Finding the right copier for you begins by analyzing your needs along three characteristics:

What is your budget?

Will you need to use this as a fax or printer?

Will you need to print in color?

Once you have identified the general type of copy machines that will fit your needs, there are other features and functions to consider.  The desirability and pricing of these features will help you narrow down your choices for a specific copy machine. One of the best things you can do when buying a digital copier is to have a standard list of questions you ask every dealer you talk to.

Monthly Copy Volume
Your monthly copy volume is as important a consideration as speed; exceeding the manufacturer's recommendations for how many copies a machine should make a month - often called the "duty cycle" - can lead to breakdowns and potentially void your warranty. If you already own a copier, estimate your volume by checking the counter on the machine itself, which is usually found under the copier glass. You can also track your paper usage to get a rough estimate.

If you don't have a copier, you may be able to tally up your copy expenses (from outsourcing copy jobs) to see your current copy volume. Or, you may just have to take your best guess based on the number of users that will be relying on the copier and what types of copying requirements your office might produce.
When trying to create an estimate, a good rule of thumb is to add about a 15% buffer. For example, if you expect your ten users to make 50 copies a week, add a 15% buffer, for an estimate of 2,600 pages per month.  The buffer will help make sure you don't overwork the copier, which will almost guarantee increased downtime and service requirements. In addition to the 15% factor, you should also scale up your paper use estimates by 50% or more if you'll be using your copier as a printer.

The Speed of a Copier
The speed of a machine is one of the main drivers of cost: slow machines are cheap, while truly high-speed machines can break the bank. The industry breaks copiers into six segments based on speed. The table below gives an overview of the segments, rough speed ranges you should expect and then a typical setting for which machines in each segment might be applicable.

Segment    Speed                    Applicable Use
1                  15 PPM                 Small or home offices
2                  20 PPM                 Small offices
3                  30-50 PPM           Small to mid-sized offices, can be networked
4                  50-70 PPM           Mid-to-large offices, suitable for many users
5                  70-90 PPM           Very large offices and/or print runs
6                  90-100 PPM         Commercial-sized

Segment 1 machines will quickly frustrate you with slow copy times unless you operate a very small office or work out of your home. Generally, most companies will be satisfied with copiers from Segments 2, 3 and 4. Segment 3 and 4 copiers tend to have more features and are suited for networked use. Unless you have extremely large copy volumes, a segment 5 or 6 copier is overkill.

Other accessories to consider:

Feeders

A document feeder allows you to copy multi-page documents without having to lift and lower the cover for every individual sheet.

Sorters and staplers

A sorter will help organize multiple sets of multi-page documents.  A stapler gives you the option of stapling you multi-page documents together.

Duplexers

A duplexer allows you to copy on to both sides of a single sheet of paper.

Paper supply

Paper supply refers to the sets of trays and holders that hold paper inside the copier.  Standard trays typically hold 50 to 100 sheets, and the largest capacity trays can hold up to 3000 sheets.

Paper sources

Paper sources refers to the number of different paper trays available; such as trays that hold standard sheets (which can be loaded with letterhead, colored paper, etc.), legal sized sheets, etc.

Service Agreement Pricing

Copiers at the low end of the price spectrum are widely available at office-equipment retail or online stores, such as our E-store.  Buying a copy machine from a superstore or online store is different from buying from a dealer, however, because service contracts aren't included in the package.  To mitigate breakdowns, the leading copier manufacturers of low-end copiers offer warranties that will cover the basic repairs or replacement.

When you purchase or lease a mid to high range copier from a dealer, you will need to arrange for servicing of the copy machine, both on a routine and emergency basis.  Service agreements are typically based on the number of copies that are made in a given time period.  Your copier usage is likely to fluctuate month to month, so be careful of the term that you agree to as well as the term minimum.  Monthly minimums might be costly if your usage varies considerably from month to month, and overestimating might be costly because you typically aren't reimbursed for the difference in committed usage and actual usage.  You might consider a service agreement that charges you for only the copies you make, and/or has lower monthly payments and a higher per-copy fee.  Ask the dealer to break the pricing out so you can better compare prices from multiple dealers. A typical per-copy price for a service agreement is around 1 to 3 cent for black and white. Often Tascosa will allow you a large number of copies at a low fixed price, and then charge a per-copy fee for overages.

Most service agreements cover the costs of parts and labor for repairing and maintaining your copier.  However, the definition of parts can vary among service agreements.  Replacement parts that break during use, as well as parts that wear out over time (fuser rollers, cleaning blades, etc.) are almost always covered.  The costs of consumables such as paper and toner are usually excluded. However, there are items, such as the copier drum that can alternately be considered either replacement parts or consumables.  Replacing the copier drum can cost several hundred dollars, so make sure that the service agreement explicitly states what is covered and what is not. For emergency repairs above and beyond routine maintenance, make sure to find out whether these costs are covered in full or priced on a per-incident basis.

Copier Lease Prices
Copiers that cost more than a couple thousand dollars can be bought outright, but they are most often rented or leased for budgeting reasons.  They typical lease period is three to five years. If the purchase price for a copy machine that meets all your needs is simply too much for your budget, don't despair! Instead of downgrading your requirements, which will probably lead to dissatisfaction anyway, consider leasing a copier. For a manageable monthly fee, you'll get access to the copier or copiers you need with the latest features.
While paying a monthly fee for a copier may seem like a waste, remember that you'd be paying a monthly fee for a service agreement with a copier purchase. The lease agreement will include all the service and emergency repairs you'll need (or at least it should - take the time to read your lease and make sure!) and in some cases also includes "consumables" like toner and replacement parts.

Another advantage of leasing a copier is that after the initial 2 or 3 year term, you will be able to upgrade to a newer or faster machine without a significant capital expense. In the fast-paced world of technology, this can mean you get access to new features before companies that buy their own machines.
Lease pricing varies with the speed and features of the copier, but many fall in the range of $75.00 to $450.00 per month. Terms can range from 1 to 5 years, but terms of 24 to 36 months are the most common. If you're interested in saving money and don't expect to need a faster copier or more features, ask around for a lease that includes a purchase option at the end. Tascosa may be able to apply some of your lease payments towards the purchase price. We advise you to leave a 15% buffer room for growth during the course of your lease.

Dealers

When it comes time to choose a dealer, "service" is the most important word you need to remember, especially if the dealer you buy or lease from will also be handling the service agreement.  Having a high-quality copier without high-quality servicing of that copier may not be worth the money you are paying for it.  When searching for a copier and dealer, make sure to ask the following questions:

  • How can you help me choose the right office copy machine?

  • How long has your business been around?

  • What's your best selling digital copier? Why?

  • What are the most important features I should look for?

  • Should I buy or lease a copier?

  • Should I buy a new or used office copier?

  • What kind of service agreements do you offer?

  • How many technicians do you have available?

  • What is the experience level of your service technicians on YOUR copier model?

  • Can you provide references to other customers?

  • What kind of user training is available?

Color copiers usually require about four times as many service calls as black and white copiers.  They also usually require servicing after every 5,000 color copiers, compared to after every 100,000 copies for black and white machines.

For more information on our service philosophy and history, click on the service tab.