top of page
  • Writer's pictureMelissa Barrasso

The Top Reasons You Should Upgrade Your Copier: A Comprehensive Guide

Is your office copier keeping up with the demands of your growing business? You might be surprised to learn that upgrading your copier can significantly improve office efficiency, reduce costs, and enhance security. In this comprehensive guide, we’ll explore the top reasons you should upgrade your copier and provide tips on choosing the perfect model for your business.

Key Takeaways

  • Upgrade your copier to maximize office efficiency, improve print quality and speed, and streamline multifunctionality.

  • Invest in a new copier for cost savings & ROI, enhanced security features, energy efficiency. Lower consumables costs.

  • Consult an MPS provider for advice on selecting the right upgrade that meets current & future needs.

Maximizing Office Efficiency: Why Upgrade Your Copier?

Outdated office equipment can be a significant hindrance to your business’s productivity and growth. A copier upgrade can provide an array of advantages including superior print quality, increased printing speeds and consolidated functionality. Imagine reducing your reliance on specialized print shops and eliminating single-function devices, saving both time and money. No more frequent breakdowns, service calls, or frustration with an aging machine that’s past its prime.

Modern printers boast advanced print technology, delivering better print quality and faster performance than ever before. Investing in a new printer as a copier upgrade not only boosts your office’s overall efficiency but also results in more professional, consistent output, helping your business maintain its polished image.

Enhanced Print Quality

A copier upgrade can markedly enhance print quality due to recent advancements in print technology. New office equipment offers higher DPI (dots per inch), ensuring that your printed images are sharper and more detailed than those produced by older models. Additionally, laser copiers with the latest technology generally yield superior print quality compared to inkjet copiers.

With features such as:

  • high-performance production printers

  • digital printing technology

  • AI-driven algorithms

  • digital offset printers

new copiers can deliver professional and consistent results. Consequently, your business can create high-quality print materials in-house, minimizing the need to outsource to specialized print shops.

Faster Printing Speeds

A prominent benefit of an office copier upgrade is the notable increase in printing speeds. The increased printing speed enables your business to boost productivity and cut down on wait times. This is particularly important for businesses with a high printing volume, as a slow copier can lead to bottlenecks and frustration among employees.

The printing speed of modern multifunction printers varies depending on the brand and model. Upgrading to a new copier with faster printing capabilities can eliminate the need for specialized print shops, ultimately saving time and money.

Streamlined Multifunctionality

Gone are the days of multiple devices cluttering your office space. Modern copiers provide streamlined multifunctionality, combining printing, scanning, and faxing capabilities in one efficient machine. This not only saves valuable office space but also increases overall productivity and reduces costs.

Today’s multifunction printer offers advanced features such as cloud printing, user-friendly touch screen interfaces, and flexible document distribution capabilities. With these features, your business can easily adapt to changing needs and demands, ensuring that your office equipment supports growth and expansion.

Cost Savings and ROI: The Financial Benefits of a Copier Upgrade

Even though the initial investment for a new copier may appear substantial, the long-term financial rewards justify the decision for your business. Upgrading your office equipment can result in reduced maintenance and repair expenses, improved energy efficiency, and lower consumables costs.

Investing in a new copier allows your business to enjoy cost savings and an enhanced return on investment. In the following sections, we will delve into the financial advantages of upgrading your copier, demonstrating how this decision can positively impact your bottom line.

Reduced Maintenance and Repair Expenses

Newer copiers, designed for reliability, demand less upkeep and repair compared to older models. Recent technological advancements, such as IoT-enabled devices and AI-assisted diagnostics, have improved copier performance and reliability, leading to fewer breakdowns and a decreased need for repairs.

As a result, you can expect to save both time and money on service calls and maintenance fees. This is especially important for businesses with a high printing volume, as frequent breakdowns and service calls can have a significant impact on productivity.

Improved Energy Efficiency

Enhanced energy efficiency is another financial advantage of a copier upgrade. Newer copiers consume up to 35% less energy than conventional models, thanks to features such as sleep mode and automatic shut-off after a period of inactivity.

These energy-saving features not only lead to cost savings on your electricity bill but also contribute to a more sustainable work environment. With the increasing importance of environmental responsibility, upgrading to a more energy-efficient copier is both a smart financial decision and a step towards a greener office.

Lower Consumables Costs

Designed for efficient use of consumables, modern copiers effectively reduce ink and toner costs. Features such as Toner Save Mode and grayscale printing help reduce ink and toner usage, while the use of compatible or remanufactured cartridges can also lead to cost savings.

Furthermore, high-efficiency consumables, such as genuine toner and ink tailored to your copier model, ensure optimal performance and productivity, reducing waste and maximizing yield. By upgrading your copier, you can enjoy the benefits of lower consumables costs, further contributing to the overall cost savings and return on investment.

Protecting Your Business: Enhanced Security Features in New Copiers

In the digital age, safeguarding your business data is of paramount importance. Upgrading your copier can provide enhanced security features, such as advanced data encryption, secure printing options, and remote monitoring and management, to protect your sensitive information and prevent unauthorized access.

We will examine these security features in depth and show how a copier upgrade can fortify the protection of your business’s valuable data and uphold the confidentiality of your documents.

Advanced Data Encryption

New copiers offer advanced data encryption, utilizing robust encryption algorithms such as the Advanced Encryption Standard (AES) to protect the data stored on the copier’s hard drive. This ensures that even if the hard drive is removed from the machine, the data remains encrypted and cannot be accessed without the proper decryption key.

A copier upgrade allows you to utilize this advanced data encryption feature, aiding in the protection of your sensitive data from unauthorized access and potential data breaches.

Secure Printing Options

Secure printing options are another security feature found in modern copiers. These options include:

  • Requiring users to authenticate themselves at the printer before the document is released

  • Preventing unauthorized use

  • Maintaining document confidentiality

Common authentication methods used in secure printing include PIN codes, passwords, or biometric authentication, ensuring that only authorized users can access the printed documents. Including secure printing options in your copier upgrade is a vital step towards safeguarding your business’s confidential data.

Remote Monitoring and Management

Remote monitoring and management features in new copiers allow for better control and oversight of copier usage. They provide greater visibility into:

  • Performance

  • Usage

  • Maintenance requirements

  • Supply levels

This enables service providers to proactively and remotely evaluate the copier’s health, identifying and addressing any issues or inefficiencies in a timely manner.

Implementing robust authentication methods and using remote management capabilities, including remote technical support, can deter unauthorized copier usage and shield your business’s sensitive data from potential security threats. Upgrading your copier not only enhances security but also ensures that your business remains compliant with data protection regulations and industry standards.

Adapting to Business Growth: How a Copier Upgrade Supports Expansion

A copier upgrade signifies an investment not just in your office’s efficiency and security, but also in your business’s future growth. By providing:

  • scalability

  • flexibility

  • integration with cloud services

  • mobile printing capabilities

A copier upgrade can support your business as it expands and evolves.

In the sections that follow, we’ll explore in greater detail how a copier upgrade can adjust to the evolving needs of your business, ensuring your office equipment continues to be an asset throughout your journey of growth.

Scalability and Flexibility

Upgraded copiers offer:

  • Scalability and flexibility

  • Ability to adapt to changing needs and demands without compromising on performance or quality

  • Ability to handle increased printing demands while maintaining efficiency and cost-effectiveness

As your business grows, these features become increasingly important.

Investing in a scalable and flexible copier helps avoid the requirement for additional equipment as your printing needs amplify, thereby saving time and resources. Furthermore, leasing copiers provides the flexibility to adjust to alterations in business needs over time.

Integration with Cloud Services

By integrating with cloud services, modern copiers can streamline document storage and collaboration. By seamlessly transmitting documents to email addresses, network folders, or cloud storage systems, your business can improve efficiency and boost productivity.

This cloud integration offers the following benefits:

  • Ensures the security and availability of files from any location, anytime

  • Promotes document sharing and collaboration across your growing business

  • Helps your business adapt to the digital age and support future expansion

Upgrading to a copier with cloud integration capabilities can provide these advantages.

Mobile Printing Capabilities

As businesses increasingly rely on mobile devices, new copiers have adapted to support mobile printing capabilities. This allows employees to print from their smartphones and tablets, further enhancing productivity and flexibility in the workplace with the integration of a new device.

Most smartphones and tablets are compatible with the latest copiers for mobile printing, offering apps, plugins, and connection options for printing from mobile devices. Including mobile printing capabilities in your copier upgrade supports your business’s growth and adapts to the changing needs of your workforce.

Choosing the Right Copier: Tips for Selecting the Perfect Upgrade

Selecting the right copier upgrade for your business can be a daunting task, given the numerous models and features available. For an informed decision, it is vital to:

  1. Evaluate your present and future needs

  2. Seek advice from a managed print services provider

  3. Try out potential models to confirm they meet your business’s requirements and preferences.

In the following sections, we’ll provide more detailed tips for selecting the perfect copier upgrade, helping you make the best decision for your business’s unique needs.

Assess Your Current and Future Needs

Assessing your business’s present and anticipated printing needs forms an essential first step towards choosing the appropriate copier upgrade. Consider factors such as:

  • Outdated technology

  • Inadequate print speed or quality

  • Accessibility and cost of toner and parts

  • Recurrent malfunctions

  • Changing printing needs

Taking these factors into account will help you determine the best copier upgrade for your business, ensuring that your new equipment can efficiently handle your current and future printing demands.

Consult a Managed Print Services Provider

A managed print services provider can be an invaluable resource when selecting the perfect copier upgrade for your business. As a maintenance service provider, they can assess your printing environment, streamline your equipment and networks, and provide expert advice on the most suitable copier models for your needs.

Consultation with a managed print services provider can provide valuable insights into your print usage, fleet health, and long-term costs, aiding you in making an informed decision about a copier upgrade.

Test Drive Potential Models

Test driving potential copier models forms an essential part of the selection process, giving you firsthand experience of the copier’s performance. This enables you to assess speed, print quality, and ease of use, and compare different models side by side.

By test driving potential copier models, you can ensure that the copier you choose meets your business’s unique requirements and preferences, taking into account factors such as print volume, budget, and workflow needs.


Upgrading your office copier can have a significant impact on your business’s efficiency, cost savings, security, and growth potential. By assessing your current and future needs, consulting with a managed print services provider, and test driving potential models, you can select the perfect copier upgrade to support your business’s unique requirements and goals. Don’t let outdated equipment hold your business back – invest in a copier upgrade and unlock the potential for increased productivity, cost savings, and a more secure work environment.

Frequently Asked Questions

Why upgrade your printer?

Upgrading your printer can significantly improve the quality of your documents with better resolution, color accuracy and consistency. Modern printers offer advanced technologies like pigment-based inks and improved printheads for more accurate results.

What is the average useful life of a copier?

On average, a copier has a useful life of five years, depending on its model, copy volume, and maintenance. High-end copiers or models that are not used often may last up to seven to 10 years.

What makes a good copier?

For large businesses with multiple users and high print volumes, a good copier should have a larger volume and higher page-per-minute speeds. Additionally, it should also have high-capacity paper trays.

How does advanced data encryption protect my business's sensitive information?

Advanced data encryption provides robust protection for your business's sensitive information by encrypting it and ensuring it remains encrypted, even if the hard drive is removed.

How can I assess my business's current and future printing needs?

Evaluate your current printer technology, print speed and quality, toner and parts availability and costs, as well as reliability to accurately assess your business’s current and future printing needs.

10 views0 comments


bottom of page