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What is the Best Photocopier for Business Use?

Acquiring a photocopier or multifunction printer for your home office or business use is a real time and money saver. Photocopiers now come in different affordable options so even small businesses and home offices can afford them.  You will have the convenience of copying and printing in-house. Copy shops can be expensive especially if you need hundreds of copies daily. With multifunctionals, you can combine printing, copying and scanning in a single machine. Some are even capable of sending and receiving fax and emails.

Before we discuss the best photocopiers for business use, let’s discus the factors that you need to determine before choosing one.

Black and White or Colour

Color is more expensive. It is slower compared to black and white. If you need to produce marketing materials such as brochures, a colour copier is worth the investment. Choose inkjet digital machines because they are more affordable than laser.

Duplexing 

There are very few low priced copiers that have the ability to print on both sides of a paper. It’s worth paying a little more to save on paper.

Volume 

Desktop copiers are usually not designed for heavy volume so always check the manufacturer’s recommended monthly cycle. If the copier uses an ink cartridge, the average number of copies that each cartridge makes will tell you how often you need to replace it. If your expected volume is above the recommended number, it’s better to just rent a larger copier instead of buying a personal copier.

Paper Handling

You don’t want to be constantly refilling your paper trays so look for a machine that has a capacity of at least 250 sheets. You also need an automatic document feeder that holds around 30 sheets.

Response Time

Small volume copiers usually don’t have a warm up time. Choose a machine that has a first copy time out of less than 10 seconds.

Versatility

Choose a device that can handle a variety of paper sizes, weights and even other media like transparencies. If you need to copy from books or any item that cannot fit through a sheet feeder, choose a model that has a flat bed copier.

Choosing the right machine

You must consider the number of employees you have before choosing a model. This can be divided into 3 categories which will be discussed below.

The best copier for less than 10 employees or a home office

Most small businesses can benefit greatly from a multifunction printer. Instead of buying a separate copier, printer, fax machine and scanner, business owners can save their money and buy just one piece of equipment. Since it’s unlikely for a small office to use the copy function every time, it will be easy to balance out the vital tasks like printing and scanning.

Brother DCP8110DN Laser Multifunction Copier

This model has a print and coy speed of 38 pages per minute. It is network-ready so you can use it for quick Internet and high-speed USB connectivity. This is great for home or start up businesses. This costs around £186.

Canon ImageClass D1300 Multifunction Copier 

Functions of this device include copy, scan, print and fax. It has a speed 35 pages per minute. It has advanced features too like a 50-sheet automatic duplex document feeder. This is recommended for companies that have up to 10 employees. This is also great for those that copy on a daily basis and those in industries such as medical, legal and insurance. This device costs around £310.

The best copier for 10-30 employees

For companies that have up to 30 employees, a basic digital machine must have more advanced functionalities than the ones mentioned above. They need to support the output of a busy workplace.

HP LaserJet Pro 300

This device produces professional quality prints. This is recommended for those that print their own promotional items and materials for advertising. This is also great for graphic design firms. It can print, scan and fax. You can also do mobile printing to support your telecommuter staff. This is priced around £370.

Ricoh Aficio SP5200S

This model is fast and easy to use. It is also expandable so it is great for companies that see growth in the horizon. This is a mid-volume multifunctional that copies in high-resolution black and white. It has a speed of 45 pages per minute. It has a standard paper capacity of 550 sheets. It can fax and scan aside from the standard copy and print. Operators will enjoy working on the intuitive colour LCD display panel. It also includes security features. This model is both space and energy efficient.

The best copiers for more than 30 employees

Xerox WorkCentre 6505

This is a top notch copier for the busy workplace. It has a speed of 24 pages per minute in both colour and black and white. Because of the same speed, efficiency won’t be compromised. Even multiple employees can use the device throughout the day. It includes security features, automatic duplexing and the Xerox colour correction technology.

Xerox WorkCentre 4250X

This is useful for larger workgroups. This is an all-in-one monochrome machine. It can print, scan, fax and copy. The user interface has simple icon-driven controls to easily access the device’s numerous functions. These functions are available across the office network. It prints crystal clear copies in 600 dpi. It can handle A4 paper. It has a speed of 43 pages per minute. It can handle 500 sheets and can be doubled if required. It has a low energy consumption.

Dell 3333dn Multifunction Laser Printer

This device can copy, print and scan. You can also digitally manage your documents. It has an 80,000 monthly duty cycle. This model is recommended for insurance companies, medical offices and accounting firms. Any office that needs a high-volume output will benefit from this machine. You can easily integrate this device into your workplace. It has intuitive user controls and an LCD colour touchscreen.

End Tips

Before choosing a model, start by making a checklist of the non-negotiable features that you need to have in a copier or MFP. This will help you make a wise decision. From your list, compare brands, prices and additional features.

Remember, you have 3 options to acquire equipment – purchase, rent or lease. If you are concerned about taxation, consult your accountant. Leasing is usually the route to go.

You should also review the maintenance and repairs agreement if you are leasing or renting. You should ask what happens when the equipment breaks down. You need a replacement machine should the one you are using experiences problems and needs to undergo repairs. Parts replacements are expensive so better discuss that before signing a contract.