Choosing the Right Business Copier for Your Office Size and Needs

It is of great concern how to select a good business copier as one strives to ensure everything runs smoothly and efficiently in the office. Whether you are a small or medium-scale enterprise or perhaps a multi-national company, a copier is one of the office equipment that’s very important in the management of documents.

This is because it influences the workflow, expenses, and even security. This blog will help you choose the best copier and model for your company based on its size and specific needs.

1. Assess Your Company Size

Every business has its own set of copier needs, so it’s necessary to understand how the volume of documents that are handled affects your decisions in choosing office devices and high-quality multi-function printers.

Small Businesses of 1-10: Small offices require multifunction printers, copiers, and scanners, which can cope with limited volumes. These machines are affordable and don’t consume much space. 

Mid-sized Companies of 10-100: A sophisticated copier will be a plus for an expanding company. Due to the size and nature of business, some companies may require high volume printouts, more paper capacity, and fast printouts, perhaps the ability to print on both sides of the paper automatically. Remote printing, printing from the cloud, and emailing with printed documents are great features that can catapult productivity by improving processes.

Large Enterprises of 100+: Big businesses require all-in-one copiers that are on heavy duty since they are large and require copiers that can carry out complex and multiple operations, such as printing, scanning, and photocopying daily. 

2. Understand Your Business Needs

Think of the specific functions your business needs. There are many features on your office copier machine that you may not need.

Basic Printing and Copying: A basic black-and-white paper copier would be enough when the company has limited needs. Monochrome printers are also cheaper and quicker as compared to colour copiers; hence, they are used in print services or offices that deal with reference materials publishing that do not have many illustrations.

Colour Printing: This is needed if your company keeps on creating a lot of advertising brochures, bulletins, presentations, etc., that require a colour copier. Although they are somewhat expensive to purchase, printed colour materials has a big impact on your market.

Scanning and Document Management: An efficient copier with effective scanning facets is needed in cases where there is a large volume of paperwork for the business. Automatic Document Feeder (ADF) saves, and stapling and scanning in different formats, like PDF and JPEG, helps speed up tasks.

Cloud Integration and Mobility: As remote work and working with cloud-based systems becomes our way of life, copiers that can work with cloud platforms such as Google Drive or Dropbox, and Microsoft OneDrive become very useful. You may also have mobile printing capabilities to print from smartphones or tablets.

3. Consider Copier Speed and Capacity

The copier’s speed is measured in pages per minute (PPM), while capacity pertains to the total number of pages that a given machine can feed within a given time. Both factors are critical in ensuring the efficient operation of the workplace.

For Low-Volume Work: Small-scale firms with low volumes of printers for printing purposes should consider getting a copier with 20-30 PPM outputs and a paper tray with a 100 – 250 sheets capacity.

Medium-Volume Work: Mid-sized offices should consider copiers of 30-50 pages per minute PPM, with a paper tray holding 500 – 1000 sheets and additional paper trays if necessary.

For High-Volume Work: Large businesses usually require these copiers to support 50-plus pages with a paper capacity of between 1000 and 5000 sheets. These copiers should also provide other special functions like stapling, hole-punching, and making booklets to reduce the time consumed in these complicated processes.

4. Consider Printer Costs and Maintenance

When thinking about acquiring or leasing a copier, it’s crucial to keep in mind the costs involved, including the purchase price, ink, and paper, and toners, as well, as copier maintenance.

Purchasing vs. Renting: If you have decided to use a copier for a long duration, buying a copier seems reasonable. On the other hand, copier rental makes it simpler to change for newer versions and slashes the maintenance costs by incorporating it within the monthly payment which is suitable for small and medium-scale enterprises.

Service and Repair: A transport copier can also need not less than one thorough service in a month. When selecting a particular type, think about whether the vendor has a maintenance plan incorporating troubleshooting and repairs. It guarantees fewer outages and helps to avoid unplanned repair expenses.

5. Security Features

User verification, data protection by encryption, as well as the capability to clear a copier’s hard disk each time after a print is critical in finance, healthcare, and legal sectors. Selecting a copier equipped with excessive security features makes sure that sensitive documents will not be compromised.

Copier Ace: Professional Copier Machine Rentals That Bridge Gaps in Any Business

Copier Ace knows that a workplace without reliable copiers and office printers is a big problem, so we are here to provide printing solutions for your business. Rented or owned copiers and business printers must be in good condition to make your workweek a breeze. That’s why we are in the business of delivering rental copiers in Singapore for office use, schools and institutions. 

Get the Copier Ace Advantage

By opting for Copier Ace, you are sure to have a partner who knows and is ready to cater to the special needs of your business. Copier Ace allows our clients to do just what is important, which is running a business while we take care of everything else. Leave the copier’s work to us as you shall love our services, machines, and staff. With our copiers for rent, you will be able to make your everyday activities ten times more effective and, more so, contribute positively to your organisation’s performance. Get in touch with us today for premium copier services.