The modern, multifunctional business photocopiers combine laser printing, scanning, faxing, copying and more into one networked machine, as compared to the analog machine of the past that could just make copies of your documents.  Since modern digital copiers have lesser number of moving parts, they breakdown less and are also less noisy. They are also better at reproducing pictures and documents with fine lines.

What are the different types of digital copiers?

• Digital multifunction copiers- combine the functions of printers, scanners, fax machine and copiers. Some machines can be upgraded with a ‘plug and play’ upgrade, while others need extensive hardware fixes. Incase you rarely need to take out color copies, an inexpensive all-in-one inkjet printer with scanner would suffice.
• Digital color copiers- work like a computer scanner connected to a laser printer and support color printing.  They may cost 20%-30% more than the black and white copiers with the same volume rating and speeds.
• Hybrid copiers- are best for those needing some copying and color printing, as by switching from black and white to color modes, you save money in consumables like paper, fuser oil and developer.

How do I choose the right office photocopier for my business?
By asking yourself a few questions you would understand your requirements.

• Know your copier requirements- Most of the multifunctional products do more than copy, including scanning, printing and faxing.  Modules supported for these functions are sold as additions, enabling you to choose if you want to add functionality. The copier connected to your internal network permits your staff to copy, fax or scan from their computers. If you require a color supported copier you can either pick a color or a black and white hybrid.
• Know your copier volume- regarding the number of copies required monthly. If you lease or own a copier, you can know the usage by seeing the counter under the platen glass, but if you are using it as a network printer, step-up the figures by 30%-50%. Add another 15% to take care of future growth and other unforeseen costs.
• Know your copier speed- which is measured in copies per minute(cpm), outputs per minute(opm) or pages per minute(ppm), referring to the number of letter sized pages produced by the machine per minute, in full speed. Enquire about the first copy speed if you expect to make a number of one time single copies.
• Take a demo- before you decide between the three types of copiers. You can ask the dealer to bring the copiers to your work place and hook them up to your network or visit the dealer to see its working.

How do I evaluate photocopiers?
Consider the following features while evaluating digital copiers.

• Automatic document feeder (ADF) – allows you to copy documents of multiple pages without lifting and lowering the cover for each sheet you copy. You simply drop a stack of about 50 pages into the feeder, press start and let the ADF pull each page.
• Sorting copied sets electronically without using sorter bins. Allows you to make unlimited sets at one time.
• Finishing- by using finishers like automatic staplers, three hole punches, folding, saddle stitch binding etc, you can copy many sets of multi- page documents.
• Paper supplies- like cassette, paper tray, paper feed unit or pedestal are important incase you require to copy onto different stocks lie legal sized stock, transparencies, or letterheads , without reloading the machine. Normally, copiers include one fixed size and a few adjustable paper trays.
• Printing- by adding a network card and printer module to the digital copier, doubling as a laser printer and working at similar speed it makes copies. Cost per page is 20% of laser printing costs.
• Faxing- by adding a fax module, you can receive and send faxes via the copier. Multiple faxes can be sent by using document feeder, or fax single pages through copier glass.
• Stackless duplexing- by sorting every side of the original page in memory, thereafter printing both sides of the copy.
• Automatic sizing- enables the copier to note the proportions of the original paper and adjust itself using reset settings, even if the copying paper size is different.
• Automatic shut-off- saves energy and reduces wear on a copier by switching off the machine if it’s not used for a set time period.
• Security- entering a code before making copies prevents unauthorized usage and allows analysis of the pattern of current usage by the department.
• Image editing- adding watermarks, automatically numbering pages or adding a stamp date while making duplicates. Most can rotate scanned images or combine images creatively.
• Scanning- each document being copied into memory before printing a copy.
• Wired and wireless connection options- like wireless LAN standard or Bluetooth wireless board or USB interfaces, allowing you to connect to storage devices or laptops.
• Environment friendly- as they come with energy saving modes causing the machine to power down if not used for a set period of time.
• Copier memory – copier should have sufficient memory to store scanned images, faxes and documents sent for printing. Bigger Random Access Memory (RAM) makes the machine more powerful and improves speeds.

Consider cost of consumables, especially for color copiers.

• Paper- cost play a vital role, thus proper selection is required especially for color printing. Paper for color printing is more expensive, heavier and brighter.
• Toner- colors like magenta, cyan, black and yellow come in separate cartridge or bottle and need replacement once they finish.
• Developer- needs to be mixed with toner to be magnetically attracted to the copier drum and fused onto paper. Mostly separate developers are required for every tone color and you need to change developer once copies become lighter.
• Fuser oil- is needed in the final step in the process of copying and doesn’t need replacement often.

How much does a copier cost?
Price varies by location, quality, feature set and service contracts. It is best to compare photoopiers from multiple vendors to find the cheapest price. Compare total cost of ownership with leasing that charges per copy. Depending on your expected copy volume, it may be cheaper to lease.

If you are buying from a dealer, ensure that you get a good service contract.  Check dealer reference. They must be responsive to service calls, especially emergencies.