice down and make the process easier. However, it is also vital that the photocopier company chosen is reputable and well established as they can help a great deal in advising on the best machine to fit all of a business's needs and will have extensive knowledge about what is available.
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