Copiers Introduction
A staple of the office for decades, the copier has come a long way since Xerox introduced the
first fully automated plain-paper photocopier in 1959. Today's models have more in common with
computers than they do with that first Xerox 914: modern copiers combine copying, laser printing,
faxing, scanning, and more into one networked machine.
The copier industry generates $24 billion in revenue by selling over 1.5 million new copiers
each year. This huge market drives manufacturers to constantly improve their offerings and leads
to a highly competitive market among the vendors who install and service copiers.
Analog vs. digital
One of the main questions when buying a copier used to be whether you should buy a digital copier
or analog machine. No longer: the answer now is a resounding "digital." It makes little sense
to buy analog these days - most manufacturers have stopped introducing new analog models, and
there is little price difference between analog and digital copiers with similar features.
The advantages of digital machines are many:
- They combine the functions of copiers, network printers, and fax machines
- Fewer moving parts means less mechanical breakdowns
- Less noise makes for a quieter office
- They are better reproducing fine lines and photographs.
Some people like the simplicity of analog copiers - they can be simpler to operate, with just
one button to press to make a copy. However with even minimal training, your staff will quickly
get used to operating a digital machine.
<< Back to top
Chosing office color copiers
Before you talk to a digital copier vendor, ask yourself these three questions to get a good
grasp of what your needs are.
1. What do I need a 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 more 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 a 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.
<< Back to top
Evaluating a digital copier
Once you have decided what your monthly volume[link to previous page], speed[link to previous
page], color, and network connectivity requirements are, you can start looking at specific photocopier
models. Knowing these will allow you to base your decision on the most important factors, not
on the bells and whistles offered on so many copiers that rarely serve any useful purpose.
Do not assume that buying a copier with tons of features means that you will be paying for unnecessary
options. So many features are built into digital machines these days that the "extra" features
may have little to no impact on price. Just make sure you stick to your requirements.
Test drive it
When deciding between two or three different copier models, ask the dealer to bring the machines
for a demo, including hooking them up to your network if you plan to use your copier that way.
If an in-house demo is not possible, make sure you visit the dealer to see how the machines
work.
Whether you demo the machine inside or outside your office, test it with your most common tasks.
For example, if you know you frequently feed 110-pound cover stock or labels through the bypass,
run some through the copier and examine the output. If you want to copy your brochures onto special
paper, do so and compare the output to the quality you are used to seeing.
Evaluating color copying? Take samples of previously outsourced color jobs along with the stock
you would like to copy onto most often and see how the copiers handle a typical job.
<< Back to top
Traditional copier features
Feeders
An automatic document feeder (ADF) allows you to copy multi-page documents without having to
lift and lower the cover for every sheet you copy. Instead, you drop a stack of originals (up
to 50 pages) into the feeder, press start, and the ADF automatically pulls each page through.
If you copy lots of double sided originals, you should invest in a recirculating automatic
document feeder (RADF), which can flip pages inside the machine for simplified double-sided
copying.
Sorting and finishing
Digital copiers can sort copied sets electronically without the use of sorter bins. Instead of
separate bins, the copies are placed in a single tray at a right angle or offset from each
other, allowing you to easily identify where one set ends and another begins. Bin-free sorting
allows you to make unlimited sets at one time, rather than only as many sets as you have sorter
bins.
You may want a finisher if you are frequently going to copy many sets of multi-page documents.
The most familiar type of finisher is the automatic stapler, which can be a huge time-saver.
More advanced versions include three-hole punches, saddle stitch binding, folding, and more.
Finishers are optional on many machines, and usually carry an additional cost.
Paper supply
Each paper tray, cassette, pedestal, or paper feed unit is a separate paper source. The number
of sources is important if you want to be able to copy onto different paper stocks, such as
letterhead, legal size stock, or transparencies, without reloading the machine. Paper sources
typically hold a minimum of 50 to 100 sheets, and the largest-capacity units can hold up to
3,000 sheets.
Typically, copiers include at least one fixed-size and a couple of adjustable-size paper trays.
Unfortunately, heavy paper stock often jams if you load it into a standard paper tray. To get
around this problem, most copiers include a bypass tray, a special tray that provides a straight
paper path for heavy paper and labels.
<< Back to top
Digital multifunction devices
Capabilities that used to be expensive or simply not available are now standard on today's digital
multifunction devices. Remember that you can upgrade many of these features later - if you choose
the right copier. Some machines can be upgraded with a "plug and play" type of upgrade, while
others require more extensive hardware fixes. If you are considering adding printing or faxing
modules later, ask about the specifics of the upgrade process.
Printing
Add a printer module and network card to a digital copier and it can double as an office laser
printer, working at the same speed it makes copies. A copier can allow your employees to produce
dozens of stapled copies of a five-page, two-sided proposal - without leaving their desks.
Most offices can benefit from using a copier as a printer as per-page costs can be as little
as 20% of laser printer printing costs.
Most copiers run standard networking protocols, but you still need to make sure the model you
choose is compatible with your network. Involving your IT department in this aspect of the copier
purchase decision upfront can save you significant headaches later.
Faxing
With the addition of a fax module, you can send and receive faxes through the copier. You can
easily send multi-page faxes using the document feeder, or you can use the copier glass to
fax single pages or parts of books or catalogs. Incoming faxes printed as they're received,
sometimes into a separate output tray. With a network interface, users can even send faxes
from their computers.
Image editing
Digital copiers can edit your documents while duplication is happening. This can include automatic
page numbering, adding watermarks such as "confidential" or "copy", or adding date stamps.
They can rotate scanned images to match the orientation of the available paper supply, saving
on wasted time and paper from unanticipated errors.
They can also combine images in creative ways, such as copying a two-sided original - say, a
check - onto one page, or reducing and combining originals to put 2, 4, or 8 pages onto one.
Stackless duplexing
Digital copiers with enough memory can support stackless duplexing by storing each side of the
original page in memory, then printing both sides of the copy. This means the number of two-sided
copies you make is no longer limited by the capacity of a duplex tray. You will get your duplexed
copies much faster, too.
Automatic sizing
Digital copiers usually offer an automatic sizing function on their machines. This enables the
copier to note the dimensions of your original document and adjust itself using preset reduction/enlargement
settings, even if your copying paper is a different size than your original.
Automatic shut-off
Almost all copiers now have an automatic shut-off option - it saves energy and decreases wear
on a copier by turning the machine off if it has not been used for a set period of time.
Security
Many digital copiers allow you to require that users enter a code before they can make copies.
This provides a level of security - preventing unauthorized usage - as well as allowing you
to analyze current usage patterns by department. Some machines can also hold faxes or network
documents in memory until the correct code is entered, then print them. This prevents confidential
documents from being left in the output tray for any passerby to view.
<< Back to top
Digital copier memory
Memory (RAM, the same memory used in computers) is essential for supporting digital copier features
such as scan once/print many, automatic page numbering, faxing, and printing. Additional memory
can be added to boost productivity and enable more memory-intensive features. Insufficient memory
will result in slower output and an inability to print or copy new documents.
In some cases, a fairly small cache of memory is dedicated for each function - copying, printing,
and faxing. In other configurations, a single larger cache is shared between functions. Find
out how memory is allocated before you decide on how much to buy.
Make sure your chosen machine accepts generic memory like SIMMs. Most do, but some holdouts
still use proprietary memory systems - avoid them. If your copier accepts industry-standard memory,
you will be able to easily purchase more memory if the need arises.
Copier memory
By holding a scanned image of each original page in memory, digital copiers are able to produce
as many sets of documents as required without feeding the originals through again. The number
of pages that can be duplicated with this "scan once/print many" feature depends on the size
of the originals and the amount of detail. With less memory, the copier may be unable to complete
larger copy jobs in one run.
Often, you can not take advantage of advanced image editing features without purchasing extra
memory. Copiers come with anywhere from 4 MB to 256 MB and higher of RAM. If you intend to use
any image editing features, or frequently produce complex documents with over 20 pages, make
sure you get at least 16 MB of copier memory.
Fax memory
1 MB of fax memory holds about 60 - 80 pages, which should be enough for most offices. Unless
you plan to hold many international faxes in memory to send during off-peak hours, you probably
won't need to upgrade your fax memory.
Printer memory
Printer memory determines the overall efficiency and speed of the printer. As with the copier,
more detailed documents will require more memory to process. In addition, memory-hungry printer
languages such as PostScript can require memory for faster printing.
The standard 2 MB to 8 MB of memory many printers are equipped with is typically not enough
for effective printing. Additional memory or hard drives are almost always available as an option.
<< Back to top
Color copy machine specifics
All color copiers are digital and work much like a computer scanner connected to a laser printer.
The copier scans the original then transfers the information via laser to a charged image drum.
Color toner adheres to the charged areas of the drum before being transferred to paper. The final
step, as with a laser printer, is to heat the toner on the page and fuse a permanent image.
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.
Color copier editing features
Standard features on digital color copiers include border erasing, image centering, color adjustment,
and color balancing. Some models offer a whole menu of additional editing functions, such as
colorizing, which lets you create color documents from black and white originals.
Although these advanced editing techniques can be impressive, they tend to be difficult and
time-consuming to master. And, if your copier is set up as a network printer, you can do much
more complex image manipulations using standard image editing software at your computer, then
simply print the results. Basic editing functions are enough for most users.
If you do choose to invest in an editor, or a model that includes one, and set out to compare
features across models, you may find the process frustrating. Most of these editing features
are named differently from model to model, even though their functions may be the same. Ask a
sales representative to demonstrate exactly how to use the editing features you want.
Consumables
You should also factor consumables, which will need to be replaced periodically, into the overall
purchase of a color copier. The major consumables color copiers require are paper, toner, developer,
and fuser oil.
· Paper costs will be a significant part of your overall copying costs. You should select the
paper for your color prints carefully, since it will probably be more expensive than the paper
you buy for regular copying. Color copier manufacturers typically recommend that you use brighter
and heavier paper with a color copier.
· Dealing with toner is more complex with a color copier than with a black and white copier,
since four complementary toner colors are used: cyan, magenta, yellow, and black. (These are
referred to as CMYK, where K stands for black.) Each toner color typically comes in a separate
bottle or cartridge, so you can replace colors as they run out.
· Toner needs to be mixed with developer to be magnetically attracted to the copier drum and
then fused on to paper. Most copiers require a separate developer for each toner color. Developer
usually has a yield that is twice that of the toner. TIP: When copies seem to get lighter, it
is usually time to change the developer. When you run out of toner, on the other hand, you will
see an overall unevenness in color.
· Fuser oil is required for the last step in the (laser) copying process and does not need to
be replaced often. One bottle will generally last twice as long as a bottle of developer.
<< Back to top
Copier prices and how to buy
Prices for digital copiers have come down remarkably in recent years. However there is a very
large variance in pricing, even among similar or identical models. Some vendors overcharge simply
because they can get away with it, while others price their base machines far below market value
- even below cost - to lure you in, then charge considerably more for service contracts and add-on
features. Before signing a contract, make sure you understand all current and future costs.
Digital copiers for businesses start at just under $1,500 on the lowest end for a machine capable
of 15 ppm and a total monthly volume around 10,000 copies. Faster models that can handle more
monthly volume run from $3,000 to $10,000, and the high end of the business copier segment reaches
as high as $40,000. Top-of-the-line copiers cost more than $100,000, but the performance they
offer - 100+ ppm and volumes of 600,000 to 800,000 outputs per month - is usually only needed
by print shops and central copy offices for large organizations.
The price is affected by a number of factors. One is the add-ons you choose. Color has the most
significant impact on price: expect to pay a 20% to 30% premium over a black and white copier
with similar speed and volume ratings. Network printing is standard on some models, but may be
an option you have to purchase for an additional $500 to $2,000. ADFs add $1,000 to $2,000 to
the price if they are not included.
Of course, you can buy an ink-jet color printer with scanning capabilities that will essentially
function as a color copier for as little as $130. However the speed and reliability of these "all-in-ones" are
not adequate for most business use, and the high cost of consumables - specifically ink - will
drive your per-copy cost through the roof. If you very rarely need a color copy, you may want
to purchase an all-in-one to complement a black and white digital copier.
Negotiating
Few copiers are sold at list price. In general, you can expect to see discounts between 10% and
20% from the manufacturer suggested retail price. These prices are often flexible: they vary
based on the options and accessories you are considering, and if you are going to purchase
an extended service contract, the dealer may have more room to give on the price of the copier
itself.
You may get even greater discounts depending on the competitive situation or if you are buying
an older or discontinued model.
And remember, just like when buying a car: never discuss a trade-in until the end of your negotiation
period. A high trade-in offer can easily blind you to an inferior deal.
Buy or lease?
Most businesses lease their copiers. The primary reason that businesses lease is to avoid the
significant capital outlay required to purchase one outright. In addition, because the technology
changes quickly, some leases include provisions to trade up to a newer model, allowing you
to upgrade without buying anew.
As with most products, however, leasing is more expensive in the long run. Many leases charge
on a per-copy basis and may include monthly copying minimums. Be careful - complex language around
minimums can disguise higher costs in the future. Other leases allow you to walk away from a
machine, increasing your financial flexibility if you can not afford ongoing monthly payments.
<< Back to top
Choosing a copier dealer
Dealers
When it comes time to choose a dealer, "service" is the most important word you need to remember.
A great copier with bad service can cause more headaches than a so-so copier with excellent service.
Since you will need to be comfortable with your copier vendor for years and years, it is in your
best interest to be particular when evaluating them.
Ask questions. Get to know the dealers that carry the copier you're interested in well. Ask
as many questions as you can:
· How long have you been in business? Who are your major accounts?
· How long have your employees been working for you?
· Do you sell multiple brands? Which is the strongest seller and how long have you been selling
it? (If it is not the machine you're interested in, look elsewhere.)
· What is the policy on breakdowns? Is there a time limit for repair responses?
· How many in-house technicians are available for this model in the local area? Where are they?
(A cheap service plan won't save you anything if the help is hard to come by. The last thing
you want to discover is that there is only one technician in the city for the model a salesperson
convinced you to buy.)
Talk to the techs
Because modern copiers combine electrical, mechanical, digital, and chemical systems to produce
your documents, maintaining them requires a unique mix of skills. Before deciding to buy, make
sure the dealer has technicians with extensive installation and service experience. Having
your IT or MIS department vet the dealer can be a good call to test for experience.
You do not have to take the dealer's word about the technicians' experience. Try to speak with
the technicians directly. You can quickly judge how seasoned a technician is by having him or
her recount stories of copier breakdowns or how users can prevent them from happening.
Take a tour
One of the best ways to get to know a vendor is to take a tour of their facility. You will be
able to meet staff in different departments, get a sense of their size and professionalism,
and take a look at their repair facilities. This can also help you make sure a potential vendor
is large enough to meet your needs - but small enough to value you as a customer.
Check references
Any dealer worth buying from should be more than willing to give you references. And make sure
you follow through with this; as with any product or service that you purchase, neglecting
to check references can be a grave mistake. Of course the dealer will put you in touch with
their best customers, but you can still learn from the conversations.
The references you call should own the exact model of copier you are considering. Ask them how
responsive the dealer has been to service calls and how comfortable they feel about the technicians'
competence and level of expertise. If the copier has been problematic, find out how these problems
were resolved.
Superstores
Copiers at the lowest end of the spectrum are available at retail or online stores, but we do
not recommend purchasing this way. Preventative maintenance and ongoing service and support
are critical to your copier's performance, and retail outlets do not offer appropriate service
contracts. To handle breakdowns, manufacturers offer warranties that cover repairs or replacement,
but most businesses want the comfort of knowing that an experienced technician is available
to address any problems they have.
<< Back to top
Copier service agreements
Because the office copier is so essential to many businesses, the service agreement that stipulates
when and how repairs will be done is a very important part of any purchase or lease decision.
As with pricing for the copier itself, service agreement pricing can vary significantly from
vendor to vendor, so make sure you are able to compare by getting quotes for the same level of
service from multiple vendors.
Copy volume assumptions
Service contract pricing is based on estimated copy volume. However, your copier usage is likely
to fluctuate month to month due to regular business cycles or summer vacations. Be wary of
contracts that stipulate an annual or monthly copy volume that is unrealistically large. While
it may be tempting to overestimate your expected copy volume to get a lower per-copy rate,
if you do not meet that maximum, you will not be reimbursed for the difference. Similarly,
if the volume estimate is too low, dealers often charge a per-copy fee above and beyond that
limit, which can end up being quite costly.
If copy volume is something you are still trying to assess, try to get a service plan that charges
you only for the copies you make (pay as you go) or one based on your estimated annual, not monthly,
number of copies. A fair dealer should agree to those terms.
You can also negotiate a contract with monthly payments that cover copier parts and service
but not supplies, or a lower monthly payment and a higher per-copy fee.
Typical coverage
All plans tend to cover costs of parts and labor for repairing and maintaining your copier. Unfortunately, "parts" often
has a different definition from vendor to vendor. Parts that break during use are almost always
covered, as are parts that wear out over time. This includes fuser rollers, cleaning blades,
and other parts often bundled in preventative maintenance kits. Make sure you get a comprehensive
list of what is and is not covered so you can compare plans accurately.
Emergency repairs
Find out whether these costs are covered in full or priced on an as-needed basis. If you will
be paying as you go, you should know what your costs will be beforehand. Be sure to get a written
commitment on response time (the typical maximum is four hours) and the hours service is available,
particularly if you expect the copier to see a lot of use during evenings and weekends.
Also ask about loaner service. Many vendors will provide you with a replacement copier of equal
or greater specifications if yours requires significant repairs.
Future costs
Get a sense for how service contracts will be priced in the future. Costs should ideally be limited
to increases of less than 8 percent a year.
Consumables
Consumables such as toner are usually excluded from service contracts, unless you opt for an
all-inclusive contract that covers all services calls, maintenance, and consumables - everything
except paper and staples. All-inclusive contracts can be easier on the accounting, but predictably
will cost you more in the long run. Buyers often do not realize that they don't have to buy
consumables from the dealer who sold them the machine. Sometimes, in fact, you can save 15%
to 20% on supplies by going through an alternate source.
Letting a dealer know you are considering alternate sources for service or supplies can be a
good way to dramatically reduce the price of these higher-margin items. Some copier dealers may
falsely claim that you must purchase your consumables through them. This is illegal, so stand
your ground.
<< Back to top
|
