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Buying a Multifunction Copier 101 - The Basics
Functionality
Obviously all copiers "copy," but what else can help your organization? Most machines have the option (if it doesn't come standard already) to print, fax, scan and e-mail - hence the name "Multifunction Copier." Consolidating assets here can really help your bottom line which we will discuss more in Buying a Multifunction Copier 404.
Volume
After you select what basic functions in the machine you desire i.e. printing, faxing etc., do a quick calculation of the monthly or quarterly paper being used in your current devices that actually perform the functions you want in your new machine described above. For example, if you would like to find a machine that copies and prints, take an estimate of paper being used in specific copier(s) and printer(s) you would consolidate. A good tip is that a case of regular letter size paper contains 5,000 sheets (10 reams x 500 sheets each). Volume, like speed (seen below) has a segment gauge for volume. By correlating the two, you can get a basic idea on what machine is best suited for your output.
Volumes Below Represent Monthly Impressions Generated
Volume Segment 1 - 0 to 5,000
Volume Segment 2 - 5,001 to 15,000
Volume Segment 3 - 15,001 to 45,000
Volume Segment 4 - 45,001 to 100,000
Volume Segment 5 - 100,001 +
Speed
In the copier industry, a simple formula is used: Volume = Speed. Simply put, depending on what your volume is, this will decide what machine will fit your needs best. Mathematically, you can get very detailed, but the simplest method to decipher what speed range is needed is by breaking things down into another few segments.
Speeds Below Represent Pages Per Minute (ppm)
Speed Segment 1 - 1 to 22
Speed Segment 2 - 23 to 45
Speed Segment 3 - 46 to 65
Speed Segment 4 - 66 to 90
Speed Segment 5 - 91+
Finishing
Do you need want to staple, hole punch, fold, or saddle stitch? Depending on your needs, this can be a real time saver. With most machines, it's not an expensive option to have some or all of these features. If you're not sure at the time you're evaluating, it's not a big deal because you can usually add it later.
Paper Capacity
Do you require additional reservoirs for paper that is more than usual? Some of the more "commercial grade" machines have the ability to add an additional source or sources of paper to cater to higher volume areas. Most consumers won't need to worry about this upgrade unless your volume consistently exceeds about 20,000 impressions per month.
Color, Black and White or Both?
In the not too distant future, this won't even be a question, but for now is simple enough - do you need it? Can you save by printing color documents in-house on your new multifunction copier versus using desktop color printers or outsourcing your color printing?
Scanning
This is becoming so important, we will have a class completely devoted to scanning. But for now, envision the documents currently in drawer or filing cabinets you access daily, weekly or monthly being accessible from your computer - would this help your office be more productive?
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