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Choosing a Printer/Copier

Choosing a printer/copier for your business doesn’t have to be an overwhelming task. Even though there are many hundreds of models, it is easy to narrow down choices based on specifications that fit your business. Before talking with a print solutions professional, take a minute to assess the following print and copy needs for your business:

• Print Resolution - the standard resolution on most printers is 600x600 dpi (dots per inch). This is sufficient for virtually all text documents and even many graphics. However, if your business needs to print large pictures, charts or other graphics in-house, a higher resolution will be necessary. High-quality laser printers can print up to 2400x2400.
• Scanner Resolution - a high print resolution will not produce better quality documents if the scanner resolution is low. If you’re dealing with text documents, 600x1200 dpi is sufficient. When copying or scanning photos, 1200x2400 dpi is preferred.
• Speed - there are two important factors when judging the speed of a printer: PPM and memory. Manufacturers provide the average PPM (prints per minute) of all printer models, often giving a number for PPM in color and in black and white. Just as gas mileage is different on the highway than in stop-and-go traffic, print speed is affected by different conditions. Black and white printing is generally faster than color printing, and setting a high resolution printer at a lower quality setting can increase printing speed. Memory can also affect print speed. For instance, if your company often prints large pdf files or copies multiple pages, it can take time for your printer to prepare for the task. Look for a printer/copier with at least 16 MB of memory. Additionally, check the size of the document feeder and paper tray: if your office prints about 400 sheets per day, you won’t want the inconvenience of having to constantly refill the paper tray that holds only 250 sheets.
• Color - does your business predominantly print plain text documents, or does it demand full-color printing? Laser monochrome printers can be an inexpensive way to achieve high-volume, high quality in-house printing, but if your business regularly provides full-color documents to clients, it won’t work. Laser printers that print in color are significantly more expensive than black and white laser printers, so depending on budgetary limitations, an inkjet printer is often the best solution for companies that need color printing. 
• Other Features - does your business need special fax features such as color faxing or fax broadcasting? Does your business even need a fax machine at all? An automatic document feeder (ADF) that can offer duplexing (two-sided printing), stapling and collating can save a company hours that were previously wasted on administrative tasks.
• Look at the whole solution - for instance, if your business only prints in color occasionally, but does a significant amount of black and white printing on a daily basis, perhaps the best option is a high-quality inkjet for color printing and an inexpensive laser monochrome for black and white documents. Additionally, consider the total cost over the printer’s lifetime. Inkjet machines may be less expensive than laser machines, but the ink can be far less expensive per page. A laser printer/copier can be more economical in the long run for companies that need high volume printing.

Choosing a Print and Copy Solutions Provider

Once you have assessed the print and copy needs of your business and determined the specifications for a printer/copier, it’s time to select a print and copy solutions provider. Consider the following business needs when choosing a vendor:

• Dependability - look for an established vendor with the expertise and longevity to handle your company’s needs. However, the biggest company doesn’t always mean the best: often, a smaller company can provide more individualized service than a larger company. Depending on your investment, you may want to ask a potential vendor for references. The best print and copy solutions providers offer a guarantee on their products, giving you the peace of mind that your investment will be protected.
• Financing - purchasing new print and copy machines every few years to keep up with technology can be a significant capital outlay for many businesses, large and small. Look for a vendor with financing options that will allow you to lease equipment. A monthly cost can be easier to handle for many businesses, and leasing allows easy equipment upgrades as technology advances.
• Technical Service - many basic vendors don’t offer any technical service. Look for a full-service print and copy solutions provider that can offer technical support after your purchase.
• Flexibility - print and copy needs for many companies can change quickly. Make sure your vendor has the flexibility to grow with you and can easily accommodate upgrades. Additionally, Xerox, Sharp and other printer manufacturers are continually improving copier and printer technology and efficiency, and older printers can quickly become obsolete. Make sure your vendor can keep you at the front of the product life cycle.
• Expertise - most quality vendors offer an analysis on your existing equipment and provide suggestions to reduce cost and increase efficiency. Tapping into their expertise can be especially important for businesses without an IT professional on site.  

Talk to your chosen print and copy solutions provider about your company’s needs and budget. They will be able to suggest the best manufacturers and models for your business and provide financing and technical service for a quality print and copy solution.