Copier Buyer's Guide

Selecting the right copier or multifunction printer requires careful consideration of your business needs, volume requirements, and budget. This guide covers the key factors to evaluate.

Determine Your Print Volume

Monthly print volume is the single most important factor in selecting equipment. Copiers are rated for specific duty cycles, and choosing equipment that matches your volume ensures reliability and optimal cost-per-page.

• Light duty (under 5,000 pages/month): Desktop printers or entry-level MFPs
• Medium duty (5,000-20,000 pages/month): Workgroup copiers rated 25-35 ppm
• High volume (20,000-50,000 pages/month): Department copiers rated 40-60 ppm
• Production (50,000+ pages/month): Production printers rated 70+ ppm

Color vs. Monochrome

Color copiers cost more to operate than black-and-white machines. Consider what percentage of your output requires color and whether a separate color device makes sense.

Multifunction Capabilities

Modern MFPs combine printing, copying, scanning, and faxing in one device. Consider which functions you need:

• Print: Network printing from computers and mobile devices
• Copy: Document reproduction with collating and finishing options
• Scan: Digital capture to email, network folders, or cloud storage
• Fax: Traditional fax or internet fax capabilities

Lease vs. Purchase

Leasing provides predictable monthly costs and includes maintenance and supplies. Purchasing offers long-term cost savings but requires capital outlay and separate service contracts.

Key Features to Consider

• Paper handling capacity and tray configurations
• Finishing options (stapling, hole punching, booklet making)
• Security features for sensitive documents
• Mobile and cloud printing support
• Energy efficiency and environmental certifications