Color Copiers and How to Take an Effective Decision in a Small Business

Office copiers have a great use and are almost a necessity in offices today.  Color copy machines bring your documents to life with full color and graphics.  There are mainly three ways in which a business can acquire a copier for its needs.  Invest in a brand new machine, purchase a used copier or lease out a copier.  Since we're talking about small setups with limited capital to spend, we need to tread a meticulous path.  If a small business decides to invest on a new machine, it might not have sufficient funds for things that matter more for the business.  Moreover, with technology advancing ever so rapidly, it wouldn't be wise to own a copier which would only lose value as better products are released. The following are some points worthy of consideration when faced with a need to take a decision in this regard.

Used Copier

Going for this option, you'd be required to make a smaller investment to acquire the color copier than investing in a brand new one.  However, ensure that you deal with only the well-experienced firms that provide fully functional machines that prove useful for several years.  One downside to this arrangement would be that you'd be getting a machine that is not of the latest technology and would also not have an opportunity to upgrade and update the equipment without incurring some expenses. 
Assess your particular needs as buying used copiers might be the best solution in some scenarios.

Leasing a Copier

This actually has many advantages for a small business.  Probably the most important one among them would be the fact that you wouldn't have to make a huge one time investment.  When you lease out an office copier, you would get equipment that is of the latest technology and would also have provisions to upgrade it after sometime.  However, in this scenario, technically, you would never own the copier and would have to make the lease payments and renew the agreements throughout its use.

Assess your Current Needs and Financial Position

The secret to making the right decision is actually not a secret at all.  Understanding where your organization stands financially can help a great efforts deal in making the right choice.  In the long run, you might end up paying more on lease payments than buying a color copier.  But, you wouldn't enjoy the other benefits that come with leasing.

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Laser Printer Scanner - The Multifunction Machine

The evolution of technology has been a boon to the home-based business and small office enterprise. No longer does the little guy have to invest an inordinate amount of money in office machinery.  A device that epitomizes the solutions that are easily within reach of the average consumer is the laser printer scanner.  This machine, which often integrates fax and copying capabilities as well, has evened the playing field for the small business.  A laser printer with scanner, copying and faxing abilities can give the impression of a fully-staffed, finely tuned, large scale production.

In the past, it was next to impossible for a would-be entrepreneur on a shoe-string budget to make a go of it.  So much of the initial investment went to buying all the necessary office equipment.  Before the door was opened for business, the small business owner was fighting an uphill battle against his own dwindling bank account.  Now though,with multi-function devices that provide laser quality scanner printer solutions have eliminated that challenge.

As these integrated solutions have improved, they have all become incredible user friendly as well.  In contrast to the first generation of laser jet multi-function machines that had limited options (slow printer speeds, no 11 x 17 paper capabilities, difficult to user scanner, etc.), the newer models are fast, easy and reliable.  Many of the leading brands like Canon, Brother, Samsung and HP have perfected the technology so much so that the basic laser printer scanner is capable of work that once only a professional could produce.

As many of the aforementioned brands are constantly competing for consumer market share, the prices of these machines have continued to plummet.  This further underscores the accessibility to the everyday consumer.

A prime example of how far these office solutions have come can be seen in the Canon ImageCLASS MF4370DN black and white laser printer with fax, copier and scanner capacity.  Fast printer speeds and long-lasting toner cartridges make this a small office bargain at less than $300.  For a similar all-in-one solution for your home or business you might have a look at the Brother MFC 8220 laser fax copier printer scanner.  This printer combines high-quality printing from a 250-sheet paper tray to allow you to do some of the bigger jobs without interruption.  Around $350 will buy you this fine machine.

If you feel that your needs require something a little more robust, you can still find a host of solutions while keeping expenses under control.  The networking requirements and overall office work capacity may necessitate the purchase of just a little more.  Not only that, you can find more, but for not much more money in the Brother MFC 8890DW black and white laser fax copier printer scanner.  Ethernet ready, faster printing and wireless capability make this model the perfect fit for the bustling office.  Along with, its attractive price ($430 - $450) makes it a bargain considering all it has to offer.

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Should I Purchase A Color Copier Or A Black And White Copier?

Most people think that buying a color copier is a lot more expensive than buying a black and white (b/w) copy machine.  And why shouldn't they?  Have you seen the price of a color copy at your local office solutions store lately?  The truth is there is not much difference in the original purchase value between black and white copiers and color copiers.  Read on to learn the real cost difference and find out if you should purchase a color or a b/w copy machine.

Since the time copiers were first invented, color copiers have almost always been more popular than b/w copiers.  Now its black and white counterpart, the color copier can print, copy and scan in beautiful full color as well as in black and white. So why would anyone choose b/w copy machines over color? Well, there is a substantial cost differential when it comes to servicing a color copier.  For example let's examine an office that makes 10,000 copies/prints per month. From that number, about sixty percent are for black and white images and about forty percent are for color copies.

On a national average, copier dealers will put a color copier under service for $0.01 for black and white images and about $0.07 per color copy.  That makes the cost for black and white copies for the month sixty dollars and the cost for color output for the month $280.  Over the course of four years the service costs would escalate to $2,880 for black and white images and $13,440 for color output.  So while original purchase values are similar, the life cycle service costs are substantially different.

However, this is not to say that a color copier is not worth the service cost.  The average color copy/print at a business supply/service store is around $0.89 for a single page.  It's no wonder so many people think color copying and printing is so expensive...it is when you're paying someone else to do it!

So if you're making a lot of color copies, you may experience a significant savings doing it all yourself rather than having it done at the local printers.  Scanning documents in full color and then sending them to an archive file or to a clients email is also very attractive, not to mention extremely more professional than your competitor's b/w images.

Today's color copiers can print in vibrant color with wonderful resolution, and many can also print 12" x 18" documents that fold and staple to make printing magazines or booklets fast and easy.  Check out a color copier for your company today!

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Copier Toner

Many of us often refer to toner as dry ink.  The truth is that toner has nothing to do with ink (a pigmented liquid) at all.  Toner, in reality, is a powder that is plastic-based and negatively charged.  The blackness of copier toner comes from pigments blended into the plastic particles while being manufactured.

In a copier, the toner stored inside a cartridge is stuck on larger, positively charged beads.  As toner-coated beads are made to roll over the drum, the toner particles are more attracted by the positively charged ions on the unexposed areas on the drum's surface than the weakly charged beads.  Later, the same particles are attracted even more towards the electro-statically charged paper.  The plastic in the toner lets the user keep it from jumping ship once he/she has finally got it on the paper.  Now all that is needed is to apply heat to the toner.  Once the temperature rises, the plastic particles melt and fuse the pigment to the paper.

The fuser adds the finishing touches, to lend permanency to the toner image on a sheet of paper.  It has to perform two jobs.  First, it has to melt and press the toner image into the paper.  Second, it has to stop the melted toner and/or the paper from sticking to the fuser.

In order to perform these tasks, quartz tube lamps and Teflon-coated rollers are required.  First, the sheet of paper is sent between two of the rollers.  Following it, the rollers are gently pressed down on the page to embed the toner in the paper fiber.

In the meantime, the lamps are on inside the rollers, producing sufficient heat to melt the toner.  The toner, however, does not melt onto the rollers.  How? The Teflon coating on the rollers prevents the toner and paper from sticking to them, just as the non-stick coating that prevents your favorite omelet from becoming glued to the bottom of your frying pan.

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What's The Difference Between A Refurbished Copier And A Used Copier?

If you're going to buy a copy machine, you may have heard a lot of different terms thrown around, like new, used, re-manufactured, demo and refurbished.  Not knowing the difference between these terms can dramatically affect how much you pay for your copier.  Read on to learn the difference between a refurbished copier and a used copier.

New

You probably know this one already, but a new copier is brand new, and comes directly from an authorized channel, like a dealer or distributor.  The phrase "authorized channel" sounds pretty fancy, but all it really means is that the manufacturer's representative receives commission on the sale.  Just like a new car, new copiers lose a lot of value as soon as they "leave the lot."  Generally if you want a brand new copier, your best and most inexpensive option is through a copier leasing program rather than outright buying it.

Refurbished

Refurbished copy machines have been audited, cleaned, tested, and updated by a third party (not the manufacturer).  Most refurbished copiers have been used less than three to six months as rated by their respective manufacturer's recommended monthly usage tables, and come with a "same as brand new" warranty.  Best of all, these copiers are sold at discount levels up to 75% off MSRP.  If you choose this option, just make sure that the company you buy from is as a good reputation and an A-rating with the Better Business Bureau.

Remanufactured

Manufacturers sell refurbished copiers too, but they like to call them re-manufactured, which means the copy machine was refurbished by the manufacturer itself and not a third party. Re-manufacturing means that the manufacturer tested and updated the equipment.  As with the refurbished copiers, these copy machines are usually have less than three months of use, and have been acquired from off-lease contracts, sales demos, short term rentals and/or corporate downsizing.

Used

Used generally refers to a copy machine that is being sold without any repairs, updates, cleaning and limited testing.  When you see a copier sold as used, without a warranty, most likely you're getting it "as-is" and should be aware of the risk you are taking.  Some unscrupulous companies might sell copy machines as "used" that should actually be sold for parts.

For the best deal on a copy machine for your business or office, your best choice may be a re-manufactured or refurbished copier that comes with a warranty.  That way you are spending a lot less money while still benefiting from the protection of a warranty.

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Ink Jet Or Laser Printer - Which is More Cost Effective For Your Needs?

Depending on your needs printing can be an integral and expensive part of your computer usage. Making a smart choice at point of purchase can save a lot of money over time and ensure that you own a printer which is capable of your desired performance. I will provide an overview of two of the most common type of computer printers; the ink jet and the laser.

An Ink Jet printer operates by propelling droplets of liquid molten material, otherwise known as ink, onto a medium, otherwise known as paper. They are the most popular type of computer printer due to its low cost, print quality, rich color and ease of use. Four major manufacturers account for a bulk of the sales as follows; Canon, Hewlett-Packard, Epson and Lexmark. Each of these manufacturers claims a substantial share of the credit for the development and evolution of the modern day inkjet. 

Your basic consumer ink jet printer has print cartridges which contain a series of tiny electronically heated chambers. The printer runs a pulse of current through the heating elements and this causes a steam burst in the chamber which forms a bubble and this propels a droplet of ink onto the paper.

A Laser printer is the second most common type of computer printer that produces excellent quality text and graphics onto plain paper. Images are produced by the direct scanning of a laser beam across the printer's photoreceptor. Laser printers use a xerographic printing process similar to digital photocopiers and MFPs. First, laser beam projects an image of the desired page onto it's electrically charged rotating drum. Then ink is sprayed onto the drum. 

The ink only adheres to the areas that were illuminated by the laser. The image is then printed on the paper by direct contact with the drum.

When trying to choose between an Ink Jet or Laser printer for your home or business, ink jet is the easy choice at a glance. The average purchase price is approximately $50.00 and many vendors will "throw them in" with the purchase of other hardware. Ink is the catch. The cost of the ink used for inkjet printers is typically a whopping $20 to $40 per cartridge which yields approximately 200 pages.

Thankfully, Kodak through a wrench into this sting last year by releasing the Kodak Easy Share 5500 all-in-one ( a printer, scanner, copier and fax machine). This printer retails at approximately $200.00 and its cartridges are available for $9.99 in black and $14.99 in color. This yields a net savings of 50% over your traditional ink jet printer. This resulted in other vendors slashing ink prices. Furthermore, Brother, Canon, HP and Lexmark began selling more cost effective inkjet printers as well as small business-friendly inkjets.

There is also an extensive line of laser printers available. Laser printers can be set up on and excel on large sophisticated networks. Lasers are durable on all media and provide the best overall print quality. They are better suited for high volume printing with higher capacity supplies and robust remote monitoring. Considering their high duty cycle these printers may be better suited in an environment where IT support is available, although there are low intervention rates. The original purchase price is more expensive than the inkjet but the yield per black ink cartridge is approximately 1000 pages. However, color printing is approximately four times as expensive as black and white. Hence, most people opt for the monochrome lasers and office staff is instructed to save color for special occasions!

Depending on your needs printing can be an integral and expensive part of your computer usage. Making a smart choice at point of purchase is going to require you to project usage and desired quality of output and on what types of media. Occasional usage at home is most likely best suited for an inkjet printer, keeping in mind that less expensive ink is available for certain models. In short, a laser printer is better suited for mass printing on a shared network. There are many in-between options available now especially in light of the cost competition heating up. This overview provided you at the very least with the right questions to ask while shopping!

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Computer Printers

Printers are machines that attach to computers as peripheral and help in producing a hard copy of any data that is stored in the computer.  On being given a command any document will get printed by a printer attached to that computer.  The printer uses a special ink, filled in cartridges and prints the data on different sizes on desired size of paper.

While many printers are individually connected to a specific computer, many others are connected to a network and are shared by a number of computer users simultaneously.  Such arrangements are very common in workplaces.  Many modern day computer printers also include non-printing features like fax and scan.  They are called multifunction or all-in-one depending on the feature availability in them.

The evolution of printers has seen various types of printers and printing technologies.  These became famous peripherals of the computers with the advent of dot matrix printers.  In such printers the machine relies on pixels or dots to print the document.  These were used quite excessively until the next generation of printers came.

The modern age laser printers can print at a much faster pace and can give output in hundreds.  These are generally toner based printers and are available in both colour and monochrome varieties.  Though some recent research has indicated that laser printers emit some harmful ultra fine particles, yet they still remain the most widely used and most popular printers in the corporate sectors.

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