Photocopier Buying Guide: What You Need to Know

Purchasing a new photocopier is an important investment for any office. With many models and features to consider, it can be a daunting process. This buying guide provides an overview of the key factors to keep in mind when selecting and buying a photocopier for your needs.

Assess Your Needs The first step is determining your requirements and usage. Important considerations include:

• Volume: Estimate the number of copies needed per month to choose an appropriate print speed measured in pages per minute (ppm). High volume office may need 60ppm or more.
• Functionality: Do you need just basic black and white copying or more advanced features like scanning, color copying, faxing, duplex printing etc.
• Size: The anticipated volume will determine if you need a standard photocopier, mid/large size or industrial copier. Larger units have higher capacity paper trays.
• Connectivity: Assess needs for networking, mobile printing, wireless access, integration with software.

Key Features Modern photocopiers come equipped with many features to improve functionality and productivity:

• Auto document feeder for scanning/copying multi-page documents efficiently. Dual scans both sides of page.
• Enlargement/reduction capabilities to resize copied output.
• Sorting and collating features like stapling and hole punching.
• Duplexing for two-sided copying to reduce paper use.
• Memory functions to store frequently used documents.
• Jam sensors to detect paper jams and error codes for troubleshooting issues.
• Toner save mode that uses less toner for draft prints.
• Security features like password protection and data encryption.

Leasing vs Buying Most offices lease their photocopier, which allows upgrading to a newer model more easily. Buying may have higher upfront costs but no monthly payments. Consider cost per copy, length of use, and expense of maintenance.

Trustworthy Vendors Work with reputable copier dealers who provide consultation on your needs, demo machines, and compare prices across brands like Xerox, Canon, Ricoh etc. They should also handle delivery, installation, training, and maintenance support.

With these key considerations in mind, investing in the right photocopier will enhance workflow and productivity in your office. Don’t hesitate to leverage expert help to find the perfect fit.