Here are five things to think about when creating your checklist.

Can the photocopier your company is considering handle the required capacity?

Photocopiers in the form of multi-function printers come in a variety of sizes and shapes. Many are geared toward the domestic market. Examine the stated capacity carefully and compare it to the workload of your company.

How important is scanning and printing quality?

Many of the most recent photocopiers use advanced print technologies that were previously only found in high-end printers. Before making a decision, look at print and scanned output samples if possible. Many vendors now provide the option of sending samples via postal mail.

Is fax functionality required?

Fax is far from a defunct communication medium, with many large corporations still requiring it. Consider the MFP’s fax capability, which today is likely to use both the cloud and direct dial to another fax machine.

Will your company have to deal with sensitive data?

PIN numbers or passwords should be used to control access to photocopier features. To ensure data security, ensure that the MFP only prints the necessary copies. Consider whether the USB port should be disabled to reduce risk.

Is remote printing required for your company?

With the rise of BYOD (Bring Your Own Device), printing from mobile devices has become quick and easy. Examine the apps that will use the photocopier carefully to ensure that they connect securely. An MFP can be a low-cost asset around which a company can build its workflow.

With digital copiers now available in a variety of configurations, it is critical to assess your company’s needs and match them to the appropriate one.

How much does a digital copier cost?

The cost of purchasing consumables – toner or ink, but also paper, drum, transfer/fuser kit – and the cost of warranty plans or after-sales services – can dwarf the cost of purchasing a printer. And, because one copier is likely to be embedded within a group in an office or a business, downtime can be costly and counterproductive.

Enlisting the assistance of a managed print service provider (MPS) can simplify the technicalities associated with operating a copier, especially in larger businesses, because they handle the printer’s lifecycle, including disposal at the end of life. Like a car lease, you usually do not own the printer after the lease term (up to five years) and must pay a fixed fee plus an agreed-upon cost per page.

The most effective digital copiers

Based on the manufacturer specifications sheet and the suggested retail price at the time of writing, the top ten digital copiers for small and medium-sized businesses and enterprises with fewer than 1,000 employees are listed below.