Things to Consider When Buying a New Printer or Copier

Things to Consider When Buying a New Printer or Copier Leave a comment

Investing in a new business-grade copier is likely to be a big undertaking, whether you manage a little business or oversee a large, demanding enterprise. However, purchasing a new copy machine is more complicated than simply looking at the price tag to pick one that fits your budget. While price is undoubtedly significant, other criteria should also play a role in any purchasing decisions you make. The following points to consider as you look for a new print device can assist you to select one that best suits your company’s specific requirements.

1. Upgrade Options

A wide variety of system functions is included with the great majority of current copiers. However, there is always space for improvement, especially as your office’s printing requirements change over time. Pay particular attention to any add-on features that boost overall workplace efficiency and productivity while enhancing your copier’s capabilities. The following are examples of common device add-ons:

  • Pamphlets, booklets, and tri-folded items can be finished in a variety of ways.
  • Access control with card readers
  • Larger output trays for high-volume copying without interruption
  • Encryption and wiping options for hard drives are available for added security.

2. Print Volume Requirements

Another important aspect of your new copier purchase to consider is print volume. The average volume of printing, copying, and faxing in your workplace will ultimately determine the size and type of copier that is best for your needs. Enterprise-level enterprises with multiple users and significant print volumes may benefit from larger copiers with higher-capacity paper trays and faster page-per-minute (ppm) rates.

Consider your office’s average print volume using auditing tools or prior print shop service agreements before making a decision on a copier. This can help you determine your actual printing requirements and the workgroup of copiers that is most suited to meet those requirements.

3. Colour Printing

Colour printing is an often-overlooked feature of document production, particularly when purchasing a copier on the basis of cost. If you’re creating colour photographs, presentations, or other papers, having the ability to print in colour might be quite useful. A colour copier may cost a little more up front, but it will save you money in the long run by removing the need to outsource these print jobs.

Getting a copier that only prints in black and white could save money in the short term, but it will significantly limit what customers can do with the machine. When purchasing a colour copier, think about your company’s most common print needs as well as your budget.

4. Mobile Printing Services

Mobile printing is becoming a de facto need in most office contexts, thanks to the spread of mobile devices and more organisations adopting the “Bring Your Own Device” trend to boost employee productivity. As a result, the vast majority of today’s copier models now support wireless printing from smartphones, tablets, and other mobile devices. This type of feature is useful for speeding the document creation process by removing the desktop as a middleman and enhancing overall productivity among mobile device users.

5. Hardware/Software Integration

Last but not least, think about how well your new copier will integrate with the rest of your document production equipment. Seamless integration has a number of advantages, including minimum project disruption and low impact on worker productivity and IT infrastructure. Even the user interface can have a big impact on integration efforts because a new user interface often involves a lot of user training, which has an impact on the print volume and overall productivity.

6. Security Management

The greater sense of security that comes with network-connected gadgets is a plus. If you only look at this equipment as copiers or printers, you would not think they require security. Until you realise that, like computers, traditional office equipment is now an integral element of your IT network.

When you add printers to a network, you’re technically adding another computer, and IT departments want to know whether and why they can trust them.

Many digital multifunction devices have this capability, requiring users to input a code before making copies or accessing mailbox functions. This ensures security by prohibiting unwanted access while also allowing you to analyse current usage patterns by the department. The majority of business-grade printers now feature user codes, which enable the printer to save print jobs in memory until the user inputs their code to the device to print their papers. This protects secret information from being left in the output tray for others to see, and it can also save money by reducing the need for some users, such as senior managers, HR managers, and other users that need to print sensitive documents, to utilise a personal printer.

As optional extras, many manufacturers offer network security features and security kits. These give data overwrite protection, which, when properly configured, helps secure device access and documents, ensuring the security of your sensitive data. If security is important to you, as it should be if it is used by several people on a network, make sure you question your supplier about these characteristics. You can check the international standard certification of IT security in your printer – ISO/IEC15408.


At InOne Solutions, we are specialised to consider all the above-mentioned aspects to provide a premium printing solution for your business. Please feel free to contact us to get the top quality solution at an affordable budget. We guarantee a 10% price beat guarantee in the selected products and services.

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