How to Choose a Digital Copier & MFP
Multi-tasking isn't only for people. Technology makes it possible to combine the ability to scan, fax, copy, and print into a single office machine: today's digital copiers aka multifunction peripherals/printers (MFPs). In this way, copiers and MFPs enable your organization to reduce costs, improve workflow and increased efficiency. But there are dozens of brands and hundreds of models, so which one will work best for you and how can you figure that out?
Deciding which all-in-one printer to choose depends on how you plan to use it. Here are the key questions:
What Is the Largest Size of Paper that You Want to Print?
The most common size options before you get into large format printers:
- Legal: 8.5 x 14
- Ledger / A3: 11 x 17
- Tabloid: 17 x 22
Do You Need Two-Sided Printing (Duplex)?
If you deal with many double-sided documents, you'll want to look for a Reversing Automatic Document Feeder (RADF), or a Duplexing Automatic Document Feeder (DADF). An RADF scans reads one side of the document, turns it over, and then reads the other side. A DADF provides one-pass reading, which is about 150% faster than feeding with RADF.
Do You Need to Print in Color?
If you hardly ever print in color, you might think this feature isn't necessary but keep in mind that a multifunction color printer can save time and money versus sending small jobs to a local print shop.
How Fast Do You Need to Print?
If you have a high volume of documents that need to be printed, you'll want to look for a high page per minute (PPM) output. PPM can range from 22 pages to 100 pages. Speed is also affected by how long it takes the machine to warm-up. The time to get that first copy ranges between 3.5 to 7.5 seconds.
Do you have many large print jobs that can tie up an MFP? If so, you may need to evaluate speed or dedicate an additional printer for such projects.
How Much Volume Do You Print Each Month?
Are you printing thousands of pages a day or only a few? Higher-end MFPs handle the wear and tear better. Paper capacity is either listed as a tray or cassette. Trays can handle between 100 to 550 sheets – a capacity of 550 allows you to add a ream of paper while there's still some paper in the tray so you don't have to wait for the paper to run out before adding a new ream. Cassettes can accommodate between 250 to 2,000 sheets with the use of two or more cassettes.
What Is Your Average Print Volume Per Job?
If you need to process more than a single item on a regular basis, look at getting an automatic document feeder (ADF). This feature will let you easily copy, scan, fax, multi-page documents. Many ADFs can let you scan legal-size pages.
What Finishing Options Do You Need?
Finishing options include:
- Stapling: single or multi-position for 50 or 100 sheets
- Hole Punching: 2 or 3 holes
- Saddle Stitching: 50 or 100 sheets
Which Copier & MFP Brand, Model?
Even with answers to all of the above, there may still be dozens of options and pricing is not always readily available or accurate on the web, especially when you consider leasing options, per click charges and service. Thus, it's important to talk with a copier and MFP dealer in your area.
Many dealers are factory-owned, so they only represent one brand of equipment. While they may have many models for that brand, the right equipment may be a different brand. That is why we represent Toshiba, Lexmark, OKI, and HP. Between these four leading brands, we will find the best fit office equipment for your needs.
Contact us today for help in choosing your next copier and MFP