How to Find the Perfect Copier For Your Business

The right copy machine can reduce your business’ reliance on paper documents, make document management more efficient, and conserve office space and electricity. Copiers today have the capacity to link to a network, and can also be used to print and scan documents.

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Over 60 years ago, in 1949 the Xerox Corporation introduced the first xerographic copier called the Model A whereby photocopying in general was itself termed as "xeroxing." The “paperless office” is the future prediction for businesses and although most businesses are not quite there yet, picking the right copy machine or multifunctional device for printing and copying could help you towards that “paperless office.”

The right copy machine can reduce your business’ reliance on paper documents, make document management more efficient, and conserve office space and electricity. Copiers today have the capacity to link to a network, and can also be used to print and scan documents. Earlier copiers were charged with producing tons of paper waste. All in one machines can now help businesses reduce paper waste by strategically printing only what is needed.

The various features of office copiers and finding tips for purchasing for copy equipment and services is a must know these days. The best way to guarantee that you are getting a good deal is by doing your research before seeking out a vendor.

No matter what industry you are in, an up to date digital copier can most likely save you money. Without a copier a business may need to rely on outside printer services which can be expensive and time consuming. Most copiers these days are multi-function devices, meaning they can also fax and print documents. This is very convenient because you can not only save paper, but also save space in the office.

Before you decide on a copier, think about your particular business needs. Consider the copy volume your office uses and the speed in which you need to reproduce documents. Also, consider your specific copy needs. Does your business print a lot of marketing materials? You may want to invest in a color printer copier and if so what level of image quality works best. If employees each have a printer and fax machine that means buying separate ink cartridges, which create more waste. The cost of one large machine is far less costly and refillable cartridges are easier to purchase in bulk.

There are two main types of copiers: analog and digital. Digital is by far the better of the two because it can be linked to a network and has the memory to print and fax. It is important to consider which features you will use regularly. Copier memory is an important feature and is similar to the memory capacity of your desktop computer. Make sure that any copier you purchase has the option of adding memory, especially if you plan on using it for print and fax functions.

Once you have considered your office needs and familiarized yourself with the latest technology you should search for a vendor that can help you purchase the right machine. In searching for the right vendor remember to overestimate copy volume so that you leave room for overuse. Know the features you need so you get only what your business needs and cut costs on additional features. Ask for any deals on lease terms, supplies, and maintenance. Buying a copier is like buying a car, so you can always negotiate to get the best price.

Finally, get in writing any estimates that you were quoted. This way you can purchase only features you need and find the machine that is the best for your business.
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