Finding the Right Machine

The type of copy machine you purchase should be able to meet your needs for volume and types of copies.  There are also a few features that certain businesses require, such as color copies, that will make a machine with these features necessary.  Here are a few business-specific features you might want to look for when choosing copiers.

Types of Copies

The type of machine you need will also depend on the types of materials you’ll need to produce.  If you print marketing materials such as brochures or fliers, you might need to shop for a color printer copier.  The options for color printing depend on the quality of the prints.  Higher resolution copies will usually be more expensive.  Business Color describes the most basic level of color printing, where colors approximated rather than matched exactly to the specifications or pantone colors specified in a document creation program, such as Photoshop.  Some businesses require exact matches.  If you own a design firm, for example, it will probably be important to maintain color integrity when making copies and printing documents.  You should also consider whether you’ll be copying media other than paper, such as fabric samples, that will need to be copied with a higher level of color integrity.  Higher color quality is usually more expensive, but is worth it if your business relies on these functions.

Tracking

Copy machines can be equipped with different tracking functions that can simplify document management.  Businesses keep track of copies for billing and project cost monitoring.  A good example of this is how law firms or other businesses that bill by the hour or by the project will monitor copies.  Usually each case, or each client, is assigned a specific code, so that time making the copies and paper charges can be billed to the client.  This feature is not standard on most machines, so make sure you ask if it is available if your business needs to track copies to specific categories.

Additional Features

A multi-function device like an all in one printer fax scanner copier can be a good investment for businesses hoping to consolidate document functions and cut down on copies made.  Almost any other office printing need, such as faxing, is probably available as a feature on a more sophisticated machine.  A multi function device will save you money n ways you might not have considered.  For example, on machine equipped with a “sleep” function can take the place of several smaller ones, saving electricity costs.  If most employees use their own or share printers with each other, one printer for the whole office will cut down on the cost of printer supplies like ink cartridges and toner. Consider all of your document needs before deciding on a copier.  

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