In spite of everything becoming digital, photocopiers continue to be a fixture in offices, schools, and so many other places of work. If it’s printing out papers, scanning forms, or reproducing handouts, these devices still accomplish the task better — and quicker — than most desktop printers.
Modern photocopiers are more than just copy machines. They handle printing, scanning, faxing, and document storage, often all in one device. For busy teams, that means fewer machines to maintain and less time wasted switching between devices. They’re also built for volume, so you’re not standing around waiting for ten-page reports to crawl out one sheet at a time.
The actual advantage is reliability and speed. A good copier will copy hundreds of pages without jamming or lagging behind, which is precisely what’s required in any high-pressure situation.
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Features That Make a Difference
Not all photocopiers are created equal. The appropriate model will depend upon what you want it to do, how much you expect to use it, and how many people will be using it. One of the earliest choices is whether to have a black-and-white or full colour machine. Black and white is less expensive to operate and is suitable for simple office work, but colour is usually necessary for presentations, marketing, or education.
Speed also matters. Machines are usually rated in pages per minute (ppm). A smaller office might get by with 20ppm, but a large team could need 50ppm or more to stay productive.
Other features worth checking include:
Automatic duplexing (double-sided printing) to save paper
Document feeders for scanning or copying multi-page files
Cloud connectivity so staff can print or scan from devices
Security settings, especially if you’re handling sensitive information
Touchscreen controls for easier use
Other models also monitor usage per user so managers can know who’s printing what — helpful for cost management or waste reduction.
Buying vs Leasing a Copier
When you want to purchase a photocopier, you can either buy or lease it. If you buy, it’s yours — no contracts, no payments — but you’ll have to shell out a lot of money at the beginning. And like all machines, copiers deteriorate. In a couple of years, parts and repairs may become costly.
Leasing extends the cost over time and typically has maintenance, servicing, and callouts factored in the monthly payment. It’s a favorite among companies that prefer more recent technology without the obligation of purchasing. Leasing also simplifies upgrading if your requirements change or if you prefer to switch to one with better efficiency.
There are also short-term rental options, perfect for events, temporary offices, or holiday work. Regardless of which path you take, be certain that you know what’s included — such as toner, maintenance, and if there are any usage limits or fees.
Keeping Your Copier Running Smoothly
An old copier should make it for years, but like any device, it must be well-maintained. Most problems stem from worn-out rollers, clogged print heads, or paper jamming — many of which can be prevented by servicing the machine regularly and using proper supplies.
Simple things make a difference, such as drying paper, shutting off the machine at night, and cleaning the glass and rollers every now and then. If your copier is service-contracted, most firms will service it for breakdowns and provide toner or components promptly, usually in a 24-hour period.
It’s worth educating staff on how to use the machine correctly, too — particularly for jobs like scanning, double-sided printing, or loading variable paper sizes. That alone can save time and avoid damage.
Photocopiers London aren’t the most thrilling piece of kit in an office, but when they’re working right, no one cares — and that’s the idea. It’s only when they’re not working that everyone appreciates just how much they’re used.
