COPIER BUYERS GUIDE
So, you are considering the purchase of a
new copier? Or perhaps your old machine
just is not economically feasible to
repair. It is time to consider an upgrade.
Upon shopping the local copier dealers, you
are shocked to learn that a new business
grade copier can cost from $2,000 to
$25,000!! Your next stop is the local
office supply or superstore which offers the
smaller PC (personal copier) grade type of
machine starting at about $200 up to about
$2,000.
Considerations When Buying a Copy Machine
There are five primary considerations when
buying a photocopier:
1)
How many copies you will be producing
monthly?
All machines have a recommended maximum
monthly copy volume or usage designated by
the manufacture. All consumable parts (i.e.
Drum, Developer, Rollers, Lamps, etc.) also
have a maximum copy volume or stated yield
by the manufacture. If the machine is used
in accordance to the manufactures
recommendations your machine will give years
of solid reliable operation.
If you exceed the manufactures recommended
total maximum copy volume during the
warranty period the manufacturers warranty
will generally become void and no longer be
in effect. This generally only happens when
a customer tries to save initial purchase
money and buys a low priced / lower volume
machine and uses it for high volume use. It
is very important that you are realistic in
assessing your copy-per-month copying needs
before the purchase of any machine. Not
only is this important in so far as the
manufactures warranty on a new copier is
concerned, it is equally important to the
life expectancy and overall maintenance cost
of the machine, be it new or used. After
all, you would not use a Volkswagen in lieu
of a moving truck because it could not
handle the task. Similarly, a copier
intended for low volume use could not handle
the task of a copier intended for a higher
volume use, and be expected to last very
long.
Note:
If you have a copier and intend to replace /
upgrade it, you may find a service /
maintenance log sheet attached to the back
or side of your old copier from which you
can obtain dates and page counts. From this
you can do the math and see what your
average monthly copy volume usage has been
in the past. Another way is to estimate
based on the amount of paper you use on a
monthly basis
|
Generally copiers fall into
Monthly Copy Volume Usage vs.
Speed capability categories.
For example, if your monthly
copy volume is 1,000 to 2, 000
copies per month, then you
should seek a copier with a
speed of approximately 15 to 25
copies-per-minute (CPM). This
Monthly Copy Volume Chart may
help you determine the speed of
copier best suited for your copy
needs. |
|
Your Anticipated
Monthly Copy Volume |
|
Suggested Copier Speed:
Copies Per Minute |
|
|
1 - 1,000 |
|
5 - 20 |
|
1,000 - 2,000 |
15 - 25 |
|
2,000 - 10,000 |
15 - 35 |
|
10,000 - 20,000 |
25 - 40 |
|
20,000 - 30,000 |
30 - 60 |
|
30,000 - 50,000 |
35 - 65 |
|
50,000 - 80,000 |
45 - 65 |
|
80,000 - 200,000 |
65 - 90 |
2)
Will you need to Copy and Print in Color?
Color copiers have come down drastically in
price over the last 4 or 5 years. New
business grade color capable machines are
available for less than $7,000. PC Grade
products are less than $1000 and inkjet
machines are practically free.
The main thing to keep in mind when looking
at a color copier is cost-per-copy. This is
the amount of cost per page of printed
material. You will learn later in this
document the differences in the cost per
copy based on the level of machine you
purchase. This needs to be weighed against
how important color is to your business so
that you can justify the additional cost.
3)
What features you require?
Today’s copiers are more than just a plain;
put in your paper, press start and get a
duplication out type of machine. There are
a myriad of options available that can help
enhance the productivity of your office. In
our multitasking world, they can really be a
benefit.
Most copiers now have by default at least
Network Printing capabilities standard so
that any computer can print to the copier
the same way you would a stand alone
printer. Additional upgrades can include;
PC Scanning, Network scanning, Fax, i-Fax,
Accounting Software, Document Storage and
Retrieval Solutions, Advanced Sorting,
Stapling and Hole Punch. The list goes on.
Most copier companies have Consultants or
Sales Engineers that can help understand
what these options are and how they can help
your business. There are also definitions
at the end of this document
4)
Space and machine size requirements:
Copiers typically come in two main types:
desktop and floor standing. Desktop
machines do not normally support more than
two paper trays and many times will not
support paper sizes above legal. Floor
standing copiers usually have wheels so that
they can easily be delivered and moved
around the office.
5)
How soon you will outgrow the machine.
Keep in mind that the machine will be in
place for four or more years. Will the
companies needs exceed the product
capabilities in that time?
Other important considerations are the
reliability of the machine and how many
copies the consumable parts (toner/drum)
yield and their replacement cost.
Copy Machine Grades
There are three basic grades, or classes, of
photocopy machines. The first grade of
copier is the PC (Personal Copier) grade.
These are often sold in office supply,
electronics stores and on-line. The second,
and generally most preferable, grade of
machine is the standard Business Grade
machine. Next, there is the Commercial
Reprographic Grade machine. These are
primarily designed for high volume users who
produce 50,000 to 100,000 copies monthly.
Most PC grade machines are sold by your
local office superstore. They are designed
to produce a maximum of 500 to 1,500 copies
monthly. In buying the PC Grade Machine,
remember that the convenience of a new small
PC grade copier may soon be over shadowed by
the lack of features, capacity, high cost
per copy, and lack of available on-site
service.
Pluses and minuses of the PC copier: The
pluses are 1) “instant warm-up” that means
when you turn the machine on it is ready to
make a copy within one minute, 2) easy to
replace drum / copy cartridges, and 3) low
purchase price. On the negative side, these
units have; 1) slow printing only 5-10
copies per minute (CPM), 2) high cost per
copy; usually over 6¢ B&W and 14¢ color, 3)
lack of available features and paper sizes,
and 4) lack of on-site service.
In the event of any needed repairs, most of
these machines are not on-site serviceable
by the manufacturer and are shipped off to
"Repair Depots" resulting in a loss of your
copier (possibly for several weeks) during
the repair period. However we would like to
note that PC grade machines in general enjoy
an excellent record for reliability and
customer satisfaction.
* A note about how copy cost / toner yield
is figured :
Cost per copy / toner yield is figured on a
percentage of how much toner is applied to a
letter size copy. If all the toner applied
to your letter sized copy is condensed down
to a solid block / field it would equal a
percentage of the size of the copy. Thus
the "toner field" is the quotient in which
cost per copy / stated yield is based upon.
In regards to PC type machines, the "stated
yield" or copy cost is generally based upon
a 5% coverage per letter sized copy (960
capital "E" charters @ 10pt size = 5% page
coverage) of black and white prints. If the
stated yield of the Toner Cartridge says
2,000 copies, average yield will be more
like 1,200. Reason being, most documents
copied run an average of 8%-15% field. And
with copying any graphics you can easily be
up to a 25% to 50% field (a total black copy
will use enough toner to have produced 20
copies @ 5% field page coverage). These
machines, even for low volume users, can
rapidly become cost prohibitive to operate.
As for color copiers, most color cost per
copy information is based on 20% coverage
and typically the more you pay for the
machine, the less you will pay for
supplies. For example an inkjet
copier/printer will cost 20¢ or more per
print in color. That is why the machines
are so cheap; the manufacturers make it up
in ink. PC Grade color laser copiers will
typically run 13¢ to 17¢ per copy and the
business/commercial grade machines can cost
5¢ to 11¢ depending on make and model.
If you are an infrequent user of color, it
really does not matter if you are paying 10¢
or more per copy as the overall cost is very
little. Where you see a difference is with
the user that makes 12,000 or so color
copies per year (that is only 1000 color
copies per month). At 6¢, you will pay
$720.00, but if you are paying 15¢ it will
cost you $1,800.00. That is a difference of
over $1000.00 per year! Over a 5 year
period you have almost paid for the business
grade machine not to mention the quality of
prints and reliability of the lower end
units will not even come close to a business
machine.
For most users the standard Business Grade
Machine is the best choice. This is the
most common grade of machine. Business
grade copiers typically produce 15 to 60
pages per minute. Features and machine size
will vary; they can range from a simple
desktop model to a large stand alone
machine. Business grade machines are
generally recognized by a low cost per copy
and the availability of "Full System"
options. Average cost per copy is 1¢ - 3¢
for black & white and 6¢ - 11¢ for color.
This cost typically includes supplies and
on-site maintenance.
Common features are image reduction and
enlargement (R/E), duplexing (scans and
prints both sides of the paper), automatic
document feeder (ADF), and sorter. These
machines are designed to produce from 1,000
up to 50,000 copies monthly. New purchase
prices can range from $2,000 to $15,000.
Most copier companies have leasing options
available so that you can spread the cost of
the product over a two to five year period.
A Business Grade machine will give you years
and hundreds of thousands of copies worth of
service. This grade of machine truly
represents the best overall value.
The commercial grade copier will generally
include many of the full system features and
produce 50 plus copies per minute.
Differences that separate this type of
machine verses the business grade machine
are 1) monthly copy volume, 2) lower
maintenance (generally required only every
200,000 copies) with service costing no more
than business grade copiers, and 3) low cost
per copy.
The minus to this type of machine is the
slightly larger size over business grade.
New purchase prices can range from $15,000
to $40,000. However good used or
recondition machines can be purchased for
the price of a business grade machine. With
low maintenance cost and low cost per copy,
machines like this can become quite
attractive.
Standard Features
R/E :
Reduction and Enlargement, some machines may
also have a zoom lens in which the image
size can be altered in 1% increments.
ADF or RADF:
The Auto Document Feeder or Reversing
Automatic Document Feeder will feed a stack
of 2 to 80 originals automatically to the
copyboard glass for copying. The RADF will
flip the paper and scan both sides so that
you do not have to do this manually.
Duplexing
– Automatic two-sided printing
Account Codes
– When enabled the copier will force the
user to enter a three to eight digit number
before prints or copies can be made. This
feature is most commonly used in shared
office and legal applications where billing
is done on a per copy basis for multiple
accounts.
Optional Features
Finisher :
This collating feature will allow you to
make multiple copies of multiple originals,
e.g., the ability to make books, manuscripts
and presentations. Sorters typically have
options for stapling, hole punch and
saddle-stitch finishing.
Misc. Features :
Some of the other features may include Image
Editing, special Book Copying Mode, and
multiple colors.
Copier Leasing and Cost-per-Copy Plans
Purchasing a pre-owned copier will help you
avoid that immediate 40-60% drop in resale
value which happens the moment you take
delivery of that brand new photocopier.
With thousands of well maintained copiers
coming "Off Lease" and/or being repossessed
monthly, purchasing a pre-owned copier may
be your best choice. Lots of great
equipment is available at a fraction of the
new cost.
There are three basic sources from which to
buy a pre-owned copier. One is the
franchised dealer, another is from a private
party, and the third is from a Independent
Photocopier Sales and Service Company who
may be your best and wisest choice. They
generally offer Fully Serviced or
Re-Conditioned Copy Machines at a fraction
of the cost of new equipment and generally
include a 30-90 Day Warranty.
A Independent Dealer will generally offer
better prices on copy machines, service, and
supplies. Most of these independent dealers
buy their machines from Wholesalers and
Leasing Companies and then fully service or
recondition them before resale. These
"Independents" generally select only
machines for resale that are in above
average condition and are known not to have
been produced with factory design defects.
You may however decide to browse the Sunday
classifieds noticing photocopiers for sale
at an affordable price. Your mind
immediately asks why are these people
selling their machine. Well, in all
probability it will be one of the following
reasons, 1) they are upgrading to a newer
machine or one that has added features, 2)
the machine is post-lease, or 3) the machine
is problematic, or a lemon. Regarding the
first and second reason, you may want to
strike a deal.
Regarding the above third reason, does the
machine have a good track record? To find
out the status of a certain brand/model of
copier you may think of calling that copiers
Franchised Brand Dealer. A typical answer
from them in regards to the before mentioned
question would be "yes". In most cases its
likely you will be calling them (the same
dealer) for future service. This therefore
allows the dealer a perfect opportunity to
sell you the profitable and almighty
“Service Contract”. Call an "Independent
Dealer" to get a less biased answer.
It is recommended that when buying a
pre-owned copier you always get a warranty.
Some sellers may offer you a lower “as-is /
no warranty” price, its your decision, do
you like gambling? Obtaining a 30 day /
3,000 copy warranty allows a sufficient
period for evaluation of machine condition.
Things to look for when Buying a Pre-Owned
Copier
Before purchasing, it is important to check
the overall condition of the machine.
Regarding the age of a copier, best values
are often obtained with a machine age of 5
to 8 years old. Parts and supplies are
generally available for up to 15 years after
the date the machine was manufactured.
The four primary indicators for judging the
condition of a pre-owned machine are:
1. Copy Quality :
You are looking for a good copy with solid
black / colors and a nice clear background.
This indicates the general condition of the
Drum, Fuser Rollers, Developer, and overall
condition of the machine.
2. Lack of Paper Jams :
Run several copies through the various
cassettes, and if applicable also the
Sorter, Auto-Doc Feeder, and Duplexer unit.
This checks the condition of Paper Feed
Tires / Rollers, feed mechanisms, and the
accompanying clutches.
3. Overall Cleanliness :
If the machine is clean inside and out there
is a good chance that the machine has been
recently serviced.
4. Total Copy Count :
The total number of copies made on a machine
is an important factor, but it is not the
only way to judge the machines condition.
Environment, periodic maintenance and
general up keep also strongly come into play
in determining a machines overall condition.
Generally speaking you can use a simple
formula to calculate a machines lifespan.
Take the maximum factory rated monthly copy
volume x 12 (months)=A, take A (Annual max.
rated copy volume) x 5 (years)=L (maximum
copy volume Lifespan). We recommend that
you purchase a machine with no less than 50%
of Service Life (L) remaining.
If you need additional detail or would like
to discuss your business specifics, contact
Infinity Office Equipment today. We would
enjoy speaking with you.
