A time honoured labour saving device and ubiquitous symbol of the modern workplace, photocopiers have continued to evolve, and today are sophisticated tools that are able to carry out a wide range of tasks and often referred to as multi-function printers (MFPs).
Here we will look at how a modern photocopier can improve the efficiency of your business, what features to look for when buying one, and how to choose the right supplier.
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Today, modern photocopiers are mainly digital machines that do the job of reproducing documents faster, more efficiently, more reliably, and more cheaply. Image quality has also been improved significantly. This has all been achieved by replacing the traditional analogue electrostatic copying technologies with the equivalent of integrated digital scanners and laser (or in some cases ink-jet) printers. Many modern photocopiers have more functions too, such as sending documents by email, fax and storing their digital images in secure user folders.
High end digital photocopiers can produce monochrome and high quality full colour A4 documents at staggering speeds and many include sophisticated finishing tools that produce brochures and booklets automatically; speeds of up to 100 pages per minute are now possible.
Although not all businesses require that level of sophistication, even in situations where copying and printing requirements are more modest, photocopying and related functions can still be a major bottleneck that throttles workflow and reduces efficiency. Choosing the right photocopier for the job can have a huge impact on improving business efficiency.
Modern photocopiers offer a way to bypass that office log jam and, by selecting one with the features you need at the right price point; you can find an affordable solution. In the next section we look in detail the main features you should consider when choosing one.
Almost all modern photocopiers are digital, combining a scanner and laser printer. This versatile set up can come in almost any size with a number of additional features to suit your needs. The most important aspect of choosing a photocopier is therefore working out what you need a copier to do and matching a machine to those requirements.
There is a huge range of photocopiers and MFPs on the market with prices ranging from around £100 through to £17,000 and more, though for most small to medium sized businesses mid-priced machines are the most favoured. Apart from ensuring that the machine will perform the basic functions you require, there are several important features to consider when buying one; these include:
Deciding which features you can and can’t live without helps to reduce the number of potential photocopiers to a manageable set of options.
If you’ve no idea what your budget should be, our photocopier prices guide can help you work out what kind of machine is affordable for you.
Alternatively, visit our top 5 office photocopiers page to compare the best options today.
Just as important as choosing the right machine is choosing the right way to pay for it. Buying a large photocopier can require a substantial investment of capital which might be better employed elsewhere. On the other hand a small or mid-sized copier might not be the kind of thing you want to have to pay for over 4 or 5 years.
The following options are all available:
If you’re struggling to decide between the different options or need a better idea of what each entails and what to look out for, our photocopier hire page can help set you straight.
Once you have decided on the features you need in a photocopier you will need to look at the alternative manufacturers and suppliers including their reputation as a business and the reputation of their products.
The leading photocopier brands in the UK include:
A digital photocopier is a sensitive and sophisticated piece of equipment with finely calibrated moving parts and sensors. As such, there’s a lot of scope for things to go wrong. A good after sales service can be the difference between a smoothly running photocopier heaven and a deadline ruining, toner spattered photocopier hell.
A full photocopier service contract will offer:
The service contract is usually priced based on your usage of the photocopier (i.e. number of copies per month). Various frequencies of service and call out response times are offered by different suppliers.
However these aren’t the only choices, so it is important to do your research thoroughly; you will find the information and reviews provided on this website a considerable help. We can also provide you with more information tailored to your specific business needs.
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Understanding exactly what you might need from your photocopier can be difficult. Fortunately though, hundreds of businesses are going through the same process every week - this means that you can easily find the answer to a number of your questions.
Below you can find a number of FAQs, along with answers that can help you to make a decision. If your question still hasn't been answered then you should complete the form at the top of the page to speak to an expert today.
Photocopiers come in various sizes and with a number of special features. The most basic form of copier is a combined printer/scanner/copier of the kind you can pick up from a consumer electronics retailer or which are sometimes bundled with PCs. They are suitable for low usage but the costs can quickly escalate if you start using them very frequently or for larger jobs. This is because they use inkjet cartridges which are very expensive (in fact, the printers are usually sold at a loss because the manufacturers expect to make their profits from the sale of brand-specific cartridges). Genuine photocopiers use toner rather than ink. This requires a larger initial outlay – the cheapest desktop copiers are around £200, the cheapest toner refills around £40 – but is much cheaper in the long run.
In very general terms, the larger the copier, the larger the volume of copies it can handle. A desktop machine will serve for small offices with day to day copying needs but if you’re doing a lot of high volume jobs you can expect it start feeling the strain and breaking down. The smaller toner cartridges in desktop machines also need to be replaced more frequently. Free-standing copiers, as well as being able to handle bigger jobs and longer spells of continuous operation, can also be fitted with extra modules for sorting, stapling, folding, binding and even hole-punching your documents. They can also come with an instant warm up feature so that you don’t have to loiter awkwardly next to the machine for three minutes waiting for your document.
Most office photocopiers now come with network cards so they can be used as a printer and scanner on your computer network. Some also have the option of various file formats for scanning, and have multiple configurations as a printer.
No – nearly all suppliers will offer the option of leasing a copier. Various leasing options are available where you pay a fixed monthly or quarterly fee for the copier. This can include maintenance and toner refill charges. Lease agreements usually last for a fixed period (at least a year) after which you are able to purchase the machine outright, extend the lease, upgrade to a new machine or return the machine. There are sometimes special lease agreements available for schools and other public sector bodies to fit in with budgeting requirements.
Whether you're looking to rent, lease or buy a photocopier, Approved Index allows you to compare up to four leading UK photocopier suppliers by completing our quick and easy quote form. Get free, no obligation quotes today and find your ideal photocopier solution at a price that's right.
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