Purchasing a photocopier is something that is usually done only every four or five years. Over that time, technology advances means that the range of machines you are familiar with may have been superseded. As a consequence, it can be a challenging time for the non-expert to select the "right" copier for their organization. There are a number of checkpoints to look out for when considering which photocopier will best meet your requirements.



•The type of photocopier you will need depends on the volume and type of copying you do each day. You may only require a small number of documents to be copied, such as accounts or bills to be sent out, or you may need to copy higher volumes of print such as mailshots. Photocopiers come in a variety of sizes and copy speeds vary, but most copiers have some basic functions that are universal.

•Photocopiers use a light lens to duplicate documents; the original technology is analog, although digital copiers are becoming popular. Digital photocopiers enable the user to print color copies by converting the visual data on the original document into computer code. The computer code then programs the laser printer that creates the final copy.

•The most fundamental benefit of digital technology in copiers, apart from the ability to connect most digital machines to a network, is the way their "scan once / print many" system of operation.

•Analogue machines copy the originals placed in a document feeder, one page at a time, and then deposit multiple copies of each page in an output tray or sorter. If the number of copies exceeds the capacity of the sorter then you have to re-cycle the originals through the document feeder again. Further, the copies can only be removed from the sorter once all pages have been copied.

•A digital copier will firstly scan in all originals and store the digitized image in memory. It then reproduces the copies, one set at a time. The copied sets are then stacked, set-by-set, in the finishing (sorting) unit. This allows you to make very long, non-stop runs of multi-page sets, as you are not limited by a bin capacity, inherent in analogue machines with sorters.

•The clarity of the copy depends on the resolution of the photocopier. The resolution of the photocopier determines the quality and sharpness of an image. This is measured in dots per inch (DPI).

•When endeavouring to select the "right" sized machine for your organisation it is helpful to know the current monthly copy volume of copies done on your present copier. This can best be acquired by reviewing your copy records for the past 12 months and working out a monthly average.

•If you do not keep regular records then this information may be obtained by reviewing recent invoices received from your current supplier. These invoices generally cover a copy charge and therefore indicate the number of copies done in the billing period.

•Most digital copiers being marketed today have the ability to be connected, via an interface card or unit, to a network. It is beyond the scope of this guide (and most users) to cover all technical aspects of network connectivity so it is essential that you seek the advice of an IT specialist or the ITS Division within the university, if considering a networked device.

•Another point to look out for is the pages per minute function. This determines how many pages your copier prints per minute. The higher the number of pages, the quicker your copier speed will be. If you need documents to be enlarged or reduced, look out for the enlargement/reduction and zoom functions.

The amount of features a photocopier can have varies greatly. Modern multifunctional photocopiers can also act as fax machines, digital storage devices and computer scanners, with information stored on a hard disk. The most important thing to remember is size. If you have a small office, don’t go for an industrial sized photocopier, unless you want it to function as your office desk as well.

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