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5 Signs it’s Time to Replace Your Copier

The office photocopier is the backbone of practically all workplaces. It's the go-to spot for meeting handouts, presentations, and even the latest office news. It's such a constant presence that it's easy to overlook – as long as it's functioning properly.

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5 signs it's time to replace your copier

However, there will come a time when even the best workhorse begins to falter, causing frustration and delays in productivity. Resourceful office workers may find ways to keep the copier running despite any issues, but how do you know when it's time to replace the machine altogether and look for a Managed Print provider to explore your options?

Tip #1 - Updating Security Procedures

Copiers can pose a security hazard due to the lack of precautions taken by many organizations to safeguard the machines and the data that flows through them. One of the most crucial actions to take is changing the default password to a strong, unique one, which is often overlooked.

However, even if your copier has been secured, older models may not have the latest security protocols available. Since most data in your organization is likely to be transmitted between your computer network and your copier, it's essential that it is kept confidential. Modern copiers come with password protection and encrypted hard drives, as well as updated network protocols to secure your data. Unfortunately, older copiers may not have these features.

Tip #2 - Difficulty in Sourcing Parts

When it comes to replacing machine parts, manufacturers usually offer parts for a few years after the last machine leaves the assembly line. As time progresses, only aftermarket parts that vary in quality or repurposed parts may be available. It's common to find that individual parts are no longer available, as many original equipment manufacturers only offer complete assemblies, such as copier drums or imaging units, not individual components.

At SMG, we have a vast "boneyard" full of machines that we can use for spare parts to keep almost any make and model operational. Additionally, our technicians have decades of experience and knowledge to ensure that your machines have the longest possible lifespan. However, there is always a point where returns start to diminish, and if parts wear down multiple times, it may be time to start thinking about getting a newer machine.

Tip #3 - Increasing Costs of Copying

Office managers often calculate the cost of a company's toner or ink by dividing the total output by the machine's cost. When copiers need replacement, productivity decreases while raw material consumption increases. Rather than investing in a less productive machine, consider purchasing a new one with a lower printing cost. Newer copiers are more efficient as they require fewer consumables and have higher energy efficiency. This results in a reduced cost per print. It is unfortunate that many new customers we speak to were previously paying their old providers more for service charges and materials than their monthly lease or ownership cost.

Tip #4 - New Technology Has Surpassed You

If you haven't had the chance to use a modern copier, you'll be amazed by its various features. Unlike older machines, modern devices offer sleek touch screens, fast processing, and new capabilities for formatting and modifying documents. In contrast, older copiers may not function well with modern operating systems or print drivers, which limits functionality. If you're struggling with the capabilities of your printer, schedule a demo today and explore the benefits of a newer copier.

Tip #5 - Your Machine Is Consuming Too Many Resources

It's imperative for all offices to prioritize eco-friendliness. Contemporary copiers have lower power consumption and produce less waste than their older counterparts, making them a more responsible choice. However, it's not just about being environmentally conscious – modern copiers are also a cost-effective solution. Why not save money while being environmentally friendly at the same time?

Engage SMG to be your print solution provider

In reality, no business owner says to themselves: "I need to invest in a print management solution." They just know they have specific problem, and don’t know how to solve it. That’s where print management comes in.

Reach out to our sales team and discover our approach: (563) 445-6402 |

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