Things to Consider When Choosing a Network Copier for Your Office

There aren’t too many offices left that aren’t connected to the internet. From home-based cottage industries to multinational corporations, being connected to fellow workers in the office, and the world outside, have become crucial components of the business world.

Take office copiers for instance. In the past, you could get by with a stand-alone manually operated copier which unfortunately brought with it the inconvenience and wasted time of having to leave your desk and walk over to use it. But these days, with employees having the ability to print from a variety of devices, or even remotely, a network copier has become essential for effective and ergonomic operations.

Network Copier Considerations

If you’re considering purchasing or upgrading your network copier, here are some of the most important things to consider before deciding on which machine to buy.

Stand-Alone or Multi-Function

A network copier can be a simple stand-alone device that performs one task – copy – or a multi-function machine that can print, scan, and fax documents along with making copies. But the important thing here is that it can perform these functions over a computer network, either via a wired or wireless connection.

But should you get a stand-alone machine or a multifunction device?

That depends on your specific requirements. If you already have a printer and scanner but need to make many original copies regularly, then a stand-alone network copier may be the right choice. This is particularly useful for businesses of any size that need to make thousands of copies regularly, or businesses with specialized printing requirements (for example, large format) that your basic multifunction machine can’t handle.

However, for most small office/home office (SOHO) set-ups, a multifunction device that can print, scan, fax, copy, and possibly handle other functions can fulfill multiple needs at once while providing better value for money.

Type of Network Connection

There are two ways a network copier can connect to the internet, or your local network – through either a wired or a wireless connection.

If all your office computers are already connected via a robust Ethernet/LAN network, and you don’t have much of a need to print from smartphones, tablets, or remote laptops, then the added security of a wired-only connection may be the best fit for your business. The copier will be connected to a router or switcher using the same LAN cable as your PCs, and only be accessible as a networked device.

However, if your office is mostly or completely connected via Wi-Fi, or you have a workforce that operates remotely from a variety of locations, you might need your network copier to be available wirelessly.

Network Management

One of the greatest benefits of a network copier is the ability to monitor and manage it remotely. Being able to monitor your printer from anywhere can tell you if the machine is working properly, the toner and paper supplies are sufficient, and even give information on how frequently and in what format the machine is being used. Knowing this can help you cut costs and increase productivity. What’s more, the network management software that comes with a network copier is becoming more powerful and feature-packed all the time.

If you don’t have in-house IT staff available to handle these tasks, consider signing up for Managed Print Services (MPS) from a trusted supplier. The monthly fee can give you peace of mind knowing that any issues with the machine will be quickly identified and resolved, nipping potentially bigger problems – and the associated expenses – in the bud.

Security

Did you know that a network copier or printer is a common source of cyberattacks?

In many cases, the network copier is the weakest link in your cyber defenses, leaving you open to being hacked, infected with malware, exposed to phishing attacks, and many other digital breaches that bad actors can impose on you. Even an unconnected copier can be at risk – you could expose critical information or become a victim of industrial espionage simply by leaving sensitive documents in the paper tray.

That’s why a modern network copier will generally include a set of security features to help protect your important information. These include access control, user authentication, and encryption. Depending on your level of exposure to cybercrime, make sure the network copier you choose has the security features you need to ensure a robust defense.

Maintenance and Repairs

The consumables used by a network copier –toner, ink, paper, etc. – run out often. Monitoring whether you have sufficient amounts of each of these, and securing the supplies you need when you need them can be a time-consuming and stressful process. Meanwhile, even a top-of-the-line network copier is liable to break, jam, and malfunction – especially if it’s working hard every day.

Sometimes the breakdown can be the result of normal wear and tear. After all, there are many small working parts inside the machine. Sometimes there can be software issues, such as incorrect network configuration, causing the problem. Other times it can be simple human error – employees feeding in the wrong paper type, loading too much paper at once, or even spilling coffee on the machine, for example.

But whatever the cause, repairs, and maintenance can be costly and include call-out fees and the cost of replacement parts, not to mention the expense of downtime and loss of productivity. If you don’t have the in-house IT resources to dedicate to maintaining your printer and copier fleet, you’ve just discovered another very good reason to consider signing up for MPS. These services almost always include maintenance, repair, and even replacement of faulty machines.

A Trusted Network Copier Provider

Whether you’re looking to buy or lease a new network copier or seeking a reliable MPS provider to service your existing machines, Duplicator Sales and Services is your trusted one-stop shop in the Louisville, Lexington, Elizabethtown, London, and Paducah areas. With over 60 years of experience and expertise in all aspects of office technology, we offer a range of equipment and services that will satisfy your copier needs. Our friendly and highly skilled staff are standing by to attend to your needs. Contact us today.