Your Pre-Purchase Checklist
1. Assess Your Volume & Core Needs
✅ Monthly Print Volume: Are you a low-volume office (a few thousand pages) or a high-volume powerhouse (tens of thousands)? Ricoh offers robust models for both, but matching the series to your volume is key to avoiding wear and tear or overpaying.
✅ Must-Have Functions: Is this purely for copying? Or do you need an MFP (Multifunction Printer) that also prints, scans, faxes, and emails? Be specific about your daily tasks.
✅ Scan-to-Email/Database: For digitizing documents, how important is seamless scanning? Ricoh excels with intuitive scan routing features.
2. Evaluate Key Ricoh Strengths
✅ Reliability & Durability: Ask about the duty cycle. Ricoh builds machines known for longevity in busy environments. Is your office prone to heavy, constant use?
✅ Security Features: This is a major Ricoh selling point. Do you handle sensitive data? Check for features like:
- User Authentication (PIN, card swipe)
- Data encryption on the hard drive
- Secure Print (hold jobs until you’re at the device)
- Automatic data overwriting
✅ Software Integration: How connected is your office? Ricoh devices often integrate well with:
- Microsoft 365 (print and scan directly from Teams/SharePoint)
- Google Workspace
- Document Management Systems (like SharePoint, Box)
- Is this seamless connectivity a priority for you?
3. Consider the Total Cost of Ownership (TCO)
✅ Upfront Cost vs. Long-Term Value: The sticker price is one thing. Consider the cost per page, toner yield, and part durability. A slightly more expensive Ricoh might be cheaper over 5 years.
✅ Service & Support: What is the dealer’s reputation for service? Ricoh offers strong service contracts, but check the SLA (Service Level Agreement) for response times. Is there a local technician?
✅ Supplies & Consumables: Are the toner cartridges and other parts readily available and reasonably priced?
4. Think About the User Experience
✅ Ease of Use: Is the touchscreen interface intuitive? Can employees easily perform complex tasks like double-sided scanning to email without a manual? A demo is crucial here.
✅ Mobile & Remote Printing: Do your employees need to print from smartphones or tablets? Check for Ricoh’s apps and solutions like Ricoh Smart Device Connector.
✅ Environmental Goals: If your company has sustainability targets, Ricoh often highlights energy-saving modes and recycled materials. Is this aligned with your corporate values?
5. Plan for the Future
✅ Scalability: Will your needs grow? Can the Ricoh model you’re looking at be easily upgraded with extra paper trays, finishers (for stapling), or software?
✅ Technology Roadmap: Is the technology current? You don’t want a device that will be obsolete in a year.
The Verdict: When a Ricoh is the RIGHT Fit
A Ricoh copier is likely an excellent fit for your office if you checked “yes” to most of the following:
- You have medium to high print volumes.
- Document security is a top priority.
- You need a durable, reliable workhorse.
- You value seamless integration with cloud services.
- You’re focused on long-term TCO, not just the lowest upfront price.
When You Might Look Elsewhere
Consider other options if:
- Your needs are very low-volume and basic (a smaller desktop printer might suffice).
- Your absolute only concern is the lowest possible initial purchase price.
- You lack access to a reliable Ricoh dealer for service and support.
Conclusion:
The right copier is an investment in your office’s productivity. By working through this checklist, you can move beyond the brand name and make a confident, data-driven decision. Your next step? Contact a local Ricoh dealer for a personalized demo and a quote based on your specific answers to this checklist.
