What to Consider in an Office Copier: A Practical Guide for Any Business

Selecting the right office copier for your business requires careful evaluation. The right device can streamline workflows, improve daily operations, and help manage costs, but a copier that does not match your business needs can create bottlenecks and disrupt productivity. Whether you are opening a new location, upgrading outdated equipment, or reassessing your current setup, making the right choice ensures your office runs efficiently and effectively.

Here are the key considerations when evaluating an office copier, no matter the size or stage of your business.

1. Print Volume and Duty Cycle

Understanding your monthly print volume is critical to choosing the right machine. Consider:

• How much you print each month, both black and white and color

• Whether your color volume is growing

• Your expected future needs

Higher print volumes typically call for faster, more robust machines with better cost per page efficiency. Check the recommended monthly volume and maximum duty cycle to ensure your desired copier can handle your workload reliably.

2. Applications and Features

Your print applications refer to what you will actually produce on a regular basis. Features should support these applications. Ask yourself:

• Are employees producing high volume packets, booklets, proposals, or everyday documents

• Do you need accurate color output for branding or client facing materials

• Will you print directly from cloud systems, USB, or mobile devices

• Do you need finishing options like stapling, hole punching, folding, or booklet creation

• Is ease of use important, such as a touchscreen interface or pull out keyboard

• How fast does the machine print in pages per minute and scan

Grouping these considerations ensures your copier meets the specific needs of your workflow.

3. Paper Capacity and Media Handling

Your copier’s paper configuration should match how your team works:

• How many sheets do you need to store, 1,000 versus 2,000 or more

• Do you use multiple paper sizes, including 8.5x11, legal, and 11x17

• Do you regularly use letterhead, colored stock, or specialty media

4. Color Consistency and Output Quality

If your business relies on color printing:

• Does the copier offer Pantone matching or a color consistency system

• Are documents consistently professional in appearance

  
  

5. Speed and Efficiency

Time is money, and copier speed affects productivity:

• Print and scan speeds in pages per minute

• Warm up or wake times, as some devices take 5 to 45 seconds to be ready, and some have motion sensors to wake automatically

• Duplex scanning for double sided documents

  
  

6. Security

A networked copier can be a potential entry point for sensitive information. Ensure your copier:

• Has built in, multi layered security with encryption

• Controls and monitors user activity

• Supports secure data erasure after use

Strong security protects confidential business information.

7. Service, Maintenance and Supplies

A copier is only as reliable as the support and maintenance behind it. Consider:

• Fast technician response times and local service teams

• Preventative maintenance and remote diagnostics

• Cost and availability of toner and ink

• Automatic supply replenishment or usage tracking

• Strong customer satisfaction ratings

Comprehensive service and maintenance keep your copier running smoothly and prevent downtime.

8. Choosing the Office Copier That Works for You

Selecting the right copier requires understanding how much you print, what you print, and how the device needs to perform, while ensuring security and reliable support.

At GFI Digital, we help businesses evaluate workflows, select and customize the right devices, provide installation and training, and offer ongoing support including same-day maintenance and Print IT support.

Our Managed Print Service can add a comprehensive layer to this support, helping businesses manage copiers, printers, and multifunction devices, reduce output costs, streamline supply management, and gain detailed usage insights. Together, these services provide a fully integrated approach to office printing. Partner with GFI Digital today!

Since 1999, GFI Digital has evolved from a promising local business to a leading name in the office technology industry, marked by our local ownership and recognition as the Nation’s Leading Dealer of Office Equipment—Pros Elite.

This journey has been driven by our founder & president, Bruce Gibbs' unwavering commitment. By forging strategic partnerships with giants like Sharp, Ricoh, Hewlett Packard Enterprise, Kaseya, DELLEMC, Arctic Wolf, and Cisco, we've ensured that our clients always have access to the latest and most reliable technology solutions.

Are you interested in collaborating with us?

Contact us here or call (877) 434-0012.