A few years back, printers and copiers were two distinct pieces of office equipment, each with its own
purpose. Today, the lines have blurred thanks to high speed office networks and
multifunctional, digital designs. Modern all-in-one business copy machines can
copy, scan, and fax as well as print. Some can even connect to the cloud,
upload and download documents, and send emails. Advanced features include
wireless connectivity, biometrics, account codes, duplex (two-sided) printing,
collating, stapling, and three-hole punching. In addition,
full color copiers have arrived boasting robust features and producing high resolution, full color
documents. Some have additional
advantages such as energy savings, high capacity paper trays, or high yield ink
or toner cartridges. Depending on your needs and budget, business copiers can
be purchased outright or leased.
printer / copiers allow a single machine to serve multiple functions, the sheer
number of models and options available make choosing a copy machine for your
business a challenging task. This guide breaks it down for you, helping you to
find the right copier for your business and budget.
Between Monochrome and Color Copiers
Where to start? The first
choice is to decide between a monochrome or color copier.Monochrome copiers — Typically laser-based,
monochrome business copiers produce black text and graphics.
Color copiers — Color copiers can be
either laser- or inkjet-based. Because they use multiple colors of toner or
ink, they tend to have higher costs than their monochrome counterparts.
However, they produce full color documents which could be desirable depending
on your intended uses.
Consider how you will be
using the printer / copier in your business. If you simply need to print and
copy documents such as memos, correspondence, and invoices, a monochrome
printer should be fine. On the other hand, if you will be using it for reports,
sales materials, instructional materials, transparencies, labels, newsletters,
and flyers, the ability to produce color documents could be desirable.
the Appropriate Classification of Your Printer / Copier
Printers and copiers are
built for different scenarios, making it important to understand what category
of printer you should be looking at. For example, someone working out of a home
office will have dramatically different needs than a team working out of a
large corporate office.Small business copiers — Ideal for home offices
and smaller businesses, these multifunction printers tend to be more compact
and suitable for the desktop. Their small size saves space. These printer /
copiers tend to be the least expensive of the bunch, though many perform
multiple functions. Those at the low-end of the price spectrum tend to have
fewer features and potentially higher ink and toner costs. It’s worth stepping
up to a small business printer / copier that will best suit your needs, which
will generally put you in the $300 to $700 price range.
Office or work group copiers — If your small business
has multiple employees, a networked office copier / printer is a great choice.
These multifunction printer / copiers tend to be larger than small business
copiers, though some are suitable for a tabletop. They tend to have more
features than small business copiers including document feeders, multiple paper
trays, or even wide format printing. Because they are intended to be shared
across the network, most include Ethernet or wireless connections. Depending on
the size of your office, you may want to consider models that accept high yield
ink or toner cartridges as the machine won’t run out of ink or toner as often.
This will also likely result in lower ink and toner costs over time.
High Volume / Enterprise
— The larger the office, the more demands that will be placed
upon your printer copier. These machines get a lot of use. Thus, they must be
faster and more efficient. They tend to be freestanding with multiple paper
trays. Since they will be used across the office and usage will vary, desirable
features include: network connections, fast print speeds, duplex printing,
cloud features, document feeders, staplers, security features, high capacity
paper trays, high yield inks and toners, and account codes.
the Right Features
No matter which
classification of printer you’re looking for, you’ll need to select from a wide
range of features, most of which are available in small business, work group
and enterprise machines. Features to consider include:Ink versus Toner — Laser printers are
known for their speed, crisp imaging, and economy for high volume printing
while inkjet printers are generally thought of as being great for color but
slower and with higher consumable costs. If color is an absolute must, keep in
mind that color laser printers are available, so it’s not necessarily a
deciding factor. The speed gap between laser and inkjet printers is closing
thanks to printhead innovations, and ink costs can be more manageable than in
the past thanks to higher yield ink cartridges and new ink systems.
Print Speed and Volume — How many pages per
minute (PPM) does the printer / copier you are considering produce? The higher
number of pages per minute, the faster it is. While speed is desirable, it is
closely related to volume. For example, if you only print a handful of
documents each day, speed is less important than if you print hundreds or
thousands of pages each day. In a shared environment, print speed is especially
important in avoiding backlogs.
Print Resolution — Print resolution is
expressed as dots per inch (DPI) with lower DPI being lower quality than higher
DPI. Entry-level office printer-copiers typically start at about 600 dpi which
is sufficient for basic documents. The highest quality printers have DPIs as high
Paper Capacity and Paper Size
— For high volume printing and copying, you’ll want to pay
attention to paper capacity. The more paper that the copier can hold, the less
often you’ll have to reload it. In addition, most printers and copiers can
handle letter (8.5” x 11”) and legal (8.5” x 14”) paper sizes. Wide format
printers are available. If you need to print larger documents, this will be a
Duplex Printing — The ability to print on
both sides of the page is called duplex printing. This feature can cut your
paper costs in half and is desirable if you print a lot of long format
documents such as policy manuals and reports.
Document Feeders — Multifunction printers
are able to scan documents, but not all of them include a document feeder which
is useful for scanning multi-page documents. If you anticipate scanning
multi-page documents, a document feeder will save you a lot of time.
Collators, Staplers and Hole
— Being able to collate, staple, and three-hole
punch documents is another great productivity feature for busy offices.
Memory and Storage — Printers and copiers
typically include anywhere from 256 megabytes to 1.5 or 2 gigabytes of RAM for
storing documents and scans. Some include internal hard drives for even more
Buying or Leasing a Printer / Copier
Depending on the type and
cost of the printer, you may need to choose between buying or leasing it. Both
have their advantages and disadvantages. Buying a printer outright can bring
peace of mind knowing that it’s paid for while leasing can spread the cost over
time, making a larger investment easier to manage. There may be tax advantages
to leasing as well. In both cases, DuraFast Label Company can help.
Multifunction Business Printers and Copiers Available from DuraFast Label
DuraFast Label Company
Epson photocopiers and office printers for all scenarios ranging from
home and small offices to networked office and enterprise environments. We also
sell mobile printers for working on the go.
Epson is known for
manufacturing high quality printers and copiers. Its inkjet technologies are
highly regarded and cost effective thanks to innovations such as EcoTank and
Replaceable Ink Pack System that make ink much more affordable. EcoTank
eliminates the need for ink cartridges altogether by storing up to two years’
worth of ink in refillable on-board ink tanks. Epson’s Replaceable Ink Pack
System uses large high yield ink packs rather than ink cartridges. The largest
of these ink packs has a page yield of up to 80,000 pages.
If you’re in the market
for a new office copier, Epson’s multifunction printer-copiers are an excellent
choice for small business, work groups, and enterprise organizations. High
resolution, full color imaging and Epson reliability are just the beginning.
Innovative printhead technology and new ink storage and replacement systems
make inkjet printing faster and more affordable than ever. Depending on your
preferences, models are available with the features you want such as duplex
printing, document feeders, staplers, three-hole punches, wide formats, high
capacity paper trays, and more. Document finishing and bridge units are also
available for select models.
DuraFast Label Company has
a long relationship with Epson. We know these products inside and out and are
committed to helping you select the best copier for your business. Visit
DuraFastLabel.com to learn more.