The modern Wisconsin business office still deals with a lot of paper documentation that may have started on a computer. Still, copies are needed to finalize contracts, proofread content, and publish product instructions and manufacturer’s guidelines for equipment. The need for office copiers has changed little in this digital age. But, what has drastically changed is all that can be done with this updated piece of office equipment.

The original photocopier was a bulky machine that smelled of chemicals when toner was fused onto paper using heat, pressure, or both to create the textual and/or graphic message. Today, these challenges have been removed, and business owners have their choice of a wide variety of copier technologies, including:

  • Wide format copiers are used primarily to print large graphics or engineering drawings.
  • Desktop copiers are used in the home or office and have a very small footprint.
  • Digital copiers first convert a paper document into a digital image, then print it onto paper.
  • Multifunction printers (MFPs) are useful for copying, printing, scanning, and faxing with only one machine.

When choosing the best copier for your business needs, consider how it will be used, the size and type of medium or paper, and the volume of copying your office will be producing.

Reasons Your Business Still Needs A Copier

It was thought that the modern office would be paperless at one time. And while it is true that documents such as invoices and receipts are easier to create and process with computers, it is no mistake that paper copies of digital information are still the most widely accepted way of doing business.

Without paper documentation, companies face security risks and the loss of valuable data from cyberattacks as well as legal and compliance issues that demand signed paper. For these reasons and more, office copiers and multifunction printers that can print, scan, and fax are still vital pieces of office equipment.

Even though your office may prefer to limit the use of paper documentation, that doesn’t mean your clients feel the same way. The printed document is still engrained in our conscience as representing a contract, sale, or promissory. While clients may regard online material as efficient, they still demand a paper copy as a final representation of the information.

In newspapers, magazines, and especially sales advertising, the need for print media such as brochures, sales campaigns, mailers, and posters is alive and well since printed materials are relatively easy to create with the current state of copier technology.

Valuable Benefits of Modern Office Copiers

Copiers are the workhorse of the modern office, churning out hundreds upon hundreds of printed copies for the half-million small- to medium-sized businesses (SMBs) in Wisconsin. The economic impact of these employers adds to a state economy that ranks 14th in the United States. No doubt, the copy machine helps office and factory workers produce at a high and effective rate.

And it is this increased productivity that is one of the many valuable benefits of the modern office copier. Print and copy technology are so efficient that companies enjoy cost savings in producing documentation compared to just ten years ago when copiers used 300 to 500 watts of energy.

A good quality desktop copier can be purchased for just a few hundred dollars, and a low-end multifunctional printer can cost from $400 to $500. Most business owners can afford dedicated copy machines for different office divisions. Even home offices would not be complete without a copy machine.

Before the conveniences offered by business copiers, documents would be sent out to the print house for large volume copying. This process created a significant security risk for many companies, especially if the files contained sensitive financial and customer data.

Need an Upgrade? Why Leasing May Be The Best Fit for Your SMB

If you’re using a copier that is five years old or more, then it’s time to upgrade to a new product that features higher-quality printing, better print security, and even more energy savings. Large copiers or MFPs are even accessible to SMBs with leasing programs that eliminate the high initial costs and instead spread out payments over a low monthly fee.

This is especially true for start-up companies or any small business that is careful to limit overhead operating expenses. This way, you get the exact office equipment you need to succeed while also budgeting your cash flow. Setting financial priorities such as leasing a copier instead of buying is good business sense.

Copiers can be considered a part of your office equipment or your IT budget. You need to get the best solution for your money because good documentation management is the foundation of a successful business.

To arrive at the best solution for an office copier, you should balance your business office equipment needs with your business goals and budget.

Most importantly, you want to avoid buying an undersized or cheap printer/copier that is slow, has poor image quality, and cannot handle the volume of copying needed for your employees to do their work. This would be a waste of money and time that most companies do not have if they want to remain competitive.

If your Green Bay, Fox Cities, or Milwaukee area business is in the market for a new copier, contact Wisconsin Document Imaging today! We can help you figure out the factors to consider when choosing the best copier to buy or lease for your business.