The Office Photocopier: How to Make the Right Choice

Posted on August 11, 2022

Topics: Office Technology

The Office Photocopier: How to Make the Right Choice

Whether you are setting up a new office or upgrading your existing office equipment, choosing the right office photocopier is not only important to ensure the smooth operation of your business but it’s also important for your budget. 

Many times here at OT Group we get the question, “what’s the best office photocopier?”

The truth is, there’s no right answer. It depends. There’s no one single best office photocopier. The office photocopier that’s best for your business is completely unique to the specific requirements and budget of your organization. 

The best office photocopier is the one that cost-effectively accomplishes the business tasks that you need it to do. 

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With that in mind, in this blog we’ve listed a few tips to help you choose the “best” office photocopier for your organization's specific needs. We hope it helps, and, if not, we’re always here to answer your questions.

1 - Determine what your business needs an office photocopier for

There are a number of factors that will dictate what photocopier works best for your business. To help determine that, you need to assess what your organization will be using the photocopier for, how often it will be used, your workflow when using the device and how many users will be using it.

Some helpful questions include:

  • Are you just copying documents, or do you need to print, fax scan documents as well?
  • Do you need colour, or is black and white all you need?
  • How much will you be copying on a daily, weekly or monthly basis? 
  • How many users will be using the photocopier?

Once you have assessed what you need from your office photocopier, you’ll then be able to better understand and evaluate the capabilities of each of the photocopier solutions on the market. 

2 - How much is your budget for an office photocopier? 

Shopping with a strict budget in mind will likely limit the number of office photocopiers available to you quite heavily, but, of course, it’s an important consideration when making any business decision. 

We recommend going into the decision with a rough idea of your budget, but with the flexibility to adapt if there’s a machine that can better meet your needs as a business. Since photocopiers can vary in price so drastically, it’s a good idea to have a rough price. 

This brings up another question, around whether your business wants to buy the photocopier outright and treat it as a capital expense or lease the device and treat it as a business expense. 

There are benefits and cons to both sides. For more information, please read our blog Should My Business Purchase or Lease a Printer? The Pros and Cons.

In addition, you also have the option of purchasing refurbished technology

3 - Make sure you choose a reputable brand

There are a number of reputable brands that offer photocopiers, such as Kyocera, Sharp, Canon, Ricoh, Xerox and Konica Mintola. Make sure you go with one of these reputable brands so you can be assured that the manufacturer will continue to offer support, software updates and parts in the future. 

4 - Choose an office photocopier that’s secure

Office photocopiers today hold significantly more sensitive data than ever before. They are connected to your network, information can now be stored on the device itself and they are connected to your company’s WiFi and employee emails. This means that photocopiers are now a gateway to your organization's sensitive data, and many cyber criminals will target them. 

When choosing your office photocopier, make sure to understand the security features of the devices available to you. Some machines will be set up to be more secure than others. 

Are you looking for the perfect office photocopier for the unique needs, requirements and budget of your Ontario-based business? Get in touch with OT Group today. Our team of office technology experts would love to help.

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