Photocopier Buyers’ Guide – Everything You Need To Know About Copiers

In the past, copiers were simple appliances that did one thing – make duplicates. They just sat in the corner of the office waiting for somebody to open them and start making copies.

It is a whole different story in today’s world. Photocopying machines do more than just copying. Some are even capable of faxing, scanning and printing. These are known as multifunction devices.

If you need a photocopying machine but overwhelmed with all the options, here is a comprehensive photocopier guide designed as a sequence of steps to help you get the best copier for your business.

Before delving further into the topic, let’s first understand what a photocopier is and why your business needs one:

What is a Photocopier, Anyway?

A photocopier (also referred to as copier or copy machine) was first introduced by Xerox in 1959. It’s a device that produces paper copies of documents, photos, and illustrations. Most modern copiers use a technology known as xerography, a technique that utilizes electrostatic charge on light-sensitive photoreceptor to attract and meld the toner onto the paper producing a visible image.

What to Look for When Buying a Copier

The following is a list of some of the most important factors to consider when choosing your machine.


  • Volume


One of the most important factors to consider is an obvious one: how much the photocopier will be used. Calculate the number of pages per month that the copier can produce and what it will be mostly used for. This will help decide whether you’ll need a colored or black and white copy machine, how big the copier will be and the size of its capacity tray.


  • Scanning Features


A photocopier that is connected to a network or multi-functional device is the preferred platform for a quality scanner since the printer can directly send the scan to your computer or email. This is a great feature particularly for those in the workplace. Should you need a scanning feature for your daily undertakings, making sure whether this feature is built-in should be your # 1priority.


  • Speed


Speed relates to the number of copies that can be copied in one sitting. So, take into consideration how much the machine is used on a daily basis, whether people often have to use the copier and if a lot of large flyers or brochures need to be printed. Before purchasing a copy machine, knowing what you need regarding copy speed is important to ensure that the unit you go for will be sufficient for your operations.


  • Additional Features and Benefits


As stated earlier, there are many new features added to copiers that are not necessary to have but make the unit appear of higher quality and fancier. There’re extra functionalities that can improve your printing and copying experiences, for instance, automated document workflow solutions, document editing, and accessibility programs. Accessibility programs allow copiers, printers, scanners and multifunctional devices to be controlled by a mobile device.


  • Manufacturer


It’s not always about the brand; so don’t be caught up by how high their annual sales may be or how popular they are. Just make sure it is a legal, stable company whose reputation is about selling great products. You also want to make sure they also provide customer service and inspection in case you need support.


  • Purchasing Options


When buying a photocopier, find out the payment options available. Monitoring the transaction will be important in the future when you have customer service questions or warranty problems.


  • Price


Some copy machines are low-priced, but still, have an overall high quality while others are costly and not really worth the price.

It is always best to do research on products and educate yourself about their features and what you need before purchasing.


  • Multi-functionality


Another thing to consider is whether a multifunctional photocopier will be a good choice. These can include copying, printing, scanning and faxing all in one copier and can save a lot of space if you need a copier for a small office, in addition to saving a considerable amount of cash compared to running each of these devices separately.

Types of Photocopiers

The most common copy machines in the market include:


  • Standard Black and White Photocopiers


These are photocopiers that use only one color toner, mostly black. These machines come in different size ranges and can produce more than a hundred pages per minute. They are commonly used for any type of business, school and also other types of offices.


  • Color Photocopiers


Unlike Standard Black and White Photocopiers, color copiers can produce colored copies. This type of photocopying machine can also produce black & white copies too, making them very versatile.


  • Network Copiers


These photocopiers can be connected to the office network to allow every user in the company to print and scan wirelessly. Most multi-functional and digital copiers have a built-in network card.


  • Multifunctional Copiers


These machines are designed to provide several functions. They can be used to print, fax, scan and copy documents.


  • Home Office Machines


These machines can be a good addition for a home-based business. They can produce both standard black-white and colored copies depending on your needs.


  •    Desktop Copiers


Desktop photocopiers are designed for A4 paper or smaller size only. They are simply models of smaller copiers or even multifunctional photocopiers that have been designed to be placed on a desk.

How to Take Care of Your Photocopying Machine

A copying machine is a costly piece of equipment. You will likely want to be sure that you get many years of service from it. This section aims to tell you how to do just that. Here are some tips for taking care of your photocopier:


  • Use high-quality products


Using high-quality paper will decrease paper shavings, dust, and debris inside the printer. Make sure that paper is kept in a dry place and is never inserted wet or dirty.


  • Clean the copier glass on a regular basis


Use a nonabrasive cloth dampened with glass cleaner to clean the copier. Don’t spray directly onto the glass. When scanning documents, get rid of all paper clips, staples or other metallic objects to reduce the risk of scratching the glass.


  • Keep debris and dust from the ink cartridge head


Regularly clean away dust from the ink nozzle with a small cotton swab drenched in isopropyl alcohol or water.


  • Clear dust from the machine


A small, soft paintbrush will be sufficient to dust the inside and outside of the copy machine.


Learning about your photocopier, how it works, how to take care of it, and what to look for when buying one can be very rewarding when you’re able to fully maximize the functions and features of the copier. With the proper care and operation, a copy machine can prove to be a key player in your office procedures.

Adam Hansen

Adam is a part time journalist, entrepreneur, investor and father.