Despite the rise of paperless technologies, copiers still dominate the office environment. Countless companies throughout San Francisco still rely on them daily to handle their workflows and business processes. However, just because your business needs a copier doesn’t necessarily mean it has to own one. To see what we mean, here’s a quick look at how your business can benefit from copier rentals.

Why Copiers Are Such Valuable Devices

Copiers, also known as multifunction printers, have been around for decades. Nevertheless, their capabilities continue to evolve to meet increasingly complex business demands. Their basic printing, scanning, copying, and faxing capabilities make them a valued asset in any office environment, but there’s more to copiers than just their essential functions:

  • Copiers help maximize productivity. Modern copiers offer a wide variety of document management features to increase user productivity. Detailed logs allow businesses to increase oversight of copier usage, while advanced security features keep data safe from hackers and other malicious actors.
  • Copiers add convenience for users. It’s hard to beat the convenience of modern copiers, especially when it comes to managing workflows. Instead of bouncing between multiple devices, users can streamline their workflows with the help of just one machine.
  • Copiers offer cost savings. When you have multiple devices designed to do different tasks, the associated costs of using them – whether it’s energy usage, consumables or maintenance – can add up over time. Replacing several devices with a single copier helps reduce operating costs in numerous areas.
  • Copiers save valuable space. Not every office environment is spacious. Dedicated printers, scanners, and fax machines take up valuable real estate that could be put to more efficient use. Replacing those devices with a single copier can help offices win back much-needed space.
  • Copiers can help safeguard sensitive data. The latest copiers offer a wide range of security options that give you greater control over how they’re used. Security features like pull printing and data encryption can help reduce the likelihood of data theft.

When a Short-Term Copier Rental Would Benefit Your San Francisco Business

Remember when we mentioned that having a copier doesn’t mean you have to own one outright? There are plenty of cases where purchasing or even leasing a copier isn’t always the best solution:

  • Conferences and tradeshows where a copier proves useful for copying and printing documents on demand.
  • Short-term office projects where your staff needs an extra copier or two for a brief period, usually 12 months or less.
  • Training sessions and safety briefings where everyone needs handouts with crucial information.
  • Cases where you’re evaluating new equipment and/or new technologies before committing to a long-term lease or purchase.

In these situations, the upfront cost of a copier purchase can easily outweigh the benefits gained from short-term usage. Most copier leases range from 12 months to 36 months or more, making them less than ideal for situations that only last for a few weeks, at most. In comparison, a typical copier rental contract lasts for 12 months or less.

A copier rental frees you from having to make long-term commitments for short-term usage. It also keeps you from relying solely on outside vendors for your copy and print needs, especially if you’re temporarily away from your premises or at a special event. Short-term copier rentals are also a great way to save on outsourcing and operating costs.

Copier Rentals Seem Like A Good Idea? Questions You Should Ask Before Entering into an Agreement

How Long Will I Need a Copier?

Do you have a short-term project that’ll last six months or a year, at most? Then you’re better off with a copier rental. A copier rental contract gives you more flexibility than a lease, plus it’s easier to expand and/or upgrade equipment as needed.

What is My Business Outlook for the Near Future?

When your business expands, so do its document management needs. Such expansions can come sooner than you’d expect, which makes a copier rental the perfect solution for satisfying new copier needs right away.

Not every business experiences astronomical growth, however. If your business outlook for the next couple of years includes moderate yet steady growth, then a longer copier lease may be a more appropriate option to consider.

Am I Better Off Owning My Equipment?

Security is one compelling reason to own instead of renting a copier. That’s because most copiers have some form of built-in memory installed, making them tempting targets for hackers in search of potentially sensitive data. This could pose issues at the end of the lease or whenever the device needs service.

Fortunately, today’s copiers feature robust security features that help shield sensitive data from exposure to hackers and other malicious actors. These include features that give you or your system administrator greater control over a copier’s hard drive or memory modules.

Are You Prepared to Break a Lease?

Imagine you sign up for a 36-month lease, only to back out of it after 12 months. The potential fees and penalties for breaking a copier lease can be steep, not to mention the legal headaches. Instead of dealing with these issues, you’re better off with a short-term copier rental.

A short-term copier rental is one of the best ways to meet your San Francisco Bay Area business’s ever-evolving copier needs quickly. To learn more about copier rentals or take advantage of one, contact Golden Gate Office Solutions today.