Business Copier Issues? Discover the Benefits of Upgrading

All good things must come to an end, as the old saying goes. And this is particularly true in the world of technology. As a result of regular use, all machines eventually become inefficient and break down – or are rendered redundant by technological advances. So – is it time to upgrade your business copier? This article will examine how to know when it’s time for an upgrade and some of the main benefits of investing in a new machine.

Does Your Business Copier Need Replacement?

If you’ve become quite attached to your business copier over the years, you’re certainly not alone. Familiarity is one of the main reasons why many companies tend to stand by their old copier, often way past the point where the cons outweigh the pros. Other factors that can delay the decision to upgrade include:

• The costs – You may not have the budget available to buy a new business copier. Also, you may think the costs of maintaining and repairing your current machine will be less than investing in a new one.
• Volume needs – Your printing needs might be decreasing as you digitize more and more aspects of your operations. Is it worth investing in a new machine if you’re going to need a business copier less frequently going forward?
• Security concerns – You may be concerned about increasing your exposure to cybercrime as a result of the enhanced connectivity, cloud integration, and other advanced networking features offered by newer machines.

 Sure Signs That You Need a New Machine

These are all, of course, valid concerns. But if your business copier is going to remain an important cog in your business’s workflow as it grows over time, there are several sure signs that upgrading is likely to be the better choice than sticking with your old machine. They are:

• More frequent breakdowns – If the rate at which your business copier needs repairs or maintenance is increasing, it’s a clear indication that wear and tear is taking its toll on your machine.
• Reduced efficiency – Are you noticing employees spending ever more time in front of the business copier waiting for jobs to complete, or do you hear an increasing number of complaints about the machine?
• Increasing costs – Are you finding that you need to replace your toner more often while doing the same amount of copying and printing? That’s a red flag that your copier is coming to the end of its lifecycle.
• Increased copying and printing requirements – A new business copier is much more likely to handle increasing workloads cost-effectively and efficiently than an aging machine.
• Growing security risks – As more and more users interact with the copier, especially over networked connections, the risks of security breaches increase commensurately.
• Harder to find support and parts – Most manufacturers will only provide support for a business copier for a limited period – usually three to five years. If your copier breaks down, you need to be able to easily, quickly, and cost-effectively source the service and parts required to fix it. If these aren’t readily available, it can quickly become an expensive nightmare.
• Not fast or sharp enough – Perhaps the speed and quality of your prints aren’t quite what you need, reducing productivity and hampering opportunities as a result.

If your business copier ticks several of these boxes, it’s definitely time to consider an upgrade.

The Benefits of Upgrading Your Copier

There are numerous business copier models to choose from, with even newer models being released all the time. Choosing the right machine to suit your specific needs and budget can be a serious undertaking in and of itself. But whichever machine you choose, upgrading to a new business copier offers your business the following benefits:

Cost Savings

Obviously, you’ll have to cover the cost of buying a new business copier, which can be substantial. However, the costs of running, maintaining, and repairing a new machine will invariably decrease.

Often, particularly with copiers that are over five years old and have not been kept in optimal working order, the savings on toner, call-out fees, and replacement parts can more than offset the upfront expense. Many manufacturers offer warranties and maintenance plans, which can eliminate most maintenance and repair costs entirely for the first few years of the copier’s lifespan.

Plus, a more efficient machine tends to reduce employee unhappiness, boost office morale, and improve productivity.

Improved Connectivity

Most new machines will offer Wi-Fi connectivity. This enables multiple simultaneous connections from laptops, smartphones, and wearable devices, alongside the traditional LAN-connected office PC network. The aforementioned mobile apps, along with cloud integration features like Scan or Copy to Cloud, offer even greater connectivity options and can expand the scope of your operations.

Enhanced Security

With greater connectivity comes greater exposure to the risks of cybercrime.  A modern business copier will typically include a set of security features to protect you from these threats, many of which simply weren’t available even five years ago.

Security features could include remote monitoring capabilities, user authentication, data encryption, and the ability to overwrite or delete the copier’s hard drive.

Better Productivity

Newer machines generally offer much more bang for your buck than older machines when it comes to print speed and quality. Even a basic new business copier these days can produce thousands of quality copies per month at resolutions of 4000 x 1200 dpi and greater.

Environmental Benefits

Many businesses today are, naturally, increasingly concerned about their environmental footprint. Copier manufacturers are, too. As a result, many modern copiers are built using recyclable materials, and most are designed to be much more energy-efficient than older models.

Peace of Mind

A broken or inefficient business copier can be a huge source of stress and worry, in addition to unexpected expenses. Investing in a brand new machine that’s much less likely to give issues can help you sleep easier, particularly if your device is covered by manufacturer warranties and maintenance agreements.

The Right Business Copier Supplier

If the time is right for you to invest in a new business copier, you’ll need a proven, trusted, experienced supplier to help you choose the right machine at the right price. Duplicator Sales & Service is your go-to Office and IT Systems specialist in Louisville, Lexington, Elizabethtown, Paducah, and surrounding areas.

Since 1959, our family-owned business has been trusted by thousands of satisfied customers to take care of their office and IT needs. We stock a wide range of brand-new business copiers and offer managed print and maintenance solutions as well. Contact us today to discuss your needs and get a quote.