Choosing a Copier/Scanner

There have been significant changes copying machines over the past few years. Digital machines have replaced more basic analogue copiers and latest technology has made multi-function machines - copy, print, scan, fax - commonplace.

Key Functionality

Choosing the right machines is essential to get the best value for money. Key functionality ranges from an entry level 10ppm copier for low usage to top of the range 80ppm machines. So one of the first things to consider is how many copies you are likely to need each month. Remember to consider if you are able to use double sided printing as this may save you a lot of money on paper use.

For those who do a lot of presentations, special types of paper may be required so choose a copier that can handle that. Also consider paper sizes, including A3, A4 & A5.

More Features

Whilst many manufacturers offer multi-functional machines, don't be tempted to opt for the machine with the greatest number of features unless you really need them. There is still a strong demand for standalone copiers. Popular features include image enlargement of up to 400%, individual job saving, machine specific hard drives to save standard office documents such as expense forms and internal telephone directories for instant retrieval and copying.

Paper management is an important buying consideration. Most copiers can cope with 1,000 A4 sheets, although larger machines can handle more. These copiers can also handle A3 paper plus A5, legal, foolscap and banner copying. Top of the range copiers offer hard drives which are able to store lots of documents; they may also include faster speeds, standard duplex or double-sided printing and colour copying at speeds similar to black and white output.

The best copiers have even more features, such as coded access and job files to allow users to log-in before copying. Copy volumes can be charged to individual accounts, which is essential for legal firms and accountants. However, these additional features aren't required for everyone.

Quantity & Quality

Before selecting a copier, be clear on how much you expect to copy each month. Have a look at the manufacturers' guidance figures to establish the likely longevity of the machine and also the expected consumables expenditure. Consider how many people are likely to use the machine, the type of paper they'll use and whether it's black and white copying or colour.

Copiers are much quieter than they used to be. Panasonic and other manufacturers have developed technology to reduce noise considerably. The average life expectancy of a copier is around 3 to 5 years, but this isn't guaranteed.

In summary, here are a few things that you'll need to consider when buying a new copier:

• Colour or Black & White?
• How many pages per minute are required?
• How many pages per month?
• Is security essential?
• Is individual account management required?
• Check maintenance requirements
• What paper sizes are required?
• Which features are essential and which aren't?