Modern office photocopiers have evolved far beyond basic print duplication. With today’s models, you can scan, fax, email, and even finish documents right on the machine. But what functions are a must-have, and what can your business do without?
If you’re in the market for a new copier or looking for an upgrade, consider these modern photocopier features and benefits for your office. You may be surprised to see how they can help improve workflow efficiency.
10 essential photocopier functions for your office
1. Print speeds
If you work with large document volumes, pay close attention to the model’s Pages Per Minute (PPM). This term refers to the speed of the device and the number of pages the device can print within a minute. More detailed specs will also tell you how fast the model can produce B&W vs colour prints if it has that capability and its speed to wake from sleep and energy-saving modes.
2. Scan speeds and capabilities
For efficient and rapid scanning, look for models offering high scan speeds and dual-scan capability. This allows it to process double-sided documents in a single pass. Also, consider the volume of documents you typically produce to determine the optimal scan speed.
3. Colour or black and white
While colour copiers can make your prints stand out, monochrome options often provide a more cost-effective solution for everyday documents and many B&W devices still have the ability to scan in colour. Consider the balance between print quality and budget when making your decision.
4. Resolution
A higher resolution (1200 dpi or higher) delivers sharper text, finer details, and richer images. While lower resolutions (600 or lower) may suffice for basic text documents, higher resolutions are preferred for graphics, images, and presentations, however, speak to our experts who can explain the technological advancements in emulating higher resolutions.
5. Paper tray capacity
A copier with a substantial paper tray capacity minimises the need for frequent paper refills. Compared to smaller trays (100 sheets), larger trays (550+ sheets) ensure uninterrupted printing, especially during peak usage periods and minimise the environmental effects on paper.
6. Wireless connectivity
Wireless connectivity is a copier feature that enables hands-free printing from various devices, including laptops, tablets, and smartphones. Look for copiers that support Wifi, Bluetooth, or NFC for maximum flexibility.
7. Binding and finishing options
Copier features like stapling, hole punching, and booklet-making can transform ordinary documents into professional presentations. These options streamline workflow and create polished outputs.
8. Consumable life
You can optimise copier efficiency and reduce costs by choosing models with long-lasting consumables like toner and drums. Higher-capacity consumables minimise interruptions and frequent replacements.
9. OCR capability
Often an overlooked feature of a modern multifunction device, Optical Character Recognition (OCR) technology converts scanned documents into editable text. This means you can convert paper files like contracts, invoices, or reports into searchable digital formats.
10. Warranty and service agreement
A comprehensive warranty ensures peace of mind and covers potential issues, parts, and labour. Consider extended warranty options for longer-term protection or a service agreement to remotely monitor, maintain your device and automate the toner ordering process without you ever needing to call us.
Find out more about modern photocopier features and benefits at Copysonic
We understand the importance of choosing the right photocopier for your business. Our team of industry veterans can help you assess your needs and recommend the ideal printer or photocopier. Contact us today to discuss your requirements and explore our range of high-quality photocopiers.
