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In the digital age, the way business is done has changed drastically and the paperless movement is big.

It’s hard to argue with going paperless. It’s good for the environment and sharing documents online has never been easier.

However, business owners should consider the pros and cons before deciding to ditch their copier machines.

Hold-off on placing your copier on eBay or calling the distributor to cancel your contract. Here are 8 reasons businesses still need copier machines.

1. Copier Machines Are Also Printers

This might sound obvious to some, but we find it is still a common misconception.

Today’s office copier works differently from 20 or 30 years ago. With advanced technology, a company can use multifunction printers to do jobs in-house that used to require commercial printers.

Using a copier requires less ink than printing color documents. It saves money to print the original and then make copies for distribution.

Imagine the money a company can save by printing small posters for a trade show and then making copies.

2. Some Documents Require Actual Signatures

When it comes to legal documents, there are times when an original signature is required.

In these situations, managed print services come in handy. You can have a courier take the original documents to the client.

Once the documents are signed and returned, you can make copies and distribute them to the appropriate parties.

There are also times within the employer-employee relationship when documents must get signed in person. Afterward, a copy is returned to the employee and their management team.

A small business is more likely to still maintain paper files.

3. Your Client May Not Have a Printer

Yes, technology gives us the convenience of emailing documents. Sometimes the client is expected to print the document out for various reasons.

But what happens when your client doesn’t own a printer or have the ability to print?

Good customer services will dictate that the business delivers a physical copy.

Offering customers the option to receive digital or print copies shows that you are flexible. These small gestures can become the difference between maintaining a business relationship and sending someone to a competitor.

5. Business Meetings Are Better With Paper Copies

Business meetings are a time when everyone is focused on the needs of the company. Email meeting notes and other pertinent documents to attendees ahead of time allows everyone time to prepare.

However, when it’s time for the actual meeting, it’s time to put phones and tablets down. You don’t want people distracted by emails, text messages, and social media.

Command their attention with printed copies and highlighters. It increases engagement. Plus, they can write notes and outline key points from the discussion.

6. People Still Use Handouts

Some industries rely heavily on handouts. Think about churches and schools. On Sunday mornings, parishioners are given programs. Homegoing services have obituaries. At schools, students receive assignment handouts.

This list can go on, but there is a need for these businesses to need copier machines still.

Local advertising for a small business can include handouts, coupons, and sales flyers. For cost-saving purposes, it is better to do the printing in-house.

7. Don’t Limit How Your Business Operates

Not every business needs physical copies, but not every business can operate completely digitally.

The fact is, if you’ve gone completely paperless you might be limiting your business.

It’s important to consider your business needs as well as the needs of your customers; how you operate and what your customers expect from your services.

For most businesses, copier machines still serve a purpose. Don’t expect to see them become extinct any time soon.

As far as we’re concerned, even as businesses move closer to a paperless society, there will always be the need for a copy machine.

A recent study found that an average worker prints approximately 10,000 pages annually; now, that’s a lot of paper. Companies should ensure the printer they purchase be long-lasting and have efficient tools built-in.

At the Copier Depot, we investigated the best printer for your company and for your convenience, we’ve prioritized cost, efficiency, and the need to be user friendly. That way, your company can print pages quickly and easily.

Now read on about the best copiers for small businesses:

Our Final Thoughts on the Best Small Businesses Copiers

Choosing a printer can be challenging; after all, there are many to choose from and at various price points.

If you’re looking for a compact printer that’s easy to use and works efficiently, make sure you choose the Ricoh IM C2500 for your organization.

If you’re looking for a heavy-duty printer with more customization options, choose the Konica Minolta C658.

These printers offer the best features for any business. In fact, they can even be labeled the best copiers for small businesses due to their print and copy speed, customization preferences, and the ability to print on the go.

Picking a copier for your business is a critical decision. This major investment could supercharge your office productivity if you choose the best copy machine for your small business.

Conversely, the wrong copier could be a costly mistake, creating production logjams and slowing your growth.

It helps to know what you need and what your options are.

Here is a quick guide to choosing the best copy machine for your business.

What Are The Different Types of Office Copiers?

Commercial copiers fall into the following basic categories, some of which overlap.

Production Printers

Businesses that have high volume and resolution needs should consider a production printer.

A production printer is a beast of a machine that can handle large volumes of printing, copying, scanning, and/or FAXing at high resolutions.

This is usually more printing power than a small business needs, but for businesses that process a lot of paper, it could be the right choice.

Laser vs. Inkjet

Inket Printers

Inkjet printers are less expensive, the economical choice for businesses that don’t push high volumes of paper.

An inkjet printer uses ink and can only effectively print or copy a few pages at a time. They are also smaller, taking up less office space, and produce higher-quality color images.

Expect print costs to run 6 to 8 cents per page (including color).

Laser Printers

Laser printers, by contrast, take up more room, use powder toner, and cost more both to purchase and to produce copies (about 10 to 20 cents per page).

However, they also print much more quickly and efficiently, making them ideal for companies that must produce large quantities of paper records.

An inkjet printer could easily become overwhelmed.

What Features Should I Look For in a Commercial Copier?

Just like horsepower or fuel economy when shopping for a car, copiers come with statistics that can tell you if it’s suitable for your needs.

Here are the most important things to consider when selecting a commercial copier.

Print Speed

Print speed is rated in “PPM”—pages per minute. Tiny businesses or microbusinesses can get away with 25-30 PPM, but most average small businesses require at least 45-50 PPM. If you need high volume printing look for over 50 PPM.

Paper Capacity

This refers not only to how much paper the copier can accommodate but also the size of the paper. A small business usually needs “A3” or “A4” capacity. A3 goes up to 11×17, while A4 is limited to 8.5×11.

Scanning Ability

If you need to do a lot of scanning, a document feeder is a must. Scanner resolution is rated by pixels. 600-pixel scanning is fine for documents, but graphics need at least 4800 pixels.

Graphics Capability

The ability to print graphics is measured in terms of resolution in dots per inch (DPI). If you need to print or copy graphics on a regular basis, look for 2400 x 2400 DPI with good color management.

Ink and Toner

Make sure to check into the prices of replacement ink or toner. Expensive ink and toner can make a great deal on a printer into a bad deal.

Printer Memory

High-capacity printers and copiers need random access memory (RAM) to perform various tasks, as well as hard disk space or solid-state drive (SSD) space store documents and/or print jobs in queue or long-term. Copier RAM ranges from 256MB to 2GB; hard disk or SSD space from 1GB to 1TB.

Machines with more memory run faster. If your business does a lot of copying or printing, consider a copier with more memory.

Should I Buy or Lease an Office Copier?

Over the short term, leasing or renting an office copier is cheaper.

If your small business feels cash flow pressure, leasing a copier may be the way to go.

Leases may also include ink and toner costs, as well as maintenance and replacement. When the lease expires, you can also upgrade to the newest model, making leasing attractive to companies that need to stay on the cutting edge of document processing.

Purchasing a copier requires more money upfront.

However, over the multi-decade life of the copier, you will pay less, building equity in the asset like when you purchase a home.

A good manufacturer and/or retailer often offers warranties and service plans, comparing favorably with a lease service plan.

Who are the Top Manufacturers of Office Copiers?

Many companies produce office copiers, including consumer brands like Brother or HP. However, three names represent the best of the best in commercial copiers.

Having trouble deciding? Call Coper Depot today!

We are the oldest, most trusted seller and lessor of premium commercial copiers in Central Texas, with a passion for customer service and always on the cutting edge of the best copy machine technology.