Are All Copy Machines the Same?

Photocopiers are not all created equal, but don't get too caught up in the bells and whistles. The two most important things to consider in a machine are copy speed and volume output. Start by assessing how many copies you will make on a regular basis. If you already have a machine, use the copy counter — typically located under the plate glass — to gauge your usage.

A quick lesson on copier jargon: Copier manufacturers set a "maximum monthly volume" to indicate the number of copies a particular machine is designed to make each month. As a rule, monthly volume is inflated by the manufacturer — cut the assigned maximum in half to be realistic. Copiers also differ in the sophistication of their feeders and sorters. There are three types of feeders. From the simplest to most sophisticated, they are: ADF (automatic document feeder), RADF (recirculating document feeder), and RDH (recirculating document handler), which is an RADF that also sorts and collates once the copies are made. Evaluate the complexity of your typical copy jobs, and decide how elaborate a feeding and collating system you need. Most midrange machines have an ADF and at least mild sorting capability.

Copier prices run the gamut. A personal model with a speed of 10 copies per minute costs less than $1,000; sturdier office machines start at about $2,000 for bare bones models with simple feeding and sorting capabilities; fancier personal machines with higher volume outputs and greater sorting capabilities can run upwards of $10,000. Industrial models that put out as many as 80 copies per minute go for $30,000 or more. If you buy from a dealership, keep in mind that copiers, much like cars, are not sold at list price. You should get a 10 to 25 percent discount off the top, depending on the age of the design and competition in the market segment. Dealers usually offer refurbished copiers for even better prices.

Whether you lease or buy, make sure that the copier you choose is one of the more popular models at the dealership. Although most dealers sell several lines of copiers, most usually specialize in one core brand. As time goes by, dealers often drop secondary brands, which means that they may not be able to obtain parts or receive ongoing training from these secondary manufacturers. Photocopiers are the most heavily used piece of equipment in most offices, so the expense of a good service contract or warranty is worth it. Remember: You don't have to buy the maintenance service from the dealer who sold you your machine.