Business is all about communication and sharing information to smoothly and efficiently work with one another. Sometimes this means we all need to be looking at the same thing. While we can share digital files. hard copies continue to be important when doing business. But these days, copy machines are rarely just copy machines. They also print documents, as well as offer a way to scan them so that they can be shared electronically. Some copiers have finishing options such as collating, folding, stapling, and binding. The modern office copier has come a long way compared to its predecessors, which is why it is such a useful device to this day.
What Is an Office Copier?
Today’s office copier is basically a multifunctional printer, a device that provides various services including printing, scanning, faxing, and copying with varying degrees of sophistication. These devices are also referred to as AIO or all-in-one printers. While the multifunction printer in your home may be relatively simple, the copiers found in offices around the world today are much more robust and versatile devices. Here are some of the primary features and functionality found in the modern office copier:
- Scanning – While scanners are common on AIOs, not all scanners are created equally. The scanners on office copiers are faster, better quality, and give you more flexibility when it comes to storing or sharing the digital versions of your scanned documents.
- Faxing – The need to fax isn’t as strong as it once was, but it still is necessary from time to time, especially in industries such as healthcare and law.
- Copying – Much like scanning, copying doesn’t need to be a stand-alone feature. Make copies of printed documents right from the same machine you use to print, scan, and fax. This versatility eliminates the need for multiple, single-purpose devices in your office, saving you money and valuable real estate.
- Duplex printing – One of the most common must-haves is duplex or double-sided printing. While some printers prompt the user to flip over the paper manually to print on both sides of a document, one with duplexing capability automatically does this for you, making the process much smoother and less time-consuming.
- Finishing options – Some office copiers have more advanced capabilities built-in as well, such as the ability to eliminate manual tasks and effortlessly produce professional-looking finished products such as reports and booklets. Collating, stapling, hole punching, binding, folding, perforating, and laminating are common finishing options on modern office copiers that will your employees’ jobs significantly easier.
- Other features – Office copiers are all about improving efficiency. If you are printing several copies or longer documents, automatic document feeders allow you to put in several sheets of paper that will automatically feed into the machine. Another beneficial feature is Wi-Fi access, which enables employees to print without being tethered to a printer cable.
How an Office Copier Will Benefit Your Company
Having the right office copier can prove to be a big asset to your company. If you aren’t currently using one of these devices in your workplace, here are several benefits you are missing out on:
Compatibility – Modern office copiers are extremely compatible with other technology. Different programs across different computer types and even mobile apps can read or print various types of documents from the copier. This makes it easy to share documents among staff and even do business with busy clients.
Client security – No matter what your business, clients like to feel reassured that their information is safe. While access can be easy, copiers also make it easy to restrict access to control who has access to certain documents. It features built-in, state-of-the-art security measures that offer peace of mind.
Time savings – Eliminating so many tedious manual tasks will save your employees time, which allows them to spend it on more important tasks. The touchscreens of many modern office copiers allow you to do so much right from the device and even automate workflows by automatically routing scanned documents where they need to go.
Improved productivity – These versatile, robust devices enable you to optimize your workflows and improve collaboration, which will lead to gains in employee productivity.
Reduced operating costs – Most of today’s office copiers are built with energy efficiency in mind, and will use less power to operate, leading to lower electric bills.
Finding the Right Device for Your Business
When you are getting ready to add an office copier to your business, there are several things to consider to make sure you find the right device to meet your company’s unique needs. They include:
Speed and volume – Consider how much you need to print, and how fast you need the documents you print or copy. You don’t want to spend too long standing at the copier waiting.
Machine size – Bigger copiers might do more, but you also need to consider the physical space in your office. There needs to be plenty of room around the copier for adequate airflow and to handle any doors or drawers needed nearby, and space is likely limited in your office.
Functionality – Fully consider your current and projected needs, and what features you need from a copier. Make sure you get a device that offers the functionality your workflows require.
Security – Come copiers come with more advanced security features than others. While any business’s data is valuable if your device will be handling sensitive information look for a copier that ensures the best security available.
Color or black & white? – Most companies can use black & white printing for most jobs, but if your documents will be distributed to clients, partners, shareholders, etc., high-quality color printing may be something you need from your copier.
If your San Francisco Bay area business is in the market for a new office copier, Golden Gate Office Solutions specializes in business technology equipment. We partner with the finest manufacturers in the world to offer reliable, top-notch products at reasonable prices. Contact us today to speak with one of our sales specialists.
