4 Factors dictating which copy machine to buy

How to determine your company's copying needs that impact copier purchases

Understanding your company's copying and printing needs is the first thing you need to do when deciding on a copier. Copy volume, speed, printing types, tracking and additional features are points of issue that need to be researched before talking to a copy machine vendor as it will determine if a digital copier, a color copier or multi-function machine suits the copying needs of your company.

Copy Volume: Vendors tend to prefer a cost-per-copy leased arrangement which functions like an all-in-one package deal. This monthly fee includes equipment, office supplies (ink, toner, etc.) and maintenance services, determined by the number of each copy. Supplies and service agreements can be made separately through a third party vendor.  The use of third party vendors is done primarily by those who buy a used or refurbished copier. New machines will come with a service agreement for a particular duration of time.

Understanding your approximate print volume will also help with selecting which machine is preferable. Each machine has an estimated life span which is determined by total copies printed.  If you already have a copy machine, check to see if yours includes a click meter. The meter tallies how many copies have been made since inception.  If your copier machine does not have a click meter or you are buying a machine for the first time, estimate how many copies will be made monthly. If you are buying a multi-function machine, add this additional usage to the printing total. If you are unsure about your monthly usage, it is wise to air on the side of caution and round your numbers up by 10%.

Speed: Speed is tied to call volume and is measured in copies-per-minute (CPM) or pages-per-minute (PPM). There is a large range in copier speed which includes from 15 to 100 pages a minute. Increased CPM will result in a more costly machine as well as one that may require more maintenance. On average, companies select a 20-25 CPM, however if your business handles a high volume of copies, a faster machine will best handle this. Speed is also affected by color, black and white, and high-resolution copies.

Copy Needs: Determine what you will be copying most often. If you are copying photographs, or image rich marketing materials, a color printer with a higher resolution might make sense. Color matching is also an important consideration. "Business Color" allows color printing but the colors are not an exact match to how it appears on the computer. This very basic type of color printing is enough for most businesses, but for example, it would be problematic for an interior designer who needs the colors to exactly match. Higher color density (dots-per-inch) will usually be more costly.

Tracking: The tracking feature allows you to document which department is making the most copies. Some businesses find that this feature allows them to see which employee or department spends the most on copies and then they can develop a plan to reduce unnecessary copies. This tracking feature is a critical component for certain businesses, such as law offices which charge their customers for each copy made.

Additional Features: Copiers can be multi-functional devices which incorporate faxing, printing and scanning. Do you need these additional features? Every desk having an office printer wastes space, electricity and requires buying many ink cartridges. Too many printers creates an excess of plastic waste and is more expensive than purchasing one cartridge for a larger machine. "Solid ink" or recycled and refillable cartridges are more available in bulk quantities.

A company's copying and printing needs determine which copier to buy. Remember to factor in the use of a multi-function device, copy volume, most common office printing needs and what impact a new machine could potentially have on your office.

Monique L. Myers is a writer, surf instructor and an art enthusiast based in San Diego, California. She writes extensively for Resource Nation and VoIP Service, both online resources that provide expert advice on purchasing and outsourcing decisions for small business owners and entrepreneurs.

Resource Nation provides free tools, tips, and purchasing advice for business owners and entrepreneurs in over 100 business categories ranging from phone systems to credit card processing.  Whether it's connecting businesses with local and national pre-screened vendors, or offering easy service comparisons on a VoIP service, Resource Nation empowers business decision makers by providing the information they need to make smart choices.