Investing in Color Copy Machines

Thinking about leasing color copy machines? If so, you’ve got some decisions to make: Do you want a high-end or low-end machine? And, do you want advanced or standard features?

For most people, a high-end color copier is worth the extra price. This is because high-end models have the technology to add all four colors of ink in a single sweep. Low-end copiers have to do four separate passes, which means color copy jobs – especially long ones – will go a lot slower.

As for features, it’s usually better to stick with the standard features such as color balancing and adjustment, as well as image centering and border erasing. Advanced packages include all of these features, in addition to other features like colorization, which allows you to add color to black and white documents.

Features like these sound impressive, but they’re often difficult and more time-consuming than their computer software equivalents. Plus, different copy manufacturers tend to use different names for the same features, making it hard to compare models when researching.

For all of these reasons, if you’re investing in copiers NY, your best buy (or lease!) is a high-end model with standard features.

Copy Machine Leasing Ideas: Remember Memory!

Even the best copy machines can flounder with inadequate memory. This is because memory is essential for many valuable features, including auto page numbering, scan once/print many, and image editing. Just like personal computers, copy machines rely on RAM (random access memory) to perform many of their functions.

So, how should memory affect your copier search?

First, look for copy machines compatible with generic memory such as SIMMs. This will be true for most copiers, however some manufacturers’ machines do not support standard memory, making it more difficult to increase your memory down the road.

You also need to learn how each machine’s memory is distributed. Some machines use universal memory cache for multiple functions, while others have separate caches for each feature (copying, faxing, etc.). So, if you’re mostly interested in copying, you should avoid machines with too much RAM tied up in printing, for example.

Most copy machine leasing agreements will provide somewhere between 4 MB and 256 MB of memory. You’ll only need about 16 MB to perform most image editing functions. Your other memory needs will depend on your average document length and the detail present in each original – the more detailed and intricate your documents are, the more memory you will require.

More Upgrades for Copiers NY

Even if you don’t know which copy machine upgrades you might want several months in the future, it’s still important to consider upgrades while browsing copy machine leasing agreements. This is because, although some copiers are compatible with upgrade modules, not all of them are this flexible. Thus, if you think there’s any chance you’ll want to upgrade to certain features later on, be sure to only look at copy machines that are compatible with the relevant modules.

Last week, we discussed two different upgrade modules available for copy machines: printing and faxing. Read on for some other modules you may want to consider.

Image Editing

Complex image editing requires special computer software, however copy machines can accomplish certain edits independently, such as adding page numbers, watermarks, or “confidential” labels to duplicates. Additionally, some copiers NY are advanced enough to copy double-sided items such as checks onto a single page.

Advanced Security

High tech copy machines provide security in two forms. First, they require an access code before making copies, sending faxes, etc. This restricts usage and can help you monitor which employees or departments are making the most copies. Additionally, many copiers NY require a code before a document or fax can be printed, so that confidential items are not left sitting in the tray.

Upgrading Your Copy Machines

If you’re just looking into copy machine leasing, upgrading your machines might be the last thing on your mind. But you can make the upgrade process much easier later on with some simple planning now. Many multifunction features for copy machines such as printing, faxing, and image editing can be added as upgrades during your lease – that is, if you select copiers NY compatible with the right upgrade modules.

Let’s take a look at two potential upgrades you may want to consider:

Printing

Many copy machines can be modified to support laser printing for the whole office – all you need is a printer module and network card. This would allow your employees to print documents with special features like stapling and double-sided printing, all in one simple step. Plus, printing from a copier can save you as much as 80% off the costs of a conventional laser printer.

Faxing

Copy machines with fax modules give you more options than ever before. Fax multiple pages from the document feeder, or send pages from a book or catalog by scanning over the copier glass. Your copy machine will also print your faxes as they are received, and a network card can allow employees to send faxes right from their computers.

If either of these features seems right for you, make sure to include the possibility of printing and faxing upgrades in your copy machine leasing agreement.

Copy Machine Leasing Tips: Service Agreements

Just like leasing a car, one advantage of copy machine leasing is that maintenance and repairs are included in your contract. This provision, called a service agreement, will vary in price depending on your company’s needs. For example, you may have to pay extra for emergency repair services on evenings or weekends.

Another important factor is volume. Again, we can think of this in terms of auto leasing: a car that sees a lot of mileage will need more repairs than a rarely used vehicle. Similarly, your copy machine service needs will increase with the number of copies you make. For this reason, service agreements are priced by copy volume, measured either by month or by year. If your business makes more copies during a particular season, you probably want to find a contract that stipulates a yearly volume.

Estimating your copy volume is important – it’s pretty much like paying for cell phone minutes. If you pick a cell phone plan with too many minutes, you’re paying more money than you have to. At the same time, you’ll be charged by the minute if you go over your contract, the same way most copy machine vendors will charge overages per copy. To choose the most cost-effective service agreement for copy machines, you’ll need a realistic volume estimate that’s neither too big nor too small.

What Kind of Copiers NY Do I Need?

If you're interested in copy machine leasing, it's important to ensure that you find not only the right price but the right machines, as copier manufacturers now offer more variety and features than ever before. 

Let's take a look at two of the things you should keep in mind when planning your copy machine leasing:

Your Needs

With all of the features and options currently available, you need to decide which ones suit your office and budget the best. Perhaps you need a printer that can send faxes or staple documents, but do not require color copying. Or maybe you only need color copying, which means you'll be looking at graphic color copy machines. Whatever your choices, make sure you don't wind up paying for features you don't need.

Your Volume 

How many copies will you be making a month? If you're going to be making high volume copies, you should only look at high capacity copiers NY to avoid overworking your lease. Alternatively, offices making 700 or fewer copies a month might not even need a professional-grade business copier. To determine your volume, check the counter on your current copier or look at your copy shop receipts. Add 15% to your current volume to account for growth.

Copy Machines We Love: Xerox WorkCentre 7345

We can't fix the scatterbrained IT guy or over-stressed interns, but at www.WorldTradeCopiers.com, we aim to make your business run at least a little more smoothly by leasing only the best copy machines. One of the best models on the market right now is the Xerox WorkCentre 7345, a copier boasting an impressive array of features designed to increase productivity and decrease stress.

Let's have a look at some of the WorkCentre 7345's most exciting qualities:

Multitasking. Able to juggle more assignments than even the alertest of employees, the WorkCentre 7345 can scan, print, fax, copy, and route files all at once.

Speed. The WorkCentre 7345 won't keep you waiting, as it can reach copying speeds up to 45 pages per minute (40 in color) and scanning speeds as high as 50 pages per minute (45 in color).

Control. Say goodbye the squinting before a microscopic display—the WorkCentre 7345's 8-inch touch screen makes customizing your print jobs easier than ever.

Reliability. The WorkCentre 7345 will actually monitor itself to make sure all of its parts are in working order and predict when they need to be replaced. Pretty smart, huh?

You might think a machine like this is out of your budget, but copy machine leasing companies like World Trade Copiers allow regular companies to afford even the most high-tech equipment. Request a quote today!