Digipro’s guide to buying a photocopier.
Here at DigiPro, we want each one of our customers to make the best decision to suit their needs when buying a photocopier. Our dedicated team are on hand to talk you through the current options and help you in making the right choice. Give us a call today and we will be happy to help. We also understand that some customers would like to do a little research before finding out more. For this reason we have added a buyers guide to our site, we hope you find it useful.
Buying a monochrome copier.
Studies have shown that in today’s market. Electronic goods such as photocopiers and computers have a maximum life of 5 years before advances in technology make the product no longer cost effective and changing the machine for a newer model is recommended. For this reason we will assume 4 -5 years of use. The purchase choice of any any item of office equipment is really dependent on a number of factors:
Photocopier Features
As a minimum, the photocopier you decide to invest in, must be able to do everything you need it to do not only now, but in years to come. There are some features that are necessary, some that are "good to have" and others that you didn’t even know you needed! Many photocopiers have options that can be added at a later date. This could be the best consideration when an option becomes required.
Photocopier speed and size issues.
When trying to decide which machine may be best for you organisation, it is very useful to have an idea of the estimated monthly volume of copies you intend to make. If you are upgrading, information of current use can be obtained from your present copier or invoices from your supplier. Remember to factor in if there are peaks and through in you photocopier usage. If the usage is not even it is worth considering faster machine to meet demand during the busy times.
| Copier Range | Average Monthly Volume (copies/month) | Recommended Speed Range (ppm) | Comments |
| Low | less than 8,000 | up to 20 ppm | Be careful - very low speed copiers/multifunction devices are only suitable as desktop machines doing a few hundred copies/ month |
| Mid | 8,000 - 10,000 | 20 - 25 ppm | Most copiers in this range now come with advanced options such as document feeders, sorters, finishers etc. |
| Mid | 10,000 - 20,000 | 25 - 35 ppm | If speed is a priority, then keep an eye on the more economically priced 40 ppm machines |
| Mid | 20,000 - 30,000 | 35 - 45 ppm | Some vendors promote a 50 -60 ppm machine for this range but this isn’t really necessary |
| Mid | 30,000 - 40,000 | ;45 - 49 ppm | Upper mid-volume territory. Consider 50-60 ppm if speed is a priority |
| High | 30,000 - 40,000 | 50 - 60 ppm | If on a tight budget or speed is not a priority, then consider a 45 - 49 ppm |
| High | 40,000 - 75,000 | 50 - 90 ppm | The 50-60 ppm recommended above can go higher than 40,000 copies/month. However, speed will be the determining factor. |
| High | 75,000 - 100,000 | 75 - 100 ppm | This volume is in the high volume usage range. You will need to get competitive quotes and to get the best buy for your money. Analyse all the features carefully! |
Paper Capacity
Most modern copiers have a number of paper feed trays to accommodate different sized paper (say A4 and A3 ) Faster machines tend to have at least one large capacity A4 bin, that takes upwards of 1000 to 5000 sheets, and an A4R tray to cover reduction of A3 originals to A4 copies. Again usage and volume are the deciding factors here. A rule of thumb is that you should not expect on average to fill your machine with paper more than once a day. A formula for calculating the size of the main bin would be: Copiers per month/working days per month/ X 1.5 to allow peaks in usage and round up to nearest 500 ( Paper ream ). An office with an average monthly volume of 30,200 copies working a 5 day week would work out at (30200/20)*1.5 = 2265 rounded up to 2500. A Canon iR3570 has a standard capacity of 1,100 sheets with an option of another 1,100 sheets. This would be close call to whether the 2500 capacity side paper deck would be necessary. If the office was expanding in the future it would be wise to add it.
Toner recharging.
As with paper capacity, replenishing the toner needs to be taken into consideration. Most modern machines have come a long way in this field and it is now something that needs to be done less often and is easier to do. Some of the more advanced machines will even let you change toner without halting production.
Paper Size.
This is a decision that really does come into play with the smaller machines. Nearly all our machines listed will handle A4 paper size which is fine for a lot of applications. If being able to copy/print in A3 is a requirement then this will discount a lot of, but not all the desktop photocopiers. Most copiers have a reduction / enlargement option but it is always work checking that this will meet the requirements.
Document feeder.
Unless you are a company that likes to socialise around the photocopier, then a document feeder option would be well worth considering. Make sure the ADF capacity will match the stack and size of the original documents that you will normally copy.
Finishing options.
Finishing options are not just limited to the production environment. Stapling, collating or hole punching are some of the finishing options that will help to boost the efficiency of your office. Again this really depends upon how much these features would be used to offset the cost of the option.
PIN access, secure printing.
Some machines have P.I.N. ( Personal Identification Number ) access features that provide control over access and allow some basic data on usage for cost recovery purposes. Networked digital copiers usually have a "secure print" option that allows a confidential file to be sent to the copier but not printed until the sender releases this with a code at the copier.
Scan and Network print
Many modern Digital Photocopiers have the ability to be connected to a network. This can be a great advantage as a network copier acting as a printer can greatly reduce printing costs and increase productivity by allowing automatic downloading and production of multiple, first generation copies. The scan to file option on many modern copiers has the advantage of moving towards the "Paperless office" document archiving will mean that you would no longer to keep hard copies of the original documents saving valuble office space and resources.
Budget and Total cost of ownership.
When planning to buy a new photocopier it is advisable to do a few calculations that will give an indication of the Total Cost of Ownership of the machine over the planned life cycle and to translate this to an effective net cost per copy. This is not always an exact science as in some circumstances the cost per copy can be more but the improved effciency in the office may mean cost saving overall.
To work out the total cost of ownership
The total cost of ownership = Capital cost plus the total copy charge minus other savings factors.
The capital cost can either be the purchase price of the copier or the lease charges over the period. The option to lease or to buy outright depends on the company situation. Leasing a copier over a five year period would give a capital cost at around 20% higher than an outright purchase. However, not funding the initial outlay and spreading the cost over the 5 year period would in turn have its advantages. Copy charge or service charge is sometimes also known as "pay per click". In most cases this will cover maintenance of the machine and repairs if something were to go wrong. It may cover toner but would not cover other consumables such as staples and of course paper. The "pay per click" charge will vary depending upon the machine and volume.
As an example a copier bought outright for £2500 with a pay per click service charge of 0.5p per copy and an average monthly volume of 20,000 would give a total cost of ownership of £8500 over the 5 year period. Leasing the same machine would cost circa £9100.
Colour Considerations
Colour is no longer out of the budget of the average office and with the enhanced presentation of documents that it provides, it is a worthwhile consideration. . Although colour is more expensive on consumables, remember the best business MFP’s do offer mono and colour simultaneously. It’s also possible to disable the colour on the MFP’s if you do not need colour now but want it in the future. High-end models apply all four colors in a single application. Low-end machines take four passes of the same image, rolling the paper around the drum four times to apply each color. While low-end technology is less expensive, it also makes for slower copying speeds.
Need more information on Photocopiers?
Our team here at digiPro will be only too pleased to answer your questions to help you make your buying decision. We also have very competitive prices and a great after sales service, so why not give us a call?
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