Why Routine Copier Upgrades Save Fairbanks Businesses Money in the Long Run

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Office copiers can often seem like unstoppable workhorses. They can churn out prints consistently day after day, and often without much trouble. But as reliable as your copy machine in Fairbanks, AK, it will need to be replaced eventually. In fact, routinely upgrading to a newer model can actually save your business money in the long run. Keep reading to find out how.

Reducing Hidden Operating Costs

Older copiers tend to break down frequently, which leads to repeated maintenance calls and unexpected repair bills. These costs can really add up, and may even be higher than the cost of buying a brand new printer. When your printer starts to break down regularly, a newer one may be the better choice.

Energy efficiency is also an important thing to note when it comes to routine upgrades. Older printers are major energy hogs, and can even run inefficiently when they’re idle. By comparison, a modern copier is designed with energy-saving features like sleep mode and ENERGY STAR ratings. This all translates to notably lower utility bills for your business.

One other way that routine upgrades can save you money is with easier access to replacement parts and printing supplies. Support for older models can dwindle, so if your printer’s been around a while, you may have a hard time finding (and may end up paying top dollar for) the right replacement parts and ink or toner cartridges.

Improved Productivity and Workflows

Modern copiers have higher print speeds and page outputs, which can really reduce bottlenecks when a lot of people are trying to print at once. That faster speed means fewer disruptions to your employees’ workflows, and they can focus on more important work instead of waiting around for prints. More modern copiers also support seamless integration with cloud storage, mobile devices, email, and document management systems. This allows for faster scanning, organizing, and sharing, and also eliminates manual filing for even more time savings.

Perhaps the biggest timesaver you’ll see with a routine upgrade to your printer is new automation features for routine tasks. Things like automatic document feeders, batch scanning, duplex printing, and customizable workflows can save time and reduce mistakes from manual work. This streamlines operations and frees up staff to focus on more important tasks.

Measurable Cost Savings

Thus far, we’ve talked mostly about how a routine upgrade on your printer can improve workflows for saved time—and of course, time is money, as they say. But what about more direct, measurable cost savings? You’ll see those as well. Modern copiers are designed to optimize toner and ink usage, and can often accept high-yield cartridges for even more cost savings by reducing the cost per page.

Automatic duplex printing (or printing on both sides of the paper) significantly cuts down on your paper usage. A printer with this feature as the default setting will help you cut your paper use in half for instant cost savings. You’ll also see those energy savings we mentioned above, which is another immediate and measurable reason why upgrading will save your business money.

Improved Security and Compliance

While improved security might not sound like something that saves you money, it’s important to consider just how much a security breach can cost your business. You’ve already invested a significant amount into security for your computers, but many businesses overlook the security needed for their printers. If an unauthorized individual gains access to a printed document that’s left on the printer, or a print order is intercepted by a cyber thief, you could find yourself with extremely high costs associated with reimbursing the impacted client or even facing legal fees.

Additionally, if you’re in a regulated industry, you need to meet regulatory standards for security—and an upgraded printer can help with that. Ensuring you’re in compliance will help you avoid fines associated with failing to meet necessary standards.

Business Growth and Scalability

No, a new printer won’t necessarily provide your business with instant growth. However, a more modern printer will support more flexibility for increasing printer demands as your business grows. New copiers are more scalable, offering larger paper capacity, faster print speeds, and other enhancements. They’re also able to support wireless, mobile, and cloud protocols, which can future-proof your print methods as reliance on these kinds of technologies continues to grow.

Unseen Benefits for Your Business

While cost savings are obviously at the forefront of most business owners’ minds, there are other, less obvious benefits that are still worth talking about when it comes to regular printer upgrades. For starters, routine upgrades can help stave off frustrations associated with poor equipment performance. In addition to that lack of frustration, investing in excellent equipment shows your employees that you’re willing to invest in them as well. And of course, satisfied employees are productive employees.

For businesses with an interest in being a little greener, newer printers are more environmentally friendly. They’re more energy efficient and more efficient with printer supplies, reducing waste and environmental impact. They’re also more likely to support recyclable print cartridges, so you can choose to take that extra step towards protecting our planet.

Is It Time for a Printer Upgrade?

Knowing exactly when to upgrade your printer is a tricky thing. If you’re waiting until the printer fails completely, then you’re likely already overpaying to maintain the printer and keep it stocked with the right supplies. But if you’re replacing it too soon, your equipment costs are going to be far too high.

If you’re unsure whether or not it’s time to replace your printer, we encourage you to contact us at Arctic Office Products, or stop by our showroom for a visit. We can talk about your printer’s current performance, your printing needs, and where your printer might be falling short. Then, if you feel it’s the right time, we can help you find an office copier machine in Fairbanks, AK, that will better suit your needs and reduce your costs in the long run.