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How to Select the Right Copier for your Business Needs

Having the right copier is essential to keeping operations running smoothly. It can save you time, money, and hassle. However, with so many options available, it can be challenging to know where to start.

Here are a few tips that can help you find the right copier for your business:

A woman uses a photocopier to copy a document she holds

Copier Features to Look For

Are you in the market for a new copier but unsure what features to prioritize? Check out these must-have specifications to ensure you get the most out of your investment. 

Printing Speed

Copy speed is an important feature, as it determines the number of copies your machine can produce within a specified time frame. An average-capacity photocopier typically has a speed of 25–45 pages per minute (ppm). If you need a photocopier with a higher ppm, you may need to consider a larger copier.

Connectivity Options

A photocopier that connects to your computer network can greatly enhance its functionality. It allows you to share the copier among multiple users and print from different devices. It's important to check if it is compatible with your operating system. Most high and mid-volume copiers have full network functionality as standard.

Scanning Capabilities

A network-connected digital photocopier can be a highly efficient platform for network scanning. It is useful when digitizing documents or images for storage, sharing, or editing purposes. This can be done using different scanners, such as flatbed, sheet-fed, or handheld.

Automatic Document Feeder

With a document feeder, you can load up to 50 pages without manually placing each page on the glass. It offers a range of customizable settings, such as resolution and file format, according to your specific needs. Once you’ve programmed everything, you can simply let it run and focus on other tasks.

Size Options

You can adjust the size of your document to fit your specific needs using this feature. It can increase or decrease the size of your manuscript by up to 600%, providing a great level of flexibility. This helps businesses save time and money by eliminating the need for manual resizing.

Stapling and Sorting

Stapling is important for organizing large documents like multi-page reports or handouts. High-end multifunction copiers can automatically staple documents as part of their output process. Sorting can be useful when creating multiple copies of a file. It can sort the pages into separate stacks, making it easier to distribute the manuscripts.

Close-up of a hand typing on a photocopier to produce new copies of something they're photocopying

What are the Different Types of Copiers?

Several types of copiers are available on the market that cater to different needs and requirements.


If you're looking for a cost-effective and time-efficient option for printing documents, a mono-photocopier is the right choice. These copiers produce a single color and are ideal for small to medium-sized businesses. Since they can only print in black and white, they are often used for printing manuscripts, spreadsheet reports, and other files.

All-in-One Color Laser Copier

A color laser multifunction copier can be a great investment for your business. It uses laser technology that is capable of handling large volumes of printing tasks efficiently. Combining the roles of a copier, scanner, and fax machine into one device makes it cost-effective. They are ideal for producing high-quality prints of marketing materials, brochures, and presentations as they can print in various colors.

Network Copier

Network copiers are ideal for small offices, enabling wireless file transfers. The automated tray functions make printing easy with just a few clicks. They can also print double-sided documents, which saves on paper costs. They are of two types: All-in-one machines are popular, as they combine various output types into one unit. Hybrid machines offer printer functionality for a streamlined output.

Desktop Copier

They are compact and have a wide range of basic features commonly found in most offices. It can easily fit on a desk that is both affordable and low-maintenance. Depending on the model, it provides convenient features such as duplex printing and color copying. This can be a great investment for anyone who doesn’t want to invest in an expensive copier.

How to Choose an Office Copier

When choosing a copier for your business, consider a few things. Let’s see what it is:

Assess Your Business’s Printing Needs

  • Printing Quantity Analysis: Determine how many pages your business prints on a daily, weekly, or monthly basis.

  • Document Types: Consider whether you primarily print text, images, or both.

  • Color Preference: Decide whether your business requires color printing or if black and white is sufficient.

  • Printing Standards: Determine the level of detail and resolution your printouts require.

  • Features: Check whether your company needs additional features such as wireless connectivity, finishing options, and paper sizes.

Explore Various Brands

Evaluate the different models available on the market. Researching a brand's reputation can help determine if it’s a reliable option for your business. Looking at online ratings and customer reviews provides insight into a copier's performance and value. Consider the unique features of various brands to check if they align with your business requirements.

Leasing Vs Buying a Copier

When selecting a copier for your business, consider whether you’re leasing or buying the machine. Leasing requires little or no money, making it a more affordable option. Buying involves a higher cost, but it gives you control over its maintenance and use.

Determine Service and Maintenance Needs

Consider servicing and maintenance frequency when choosing a copier, as it affects its performance and lifespan. Think of a warranty plan to cover the repair costs in case of a breakdown. It’s important to have a reliable service provider who quickly identifies and solves problems to preserve your business’s productivity.

Evaluate Your Budget and Costs

Consider all the expenses associated with owning, operating, and maintaining the machine. This includes lease costs and expenditures like toner, service, and supplies such as paper, ink, and staples.

Choosing the right copier for your company’s needs is a significant decision that can impact your office's efficiency and productivity. Aztec offers a wide range of copiers to cater to your specific requirements and budget. Contact us today to learn more about our services and start optimizing your business operations!

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