Before you consult copier vendors, take a quick look at our list of terms and vocabulary. Most copier salespeople use acronyms or industry-specific terms to describe machine features and capabilities. Though you might know a bit about these features, the terms used might be unfamiliar.

 

Automatic Document Feeder (ADF): This tray attachment feeds individual pages of a document into a printer copier machine one by one, which allows an entire document to be copied at once without scanning each individual page.

 

Average Monthly Copy Volume (AMCV): This number is one of the best ways to gage total copy volume- a big factor in determining the type of machine you'll ultimately purchase. Also referred to as "Average Monthly Print Volume" (AMPV).

 

Business Color: This is the class of color printing most businesses use, where color matches are approximated according to printing capabilities. More advanced options can match colors to a pantone color or specified color match.

 

Buy-Out: A lease provision that offers the option to purchase a machine at the end of the lease period.

 

Clicks: The industry term for copies, or prints, with each "click" equal to one copy. Machines track copies using a counter similar to an odometer on a car.

 

CMYK: A basic, lower-resolution color printing process, stands for Cyan-Magenta-Yellow-Black.

 

Copies-per-minute (CPM): Machine speed is measured by this number, the amount of prints a machine is able to generate in one minute. The average machine can process between 20-25 copies each minute, while professional, high-speed machines process as many as 100 CPM.

 

Cost-per-copy (CPC) program: A billing arrangement where costs for maintenance, supplies, and equipment are bundled together and billed as a "per copy" cost.

 

Dots-per-inch (DPI): Describes the color density on a printed page. The higher the number, the higher quality the print.

 

Duty Cycle: Also referred to as the "life span" of a machine, which is measured in "clicks" or number of copies rather than operational years.

 

Electronic Document Management (EDM): A document storage and retrieval system where hard copies are scanned and stored using an all in one printer copier.

 

Finishing Options: Features such as stapling, printing "sets" of a document, and folding that can be performed by some machines.

 

Multi-function Device (MFD) or Multi-function Product (MFP): Also referred to as an all in one machine, a machine that copies, prints, scans, and sends and receives faxes.

 

Red-Green-Blue (RGB): The color printing process that produces higher density and better quality images than CMYK or business color.

 

TCO: An acronym for Total Cost of Ownership, the estimate used by vendors that includes equipment and service costs.

In many cases, copier machines can actually perform the tasks of several different office machines. Printer copiers with the ability to scan documents, send and receive faxes, and store document information can help your business conserve resources, save on electricity costs, and use less office space.

Purchasing an all in one printer copier can help reduce or even eliminate the costs of outsourcing printing projects. Outsourcing is a good choice for many businesses, but can become expensive as more materials are printed. Making last minute changes, placing large orders, or requesting a quick turnaround can all add to costs. If you find that you use print services several times a month, and are spending thousands of dollars or more for projects due to expediting or volume charges, you may want to consider an in-office machine. A simple cost-benefit analysis can help you determine the amount you would save by shifting printing in-house.

 

Owning a machine allows your business to have complete control over printing costs. You can save by purchasing supplies in bulk, recycling supply components, and using more cost effective materials. Most business managers are surprised to learn that buying environmentally friendly supplies can offer a significant cost savings over traditional materials if they are purchased in larger quantities. By housing a machine in your office, you can print selectively and store most documents online, further reducing supply costs.

A big concern among "green" businesses is the waste created by the commercial printing process. The paper industry is one of the leading industrial carbon emitters, and chemical supplies are incredibly harmful to the environment. By purchasing an in-office or all in one machine, your business can control the number of documents printed, the types of supplies purchased, and the amount of electricity a machine uses. You can even purchase a used or refurbished machine, and recycle the machine or its components at the end of its use life.

Using a single machine for your printing, copying, scanning, and faxing needs will use less power than separate machines for each function. One machine uses fewer supply components, such as ink cartridges, and also takes up less office space.

 

The convenience of an in-office machine is often cited as the number one reason for purchasing a new printer copier. Printing in-house is easier and takes less time than hiring a document replication service or commercial printer. You'll have access to copied and printed documents for proofreading and distribution immediately, without the gap time it would take to hire a professional printing company.

 

 

 

 

 

There are copier options available for every type of business. The type of machine you choose will ultimately depend on the number of copies you need to make and the speed at which you need to make them.

“Volume" is the term used to describe the number of copies a machine is able to produce. Most vendors will refer to machines in terms of "life span," a term that describes the total number of copies made by a machine over the course of its use. Your copy volume also determines costs for supplies and maintenance. Once of the most common billing programs, "Cost per copy," or CPC, calculates the average cost of each individual copy, taking into account equipment, supplies, and maintenance costs (Supplies are usually delivered on a monthly basis). Your billed "per copy" each month- the more copies you make, the higher your bill.

 

For businesses with high copy volume, a CPC program might not be the most cost effective choice. Many choose to purchase or lease a machine separately, often opting for low-cost recycled or refurbished printer copier options. This way, you can purchase consumables like paper, ink, toner, and other supplies in bulk, generally for a lower cost.

 

Copy volume is easy to determine if you own or lease a machine already- just check the counter, similar to an odometer on a car. If you're purchasing a machine for the first time, you should base your volume estimate on some combination of outsourced costs and printer volume, if you plan to buy an all in one printer copier. Have an approximate number in mind before speaking with a salesperson.

Speed is one of the foremost considerations for businesses looking to purchase a new copier machine. Vendors measure speed in terms of how many copies can be made in one minute: CPM (copies-per-minute), or PPM (pages-per-minute). Professional printing companies generally employ machines with 100 PPM capacity or more. If you plan to use the machine for basic document reproduction, and have fewer than 10 employees, a machine with 15 to 20 PPM capability will probably be sufficient. If you plan to produce reports or other marketing materials, however, you may need a faster machine. Businesses such as insurance companies, law firms, or others that must keep several different printed copies of records should look for a slightly faster machine- a model with 20-30 PPM capacity is a good choice for these types of businesses.

 

Consider the number of copies you'll require (volume) and the types of copies (color, high resolution, etc.) when evaluating copy speed requirements. Color and high-resolution copies take more time to print than black and white, and finishing features like folding, stapling, or cutting will also take up more time. Faster machines are more expensive- if you can plan ahead by distributing large print jobs over many weeks or months, you may not need a machine with a high PPM capability.

 

 

 

 

 

Features such as color printing capabilities, document tracking, and finishing features are available on most all in one machines. Office copiers can perform most of the functions of a commercial printer: You can create brochures, business cards, reports, and presentation literature for a fraction of the cost. Here are some of the most popular advanced and finishing features:

Graphic design firms, art dealers, architects, interior designers, and many other businesses may need to print color materials. Color printer copier features will add to the cost of a machine- the higher quality prints you require, the more expensive the machine will be. Here are a few of the most common color printing options:

 

Businesses that bill clients for hourly work or materials costs, such as law firms, CPA offices, or others, often choose a machine with tracking features. Document tracking identifies copy time and supply use (paper) based on a client, project, or even company department. If you use a network-linked machine, you can scan documents for storage, tracking them by category or file name. Tracking is beneficial for several reasons: you can identify which projects or departments are using the most resources, and make adjustments accordingly.

An all in one printer fax scanner copier machine will give your office the capability to scan documents and store them electronically. Not only will this cut down on the costs of buying separate machines, you'll also save on supply and storage costs.

 

 

 

 

 

The newer copiers today use mainly digital technology. Old analog machines were very difficult to link to an office network because they use older technology. Most businesses choose to upgrade to a digital machine: they have longer life spans, are usually easier to add upgrade options, and have more features. Digital machines are also typically less expensive than machines that used analog technology.

The best way to take advantage of a printer copier machine with network capabilities for electronic document storage is to choose an all in one printer fax scanner copier. This single machine replaces several other pieces of office equipment, cutting down on supply costs and making document management more effective.

 

All in one machines are usually easy to operate, and have all of the same features as a machine that has only print and copy capabilities. The initial purchase price may be slightly more expensive than a basic printer copier, but the long term savings usually make up for the difference in cost.

Copier machines or all in one devices that are able to store document information require memory capacity, similar to a computer. Memory capacity can be upgraded: you can purchase additional storage as needed over the life of the machine. The amount of memory needed depends on the types of documents that are scanned, copied, or stored. Large volume documents, such as reports or large files, take up more memory space. Businesses with a large number of employees that use the machine every day generally require more memory. Approximate your use of the machine for scanning and storage before talking to a vendor.

Copy machine vendors refer to equipment, supply, and maintenance costs as the "TCO" or total cost of ownership. You have the choice to purchase each one separately, or as a "package deal," through a cost per copy, or CPC program. Whether you finance the purchase, lease equipment, or contract for supplies will depend on your budget and specific needs.

The cost of copier machine equipment (the machine itself) ranges from a few thousand dollars to tens of thousands. Used or recycled printer copier machines are generally the least expensive options. When it comes to copier equipment, you can buy, lease or finance your purchase. Most vendors who lease or finance machines require the purchase of a warranty or service contract. Purchasing equipment by itself, rather than through a vendor contract that obligates you to purchase supplies from a certain source, is a great way to save on consumables such as ink and toner.

 

Many businesses buy a basic model office machine for everyday use and continue to outsource more complex jobs (large volume, high resolution or color prints) to a commercial printing company. Since features such as photo printing and high- resolution image production increase the price of a machine substantially, hiring a professional printer for some jobs might actually save overall costs.

"Consumables" are the supplies such as paper, ink, and toner that are necessary to print documents. Suppliers can deliver materials weekly or monthly, so you'll never run out of the supplies you need.

Though ink and toner made of harsh chemicals are usually the cheapest to purchase, these materials often require special disposal procedures. You may need to send used containers or components back to the seller or manufacturer for disposal. "Green" materials can be found easily online, or even at major retailers.

A service or maintenance contract is often required with the purchase of a machine. Even if you are not obligated to sign a service contract, it can still be a good idea, especially if you rely on document printing for core business functions. Many vendors offer to provide "loaner" machines if your machine is unable to function. It's also common for a contract to contain time guarantees specifying the length of time it will take for a service technician to reach your office in the event of technical problems.

 

If you purchase a machine that is under warranty, it might not be necessary to purchase a service contract up front but still recommended. In many major cities, it's easy to find a business that specializes in copy machine repair. If a malfunction or problem with the machine won't seriously impair your business operations, you can save by purchasing a less extensive (and less costly) service agreement.

 

 

 

 

 

 

 

 

 

 

 

 

Before you contact copier vendors, you should try to get a good idea of your copy volume, speed, copier options, and printing needs. When shopping for copy equipment, make sure you consult with a reputable vendor before making a decision, and compare thoroughly your needs with the proposed system as well as your budget with the quote. Here are a few more suggestions that should help you get a great copier.

 

Estimate on the high end for volume and use. If you already use a copy machine or printer, check the copy counter on the display, and add at least 10% to this number in your initial estimate. Those businesses that are purchasing a printer copier for the first time can estimate copy needs by consulting other businesses that are similar to yours in terms of document printing and storage. You can also ask vendors for use estimates, or base your total use on past commercial printing volume. Make sure you give a high estimate, taking into account printing, faxing, and other functions if you plan to buy an all in one printer copier.

 

Evaluate features and costs. Try to determine the kinds of copies you'll need and how fast you'll need them to be produced. Since additional features and premium options can increase the purchase price of a machine significantly, make sure you're purchasing only those features you'll regularly use.

 

Learn the Terms. Try to become familiar with the "lingo" and acronyms used by copier salespeople. Review industries terms, and determine with confidence- the more knowledgeable you are about what you want to purchase, the likelier you are to get a better copier.