Photocopiers or MFPs are an inevitable part of most workplaces. These products are the long-term investments of every business. Therefore, it is important to buy quality machines that meet your business needs.

If you are searching for a new photocopier for your home or office, then you must be tired of selecting the so-called “best Photocopier.” The term” best Photocopier” may vary as per your needs. All copiers are best with various merits and demerits to each. Actually, the definition of the best copier is one that is affordable and fulfils your business needs perfectly.

Before purchasing a photocopier, you must consider various things. These things will help you to pick a copier that will satisfy all your expectations about a copier. First of all, you have to analyse your requirements. Because not all the copiers are made for the same tasks. It will also help you reduce the stress of buying the right photocopier.

Answer the questions given below, after that, you will get an idea about what kind of Copier you want.

  1. Are you looking for colour or Black and white copiers?
  2. Do you want an MFP?: The MFP is an all-in-one printer that can print, copy, scan, and fax.
  3. Do you need an Automatic document feeder?: The Adf will help you to make more copies and scans within less time. It will improve your business.
  4. What is the average monthly volume of copies you need?

After finding the answers to the above questions, consider the following criteria.

1. Volume

This is an important factor to consider before buying a Photocopier. Each photocopier or MFP has a different volume. The volume of a photocopier means the number of copies a copier can produce per month.  It can be calculated in ppm (pages per minute) as like the print speed. It also depends on the size of your business. For instance, if your business is small, there is no need for buying a heavy volume copier. The volume of the copier is categorised into three. They are,

  • Small volume Copier: These copiers are designed for small businesses and home offices. It can produce up to 10,000 volumes of copies in a month. And also it has a copy speed up to 20ppm or below.
  • Medium volume Copier: These types of copiers are suitable for medium sized businesses. It can print up to 21-40 sheets per minute. The volume of these copiers are 10,000 – 30,000 copies within a month. 
  • High volume Copier: The heavy volume Copiers are suitable for large workloads. It can print 40+ prints per minute and also these copiers are able to print more than 30,000 volumes of copies in a month.

2. Features

Before going to buy a Copier, you should have an understanding about the features you want in your Copier. For example, if you buy an all-in-one MFP (which can print, copy and scan) it will save your money and space when compared to buying separate devices. So, consider the following features as per your need.

  • Print speed: This is a most crucial feature to consider when purchasing a photocopier. You should need a Copier which has a copy speed enough for a smooth workflow of your business. If you have a small size business, then a machine with a copy speed of at least 25-30ppm is required. The Copiers with speed of 45-50ppm are suitable for medium sized businesses and also 50ppm and above are required for large businesses.
  • Paper capacity: The paper capacity of a Copier refers to the sizes of paper it can Copy on. The A3 copiers can have the sizes of papers up to 11.7 × 16.5 inches and the A4 Copiers can use the paper’s up to 8.3 × 11.7 inches. You can buy a copier which has a paper capacity according to the type and sizes of paper which you use the most.
  • Memory: Every copier or MFPs consist of an internal memory that depends on the size of the copier. If you have a large sized business, then you should choose a copier which has high memory capacity. The copiers with higher memory power can fasten your workflow.
  • Extra features: There will be many new features on the Copier which will increase the productivity of the machine. For instance, the features like Duplex printing, Wi-Fi direct printing, Mobile printing, Accessibility programs, etc. will simplify your workload. So, check out the extra features on copiers to get a right copier.

3.  Availability of parts

Check for the availability of parts of the Copier which you intend to buy. A copier can have complaints unexpectedly. If you want to replace any part of the copier, it can be very difficult if the part is not available to you. So, pick a Copier where the parts are easily available to you. 

It is very necessary to do the maintenance of your copier regularly. It will obviously enhance your machine’s productivity. Always use original parts and toners in need of any replacement. Don’t use compatible parts and toners in your Copier. Because it will decrease the life of your copier.

4. Brand

The Brand of Copiers also matters in their performance. Nowadays, there are many brands which develop low-cost and high-quality copiers. Therefore, selecting one among them is very difficult. So before choosing a brand, read reviews of each brand and also ask the experts in this field.

5. Warranty

Warranty is also an important thing to consider before making a decision.  You can get a warranty of about 1year for fresh machines and up to 6 months for Refurbished copiers. However, there is no warranty for toner, Drum unit, Developer unit, Fuser unit, and pickup roller. In the case of refurbished copiers, there will be a chance for errors that cannot be fixed. So if the same complaint is repeated more than 3 times during the warranty period, then it is better to exchange the machine.

6. Budget

This is an essential factor to evaluate when purchasing equipment.  You need to buy equipment that meets your needs in the business rather than your budget.  That is, do not buy a small volume copier if your needs are high and your budget is low, or do not buy a high volume copier if your needs are low.  If you need a high-volume copier and cannot afford it, it is best to rent a copier.  So, you can get a copier that suits your needs and budget