Consumer Guide to Office Equipment

   1. What do I need my copier to do?

Modern copiers are referred to as “Multifunctional Products” or “MFP” because they can do more than just copy.  Almost all are also capable of printing, faxing, and scanning.  The components to support these functions are most often sold as add-ons, which means you can later decide if you want to add functionality.

It has been proven that using “MFP” can reduce your cost per page by at least 30 to 40 percent.  Having “MFP” connected to your internal network allows you to print, copy, or send faxes from your computer.

Color Copiers

Do you have the need for some color printing and color copying? A Color Copier machine would be your best solution.  Even though Color Copiers and Printers are similar, a Color Copier offers a variety of advantages over the basic color printer.  First, you can easily copy color originals directly on the platen glass. Also, a lot of color copiers have better paper handling capabilities and the ability to add a sorter, stapler and even have it print on both sides of a sheet. You can even network the copier to your computer and have it serve as a printer as well as a copier and scanner.  All the features that are available as a walk up copier will be available to you on the network (sorting / stapling / double sided / enlargement / reducing / color adjust / multiple paper trays, etc).

There are basically two kinds of Color Copiers.  On the low volume end, there are Color copiers that print using inkjet technology. This type of copier is suitable for use in a small office with very low volume.  Higher volume machines are considered laser-based Color Copiers, as they will handle higher copy volume and give you better copy quality.  The one big difference between the two systems is “cost per page”. The inkjet copier technology is going to cost significantly more to run.  The average inkjet color copier cost on average of about .15 to .19 cents per page to run compared to an industry standard of .05 to .08 cents for a color laser copier.

Below are a few descriptions of what “MFP” can do:

Walk-Up Faxing
High Speed fax communication never goes out of style. This virus free communication line sits off the network, so if it is down for “routine maintenance” or a computer hacker figured out your passcode, you will always have dependable faxing at your disposal.

Desktop Faxing
     Transmit documents directly from desktop applications to remote fax terminals, which will eliminate the need to print documents for a manual transmission.  Also, you can search the internal address book or do a directory search from the browser interface for any fax numbers or e-mail address’s.    

Address Book
The internal Address Book can store up to 300 contacts, with each containing a fax number, email or a group dial entry.  An expansion kit can increase the capacity to 2000 contacts.  Now this allows you to keep both personal and shared contacts, keeping your contacts behind a password protected log-in.

Internet Faxing
You can securely send documents to remote e-mail inboxes and Internet fax terminals.   This free communication method is as simple to use as entering e-mail address and pressing start.

Additional Features & Benefits
    * Directory Support allows you to search directory servers for contact information * Transmission Confirmation Records * Customized workflow to route incoming fax documents to email inboxes and network folders * Personalized Cover Pages * Documents will be held for 72 hours if there is a power outage *

Scanning Features
Digitally deliver documents anytime, anywhere!

Scan To Folder
     Navigate your files with touch screen, direct documents to folders with ease. 

Scan to E-mail
        Customize a scan to e-mail made simple.  Just put on a file name, subject line or a brief text message and your scan is on its way.

   2. What is my volume?

If your already own or lease a copier, you can determine your actual copier usage by looking at the counter or taking a look past service slip from technicians.  Also you can get a count by how many cases of paper are used in a month’s time.

Now…if your going to use the copier as a network printer, increase the volume by 20%.

If you are expecting to make fewer than 1,000 copies per month, you really don’t need the expense of a “business” copier. You would be better off purchasing a small office copier-unless you want the advanced features or warranty’s that come with business copiers.

    3. How Many Copy’s per Minute Do I need?

Copier speed is measured in copies per minute (cpm) or pages per minute (ppm).  This refers to the number of letter sized pages the machine can produce in one minute when running at full speed.  Industry standards specifies six segments of machines defined by speed and volume, ranging from Segment 1 machines that run 15 to 20 pm to Segment 6 machines that top to 105 ppm. 

The average business will fit in from Segment 2-4 or 20 to 50 pages per minute.   Speed is related to volume, so do not get into a segment 1 machine if your volume is 10,000 or more a month.     
 
It is better to pay for a slightly faster machine, so it will reduce the risk of over working the machine and will reduce excessive service calls.

Copier Prices and How to Buy…

Digital Copier prices have come down in recent years.  But…there is a large variance in pricing.  Some vendors can overcharge or others at below cost to lure you in.  Then will charge considerably more for the Yearly Service Contract.  Before signing a contract make sure you understand all current and future costs.

Should I Buy or Lease?

Most businesses lease, to avoid the capital required to purchase outright.  Also, because technology changes so quickly.  As with most products, leasing is more expensive in the long run, but if your considering in the future to trade up to newer equipment, this could be in your best interest.

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