Before you start researching digital copier vendors, ask yourself these three questions to get a good grasp of what your needs are.

1. What do I need an office copier to do?

Modern digital copiers are sometimes referred to as "multifunctional products" because they can do more than just copy. Almost all are also capable of printing, faxing, and scanning. The modules to support these functions are most often sold as add-ons which means you can decide later if you want to add functionality.

Having a multifunctional product connected to your internal network allows your staff to print, copy, or send faxes from their computers.

Because the machine is still a copier, users can also make collated — even stapled — sets of documents without having to leave their seats. Some buyers have a perception that adding more functions to a copier can reduce its reliability, but that is not the case any more. However, relying on one device for printing, faxing, and copying does mean that if it breaks down, you may lose all three functions at once.

You also need to decide whether you need a copier that supports color. While color machines do not command the exorbitant premiums they used to, you will still pay 20% to 30% above the cost of a black and white copier.

For most businesses that need some color printing and/or copying, a black and white/color hybrid is the best choice. By switching between b&w and color modes, a hybrid copier can save you money in expensive color copier consumables. Dedicated graphic color machines are much more expensive, with the additional cost largely for print-quality accuracy in color reproduction and faster processors, neither of which is essential in the typical office.

2. What is my volume?

Once you decide on the features you need, the next step is to narrow your choices based on the number of copies you make in a month.

If you already own or lease a copier, you can determine your actual copier usage by looking at the counter, usually found under the platen glass. If you do not have a copier, examine your copy shop receipts to get a sense for your volume. If you are going to use the copier as a network printer, increase the figure by 30% to 50%. You can also use your monthly paper consumption to help determine your current copy and print volume.

Once you have a rough volume figure, increase it by at least 15%. This will help you account for future growth, as well as compensate for the somewhat inflated monthly copy volumes set by manufacturers for their models. Overworking an office copier is the quickest route to frustrating downtime and expensive service calls — better to pay for slightly more capacity than you need than risk damaging an expensive and essential piece of office equipment.

If you are expecting to make fewer than 700 copies a month, you probably do not need the expense of a "business" copier. You would be better off purchasing a small office copier from an office superstore — unless you want the advanced features or service guarantees that come with business copiers.

3. How fast do I need it?

Copier speed is measured in copies per minute (cpm), pages per minute (ppm), or outputs per minute (opm). Whichever term is used, it refers to the number of letter-sized pages the machine can produce in one minute when running at full speed. The copier industry defines six segments defined by speed, ranging from Segment 1 machines that run 15 to 20 ppm to Segment 6 machines that top 91 ppm. Most offices will get by comfortably with machines from Segments 2 – 4, in the 20 to 50 ppm range.

Of course, more complex forms of copying — making two-sided copies, copying on to larger sheets, and sorting — will be slower. If you will be frequently doing these types of copying, make sure you anticipate and plan for the slower speed. Also, if you expect to make many one-time single copies, ask about the first-copy speed, or the number of seconds it takes for one single copy to be made. It may be longer than you are willing to wait.

Want to see what copiers match your needs? Take a look at our free copier specs comparison tool.

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