The majority of modern photocopiers are now referred to as multi-function printers (MFPs), as they’re able to perform a variety of tasks; as well as copying, they can print, scan, fax and some even come with remote access through the cloud or email.
They are sophisticated pieces of equipment, a superb solution for an all-round device. But a standalone photocopier on the other hand may be more suited towards your requirements. Regardless of which you choose to go for, here are a few things to consider before purchasing a photocopier.
Purchase, rent or lease?
First of all, you need to decide if you are looking to buy a photocopier, rent one or lease it. Each has their pros and cons and can be decided based on short-term or long-term use.
Buying a new machine is often the easiest option and you are almost guaranteed to have no problems with it breaking down, but in the rare case that it might, it will often come with a manufacturer’s warranty of at least 1 year. However, if you are buying a second-hand machine, you should check the original date of manufacture and any records of it being serviced.
If buying a machine outright doesn’t fit within your budget, leasing could be the better option. If you’re looking to keep the machine for approximately 3-5 years, it could prove to be a really cost-effective solution, plus you’ll have the added benefit of upgrading or downgrading anytime during your contract.
Renting has more flexible terms than leasing. You can rent on a weekly, monthly, or yearly basis, but you should check before you opt to rent that you are not tied into a fixed-term contract. Renting is often more expensive than leasing due to the flexibility it offers, therefore a higher rate tends to be charged.
What are you going to use it for?
As mentioned before, the majority of modern copiers come as MFPs. However, if you’re not going to use all of the functions associated with the machine, you should consider another model with simpler functions as it could save you money.
With that being said, there are other properties of a photocopier that you need to consider. If you are planning to use the copier for printing high-volume, double-sided and text-heavy documents, you should choose a machine that can produce high-volumes quickly, such as a laser machine which uses toner cartridges. On the other hand, if you are going to be photocopying in low volumes or images and photographs in colour, you may want to consider an inkjet machine which is best for producing higher quality images. Inkjet machines aren’t suitable for high-volume printing as they consume a lot of ink and the speed of printing is incomparable to a laser machine.
Where are you going to use it?
You will also need to consider where you are going to put your photocopier and which devices it will be connected to. Copiers can come in all sorts of sizes; some can be placed comfortably on a desk but others will need ample space. The majority of modern machines can operate wirelessly, using your server, wireless network or Bluetooth to connect to multiple devices, but you will still need access to electricity outputs nearby to plug in your machine, preferably in a clear and tidy area where it will not cause any trip hazards or overcrowding of cables.
Will you require a maintenance package?
Whilst most machines nowadays are built to be extremely efficient, you might want to consider taking out a maintenance package for your peace of mind, particularly if you intend on using the machine frequently. These packages can be particularly useful when purchasing, renting or leasing a second-hand machine, which can be more prone to encountering problems compared to a brand new machine.
Before you take out a maintenance package, check what the response time is and if callouts are included in the cost. If you require parts to be replaced, this can take time if they need to be ordered, but some providers can provide you with a temporary machine replacement. At Elite Office Solutions we pride ourselves on our premium levels of service, with an average response time of 2.5 hours and a first time fix rate of 97.4%. Find out more about our service and support maintenance offerings here.
Here at Elite, we will take the time to understand your photocopier requirements and can advise you on the best technology, brands and functionality to suit your needs and budget. To find out more or to book a free, no-obligation consultation, give us a call on 01962 864332 or email info@elite-os.co.uk.