In today’s business world, the vast majority of information is digitized. Most company files are stored in cloud drives, and documents are edited, shared, and secured in a digital format. With all of that digital information out there, why would you need something like a copier, which is used solely for physical documents? The truth is, there are lots of reasons to buy a copier in Fairbanks, AK, for your business. In fact, without one, you could find your company severely limited in many ways. Keep reading to learn the roles that a copier still plays in a modern office, despite the widespread digitization of documents.
It’s Often Part of a Multifunction Device
First, it’s worth noting that a copier is typically built into a multifunction office device that will include a printer, scanner, copier, and fax machine. Writing off the usefulness of a copier usually involves writing off the usefulness of all of these devices. For example, if a client decides to print and sign a contract instead of signing it digitally. While you may prefer to store your documents in a digital format, you’ll need a way to digitize that signed contract still. This will usually require you to scan the document into your computer—and a machine that can scan it will typically be able to make copies as well.
While this might not address why you specifically need a copier in your office, it is still essential to keep in mind that these machines are usually a package deal nowadays. So, if you need one, you will probably need all of them.
Not Everyone Has Gone Digital
As we hinted at above, you might have some clients who aren’t entirely on board with using technology to handle documents. Some people are more technology-averse than others, and they will prefer to work with physical documents instead of digitized ones. Your business must be capable of catering to these clients, so they can still feel comfortable working with you. You may need to provide copies of contracts or instructions for them to use or copy any informational documents they bring to you.
This can also be true of employees. While you will hopefully find employees who can work within the system you’ve set up in your office (whether it’s digitized or not), there may be certain instances in which an employee is more comfortable with a physical document. For example, you might require a copy of a new employee’s Social Security card before they begin working for you. Many individuals will not have their copy machines at home, so they will bring in their physical card for you to copy for them. Or, an employee might find that they can brainstorm ideas for a current project better on paper than on a computer. You must be able to create copies or scan those notes as needed to preserve the information and share it with others.
Paper Can Be Less Distracting
Few people enjoy company meetings, but they can still be highly productive and beneficial—provided that everyone is participating in the discussion and not distracted by technology. Unfortunately, technology is a central part of everyone’s lives, even in the office, and it’s normal for employees to bring in laptops to take notes or review pertinent information during meetings. Email notifications and chat popups, though work-related, can make it impossible to get anything done in your meeting. But this does create the opportunity for employees to become distracted by what’s on their computers.
Paper is a less distracting way to share information with those in your meeting. You can create copies of your handouts and provide these to the meeting attendees instead of sharing a digital copy that requires them to bring their laptops. This way, there are fewer distractions, and they can take notes directly on the handout to make referencing the materials easier.
It’s also worth noting that some scientific studies have shown people retain information better when it’s on paper than when reading it in a digital format. Scientists believe this is due to the fact that paper engages more of the senses, creating a more concrete memory of the information they’re reading.
Physical Marketing Has a Place
Finally, it’s important to consider the marketing opportunities available to you when you have a copier that can produce quality copies of flyers, handouts, and other paper-based advertisements. Physical marketing like this still has a place in the business world. While you can certainly have some of these materials printed by a professional printing business, it will be more affordable to produce your copies whenever it’s reasonable to do so.
For example, suppose you attend a regular recruiting event to find employees for your business. In that case, it’s probably not a sensible cost to print out dozens or even hundreds of recruiting pamphlets through a professional printer every time you attend this event. It would be much more cost-effective to retain an original print and create copies as needed for these events. The same can be said for any convention that you might attend to promote your business or even for simply posting flyers at relevant community gathering spaces. Creating copies for these purposes can provide you with opportunities to promote your business affordably.
Don’t Write Off the Copier Yet
The bottom line here is that, although most documents nowadays have been digitized, paper remains an integral part of our lives, especially in the business world. You are almost certainly going to handle paper documents occasionally, no matter how much you push for paper-free office space, and you must have the necessary equipment to process and handle these documents adequately. IF you’re looking for the best office printer and copier in Fairbanks, AK, contact Arctic Office Products to learn more about the high-quality, affordable machines we carry.