Comparisons of Copiers
Choosing the right copier for your office used to be a fairly simple task. Decisions were based primarily of speed, finishing capabilities, specific applications and price. Because nearly 100 percent of copiers manufactured now are digital multi-functional devices, the process of comparison is more complex. Before you run off an request bids from every copier dealer in your area, you need to do some homework. Understanding the features of the copiers on the market today, along with your specific wants and application-specific requirements will result in you getting the right machine for your office.
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Basics
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You will need to know your copy volume, size and weight of paper, as well as any type of specialty paper. Deciding upon the type of document finishing you want is also important. Check with your IT staff to determine if adding printing, scanning and faxing is an option as well. Lastly, if you or your company has a green initiative, you will want to make sure that you source for a unit that can run recycled paper.
Applications
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Almost every copier can connect to a Windows Network, but perhaps you have a legacy or mainframe that will need access to the office machine. If you use Macs, make sure you look for machines that use Post Script and Apple Talk. Knowing what your network is based on is a critical step, and so is knowing what applications you use. For example, if you use Adobe software or specialized accounting or inventory software, you will need to make sure your copier can print from those applications. Getting a list of all applications together can rule out many copier manufacturers who simply won't be able to match your application or network requirements.
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Security
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Knowing the level of security that the copier manufacturers provide is becoming more important. Find out about hard-drive security, encryption, hard-drive removal and remote print security. If you are copying, printing, faxing or scanning confidential documents, you need to know that the hard drives inside copiers retain information until either overwritten, erased or destroyed. The last thing you want to is trade in an old copier only to find out that it has your employees' Social Security numbers on its hard drive.
Service
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Many copiers today are made with User Replaceable Parts (URP). Unless you are looking for a tabletop unit, you need to investigate any copiers that come with URPs. For many, the idea of digging around inside the guts of a copier to replace things like developer oil, fusing units, drums or toner is not an attractive option. Though these can save time waiting for a service technician to arrive at your office, it does require someone to know what to do, when to do it and, of course, how to do it correctly.
Pricing
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If you've found more than one unit that fits all the needs and wants that you have for your office, then price comes into play. The cost of copiers has dropped drastically since 2000 and the advent of digital technology. The machines now last longer, have more functions and simply work better. All the manufacturers do a very good job keeping their costs low, so the true costs involved are the profit the sales professional is adding to the deal, the overhead the dealer has to cover and current market allowances. Gather your research, decide on the options you want or need, check your budget and let the dealers offer their best price.
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