It’s easy to take your office copier for granted when it’s running smoothly, but when it requires frequent maintenance or stops working entirely, that’s when the office turns into panic mode. This not only leads to productivity and financial loss but relying on older technology increases energy consumption and security vulnerabilities. Upgrading to a newer model can offer advanced features that actually improve productivity, protect your data, and minimize energy usage. Imagine being able to work with fewer interruptions and more security. New technology can offer just that.
In this blog, we’ll examine 6 signs that it’s time to replace your copier and look into the features that are helping businesses better control their print environment.
What Makes a Great Copier?
Let’s start by looking at the features that make the modern copier efficient and worth the investment. Today, the best copiers are not only focused on copying and printing, but they include advanced technology that is designed to be an integral part of your office’s workflow. Here are some features that make these advanced copiers stand out:
- High Tech Security Options
With data breaches targeting businesses more every day, many businesses are concerned with their print security posture. New copiers address this by offering security features like hard drive encryption, user authentication, and secure print release, reducing the risk of unauthorized access to confidential documents. With these advanced options, businesses are able to protect their networks and data. - Cloud Integration Software for Connectivity
Top-tier copiers now offer cloud integration tools, enabling employees to print, scan, and share documents directly from cloud platforms including Google Drive, OneDrive, or Dropbox. With remote and hybrid work becoming more common, this feature improves workflows and supports collaboration from any location. - Automated Workflows
Many new copiers include automation features like batch scanning, which allows users to scan large sets of documents in a single pass, reducing time spent on repetitive tasks. Top-tier copiers also include software that can convert documents into searchable digital files, making it easier to locate information quickly. - Better Energy Efficiency
In our modern world, copiers are now designed with sustainability in mind. They offer reduced power consumption, efficient sleep modes, and even eco-friendly printing options like double-sided printing to help reduce paper waste. - Advanced Finishing Capabilities
Older copier models typically spit out prints or copies that the user has to manually finish. With modern copiers, you get access to advanced finishing features like binding, stapling, and hole-punching, so documents are ready for use with minimal manual handling. - Mobile Device Compatibility
With mobile compatibility, employees can print and scan directly from their smartphones or tablets, which can be particularly useful in the office or when employees are working remotely. Not only does this feature enhance convenience, but it speeds up productivity and task time.
6 Signs That It’s Time to Make an Upgrade
Now that you know what features make the modern copier so attractive, you might be wondering whether it’s the right time to retire your old copier. Here are some key signs that you should consider an upgrade:
Sign #1: Security Features Can’t Keep Up
Hackers often use unsecured copiers as a weak point to infiltrate a network. If you are using an older copier with limited to no security, acquiring a new model with the latest features will help protect your data from cyber threats. New security features include password protection, hard drive encryption, and secure access, all of which are key to safeguarding your business data.
Sign #2: Difficulty Finding Replacement Parts
Replacing worn-out parts in your current copier may seem like a cost-effective solution, however, this is only a temporary fix. Eventually, manufacturers stop producing parts for older models, making your repairs more costly and difficult to execute. If your copier parts are becoming harder to find, it is more cost-effective to upgrade to a copier that won’t keep you waiting on replacement parts and maintenance.
Sign #3: It’s Always Breaking Down
If you’re on a first-name basis with your copier repair technician, it’s a clear sign that your copier is reaching the end of its life. As copiers age, breakdowns become more common, leading to workflow interruptions and unexpected costs. Upgrading to a new, reliable copier can save both time and money in the long run.
Sign #4: Limited Functionality
As technology evolves, copier models have also changed, serving as multifunctional devices that can print, scan, and fax with their advanced features. If your copier can’t handle larger files, or complex print jobs, or fails to integrate with your business software, it’s likely outdated. When you upgrade to a new device, you keep your business ahead of the competition with features that boost office productivity, efficiency, and security.
Sign #5: Your Business Needs Have Changed
If your business has grown over the last few years, consider whether your copier really meets your needs. Different copiers are intended for varying amounts of usage, so if your small business copier no longer meets the demands of your growing team, then it’s time to make a switch. With scalable options, you can find the right copier that meets your current and future needs while avoiding overuse and constant breakdowns of the older model.
Sign #6: Leaving a Poor Environmental Footprint
It’s a fact that older copiers consume more energy and create more waste than newer models. Today’s copiers are designed to use less power, come with energy-saving modes, and support eco-friendly printing options like duplex (double-sided) printing. Controlling your print environment with a new device not only reduces your environmental footprint, but you’ll be saving long-term on electricity bills.
-The World Counts
Is your business experiencing any of these signs? If so, then it’s time to make the switch to a new device. The investment in a new copier is a big step for any business and requires time-consuming research to contrast different models, pricing, included features, and scalability. To relieve the burden of this process, partnering with a Managed Print provider is the best solution. Next, we’re going to review the role that Managed Print plays in helping businesses upgrade their devices to meet their needs.
Switching Your Copier with Managed Print Services (MPS)
When it’s time to invest in a new copier, a Managed Print Service (MPS) provider will be your personal tour guide through the process, offering tailored solutions and ongoing support. Managed Print Services specialize in helping businesses find the right print solutions, whether for purchase or lease, and have access to top brands and the latest models with advanced features. From device selection to set up, training, integration, and future support, you can count on MPS to manage every step.
Along with these benefits, MPS is typically more cost-effective than selecting a new copier yourself due to the flexible leasing and purchase options that align with your budget. Businesses also receive a predictable monthly cost that include maintenance packages, minimizing unexpected repair expenses. MPS providers understand the need to protect business data and can provide copiers that are equipped with the latest security features while keeping you informed of industry standards to ensure compliance. Altogether, partnering with an MPS provider to upgrade your copier is a big win for any business.
Is It Time?
If your copier is slowing down your team, breaking the bank in repairs, or keeping your sensitive data vulnerable, then it’s time to consider an upgrade. The new copier offers advanced features that improve productivity, reduce costs, and enhance document security, keeping your business running smoothly. Plus, with the help of Managed Print Services, you’re able to leverage technology that grows with your business. Don’t wait until your current device reaches the end of its useful life. Explore your options with MPS and uncover the benefits of a modern copier tailored to meet your specific needs.
About Atlantic, Tomorrow’s Office
Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.
For the latest industry trends and technology insights visit ATO’s main Blog page.
