- 1 Choosing the right photocopier
- 2 A3 Photocopiers
- 3 Rent, lease or buy?
- 4 Popular Office Photocopier Features
- 5 Leading Office Photocopier Manufacturers
- 6 Maintaining your copier
With so many different photocopier manufacturers each offering a range of models it can be difficult to determine the best option for your business. There is no doubt that it is a tough decision, made worse when you are not entirely sure what you’re looking for. The choice of photocopier can have a big impact on the financial aspect of business as well as on the efficiency in the office. If the photocopier cannot handle the workload, the printing will get backlogged, jobs will be queuing and it will slow down the office.
This article can be used to help you determine the key features you need and the best options available to suit your business. If you are looking for specific information and you don’t have much time simply use the contents below to jump ahead.
Budget, expected usage, features and the size of your business are all influential factors when it comes to choosing a photocopier for the office. There’s so much variation in photocopiers that one of the very first questions to ask yourself is what the needs of your business actually are. Mainly think about whether you will be printing low, medium or high volumes, whether you need the copier to have a high page per minute speed and if it needs to be multifunctional or purely for photocopying.
Calculate your expected monthly copying volume and use the table below to determine which category of copiers will be best suited:
|Category||Copies per month|
|Low volume||700 – 8,000|
|Medium volume||8,000 – 40,000|
|High volume||40,000 +|
Once you have an estimated monthly copying volume this will also give you an idea of the print speeds and features you can expect on a standard model with no added extras. If you are upgrading your office copier take a look at the current usage information to help you determine the volume and new features you are looking for in the upgrade. Generally, low volume models operate at speeds of up to 25 prints per minute, medium volume between 25 and 50 prints per minute and high volume office photocopiers up to 100 prints per minute. The higher the copying ability of the model, the higher the speed of printing and often the higher the price.
The paper capacity of a copier can vary greatly from a couple of hundred A4 sheets to thousands. The copier usage and volume will determine the paper capacity best suited for your office. Keep in mind you don’t want to be topping up the paper more than once a day, often there are options to add additional paper capacity.
If you will only be printing in black and white, a monochrome copier can save you some money and will mean less running costs when it comes to buying ink. The additional cost of a colour copier is worth it if the features are going to be utilized as document presentation will be enhanced. Fortuantely, colour copiers are more affordable than they used to be and are worth a look if you think you’ll benefit from printing in colour.
Multi-function copiers will be able to print, scan and copy, if you require faxing and document finishing options such as stapling, booklet making or hole-punching these are usually available as add-ons. Document feeders can also be beneficial for office copiers.
Will your business require only A4 copies or do you have a necessity for A3 prints? An A3 capable copier is ideal for promotional material, posters and blueprints. If you do require A3 prints, generally this would mean investing in a medium/ high volume copier as they are more likely to have A3 paper capabilities than low volume models.
Below are some of the best and cheapest a3 photocopiers available to show you don’t have to spend a fortune to benefit from large paper printing.
As with any photocopier, the price varies depending on the features but a low volume multifunctional model with the ability to print in colour such as the Brother MFC-J5730DW would cost around £200 to buy. Although, probably not functional enough in terms of speed and paper capacity for many offices a higher volume option may be better, the Lexmark X925de can be bought for £1,500 with colour capabilities and the Samsung MultiXpress X3220NR would cost around £2,500.
|Model||Speed||Print resolution||Paper capacity||Document size capabilities||Price|
|Brother MFC-J5730DW||12 copies per minute
22 prints per minute
|Copying: 600 x 600 dpi
Printing: 4,800 x 1,200 dpi
|Lexmark X925de||30 copies per minute
30 prints per minute
|Copying: 600 x 600 dpi
Printing: 600 x 600 dpi
Envelope 7 ¾, 9, B5, C5, DL, 10
|Samsung MultiXpress X3220NR||22 copies per minute
22 prints per minute
|Copying: 600 x 600 dpi
Printing: 1,200 x 1,200 dpi
(1 x 100 sheet input tray
2 x 520 sheet second input trays
1 x 100 sheet automatic document feeder)
Envelope DL, C4, C5, C6
Note: Print resolution refers to the quality of the print and works in dots per inch (DPI), 600 DPI is the standard resolution that is suitable for everyday professional printing and copying, 1,200 DPI is higher quality and great for producing promotional and marketing prints, 2,400 DPI is excellent quality and ideal for graphic designers, architects and photographers.
There are three routes your business can take when choosing a photocopier, you can either buy the copier meaning you pay the full amount in order to own the model, rent meaning a short-term month to month agreement where you pay to use the machine and for servicing and repair support but you do not own the machine or leasing where you sign a long term contract to pay a monthly fee in order to use the equipment and have access to repair services. With leasing, you do not own the machine but there is usually an option to buy it for a lower price at the end of the contract.
As the price of a photocopier can be thousands of pounds, many businesses are finding it beneficial to rent or lease instead of buy. Buying can put financial pressure on budgeting and there are several additional benefits to renting and leasing. There are many office photocopiers to rent on the market, if you want to quickly and easily find suitable models for your business’ needs at affordable prices you can request a quote. Below, we take a closer look at the pricing of office photocopiers so you know what to expect.
As each photocopier model is different in terms of features and pricing we have produced a rough guide based on the average pricing of models within each category.
- Low volume model capable of around 800 copies per month:
- Buying would cost between £150 and £1,000.
- Renting would cost approximately £10 per month.
- Leasing would cost between £10 and £40 for small office photocopiers depending on model chosen and lease duration.
Medium volume model capable of producing between 8,000 and 40,000 copies per month:
- Buying would cost between £1,000 and £4,500.
- Renting would cost between £80 and £100 per month.
- Leasing would cost between £50 and £150 per month depending on model chosen and lease duration.
High volume model capable of producing upwards of 40,000 copies per month:
- Buying would cost between £5,000 and £10,000.
- Renting would cost upwards of £300 per month.
- Leasing would cost upwards of £200 per month.
The running costs of the photocopier are going to be the supplies that need to be replaced and topped up such as the paper and ink. If you are using a colour copier then you will have more toner cartridges to replace and they will generally cost more than the black toner. The colour toners also tend to have a lower page yield meaning you will be replacing them more frequently.
Running costs can be roughly calculated by dividing the cost of toner by the page yield and multiplying this by your monthly usage. The ongoing costs should be factored into your budgeting as your business needs to be prepared for the total cost of ownership not just the price of the machine. If you own the machine it is also important to consider maintenance and repairs, these are often included within rental and lease agreements.
Below are three of the key features many businesses choose to utilize in order to make their document management more efficient.
The automatic document feeder is able to pull each page of the multiple page document through the be copied without you needing to do anything. The originals are simply placed as a stack into the feeder and the rest is done for you. This saves you from having to take each piece of paper individually and placing it to be copied, something that is not only time consuming but can be very frustrating when you have large piles of paperwork to copy. If the documents are double-sided you may benefit from a reverse document feeder which copies both sides of the document with ease.
Duplex copying allows you to print on both sides of the paper, it helps businesses to save on paper and therefore reduce their running costs. Using the duplex feature will also help to reduce the amount of sorting and filing involved.
Having sorting and finishing capabilities can save you time and will help to keep everything neat and professional. A sorting tray can help you to identify where one set of documents ends and one begins meaning you can process multiple sets at once. You can also add finishing features such as hole punching, stapling and binding. An automatic stapling feature will save you time and will keep document organized and ready for distribution with ease.
When looking online for a suitable photocopier you will notice there are many manufactures, below are the most experienced, popular and well-rated in the industry. The following companies have expertise, decades of experience and offer a range of photocopiers suitable for businesses of all sizes.
|Xerox||· User friendly
· Generous paper capacity
· Automated processes
· Safety features
|Low volume- WorkCentre 3655
Medium volume – WorkCentre 4250
High volume – D95
|Ricoh||· Use advanced technology
· Eco-friendly features
· Come with long warranties and service agreements
|Low volume – MP 2000
Medium volume – SP 5200S
High volume – PRO C5100S
|Canon||· High quality models and printing
· Able to handle high volume workloads without a problem
· Environmentally friendly and energy saving
· Easy to use designs
|Low volume – imageRUNNER 1730i
Medium volume – iR3245N
High volume – iR ADVANCE 8205 PRO
|Konica Minolta||· Compact designs
· User friendly
|Low volume – Bizhub 3300P
Medium volume – Bizhub C452
High volume – Bizhub C754e
|Sharp||· Quick and easy set up
· Energy saving features
· Great connectivity
|Low volume – MX-M260
Medium volume – MX-M453N
High volume – MX-M1054
Once you have found the best office photocopier, it is important to keep it well looked after and maintained to ensure longevity and optimal efficiency. As one of the most heavily used pieces of equipment in the office it is important to take care of the copier to prevent common issues such as paper jams. This can be easily achieved by:
- Regularly wiping the rollers, glass and trays to prevent a build up of dust.
- Clean the rollers using a damp cloth to prevent dust and toner build up.
- Take care when loading the paper to avoid jams.
- Ensure the copier has regular services to check all the parts of the copier are functioning as they should and to pick up on any potential issues before they damage the copier.