How to Choose a Copy Machine for Your Business

With all the improvements that have been made over the last few decades to office equipment, it’s easy to find a photocopier that meets your company’s needs. There are many features to consider, and they come in a wide array of sizes, from desktop models to standalone units. Once you know exactly what you need from a copy machine, you can purchase the best one for your business.

How often will you be using this copy machine and for what volume of work? If there is going to be a large amount of documents for the machine to handle, it’s usually best to select a larger copy machine capable of a higher PPM (pages per minute) count. A machine that will only be used on occasion and not expected to produce a large volume of copies very quickly doesn’t need to be as heavy duty.

Some machines accommodate for different type of paper. The amount of paper sizes that the machine can copy will vary by product. Consider if it would be more efficient to have extra paper trays or perhaps an envelope feeder to more easily print envelopes if your business has a large volume of mail. There are also manual bypass features in some machines that allow the user to decide which paper tray is used on a one-time basis.

Decide whether you need color prints or if your company uses exclusively black and white. Some copiers can also produce double-sided work without having to reload paper, eliminating human error. If your business still has a fax number, perhaps select a machine that has a fax feature. That would eliminate another machine in the office and reduce clutter. Check out the specifications on each feature, like these photocopiers by Konica minolta.

Other special features can affect the actual image. Some machines are equipped with an exposure control feature, allowing the user to choose how much light is on the copy. Resolution can sometimes be modified, along with the actual size of the image and the copy it produces. It is even possible to get a machine that will staple, collate, and even hole punch a stack of papers itself.

Most copy machines have some storage features as well, though some more than others. Hard drive and memory space vary from device to device. They can also equipped with a Network Interface Card, which connects to the network and allows communication with computers and to send printing jobs remotely.

Finally, consider how much ink and toner is going to be required for the copy machine. It may be tempting to get a machine with more features than is really necessary, but it really is best to stay with what is needed. A desktop machine for a company that doesn’t use it constantly is perfectly okay and will be more efficient. Having the copy machine that is best for the business is key.

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