A copier is so important that it’s often given its own separate room in an office. How often you use it and how it is used affects the type of machine that you need. Here are the most important factors to look for as you pick a copy machine for your business.

Types of Features

First, determine the types of materials that you want to copy, scan, or print. You can choose the most basic copier or an all-in-one machine that combines copying with printing, scanning, and faxing. Most of the copiers that are advertised in stores are multi-function printing machines that can print anything: computer paper, business cards, mailing labels, glossy photo images, and envelopes.

Analog vs. Digital

Analog copiers are the traditional versions that pass light through a lens to produce copies. Digital copiers combine the use of scanners and laser printers to make copies. The scanned images are created into digital files that are saved onto the computer. The high-resolution images can be edited or resized using the software.

Many consumers believe that digital copiers are faster, quieter, and more efficient. The digital version is preferred for use by photographers who need to print high-resolution images. The analog version is recommended for people who have minimal copying needs.

Printing Frequency

Estimate the average amount of printing and copying that your office needs regularly. Include the maximum number of copies that you make each month. Select a copier based on this maximum amount in case you have more busy days than expected. If your office makes no more than 1,000 copies a month, choose a copy machine that can handle this level of frequency.

Speed

Speed is an important factor for busy, crowded businesses. At a university library, there could be hundreds of people trying to make printouts all at the same time. There would be never-ending complaints from students if the machine jams easily or constantly need to have ink or paper refilled.

Cost

Spend the right cost for your copier. Depending on the complexity of the features, you could spend hundreds of dollars on an all-in-one machine. However, an expensive upfront cost pays off over time when you use a fast, efficient copier with a high work output.

Pick the right copy machine based on the cost, types of features, and type of technology used. Your office workers will always make mistakes, but don’t expect this from your office equipment. Make the effort to choose the perfect copier that suits the professional needs of the entire workplace.