The Everything Guide to Office Printers and Copiers: Cut Costs & Boost Efficiency

First things first. You need a machine — or a few. Especially for larger businesses, copiers can be expensive investments. Plus, there are lots of brands, models and features to choose from. Which ones are right for your business? Let’s start with the basic categories. 

Common types of office printers and copiers

Desktop printers

• Most affordable option 
• Compact design for low print volumes
• Best for individual users or small workgroups

Departmental multifunction printers

• Any print volume
• Supports printing, scanning, copying and sometimes faxing 
• Advanced features like duplex printing and secure document management
• Best for any business with more than one employee

Production print equipment

• High-volume, industrial-grade printing system
• Supports specialized paper types and advanced finishing options
• Best for print shops, publishers and large businesses

Wide format plotters

• Specialized printers for large documents (typically 24-120 inches wide)
• Supports high-resolution color and monochrome printing
• Ideal for blueprints, posters, architectural drawings, CAD designs
• Best for architecture, engineering, design and construction firms 

Based on your industry and business size, you may need a few different printers and copiers. Most professional services use a combination of departmental multifunction and desktop printers. But if you’re in an industry that requires specialized printing, you’ll likely need production or wide-format equipment.  

Top copier brands and models

Next up is the brand, and there are lots to choose from. Some of the top copier brands currently on the market are: 

• Sharp
• Ricoh
• Konica Minolta
• Lexmark
• HP 
• KIP

If you’re looking for top-of-the-line, Sharp is your best bet. They are known globally for their reliability, ease of use and security features (we’ll dive more into that later). One of their most versatile lines of copy machines is the BP or Business Partner series. Some of our favorites from that list include the 70C31, 70C36 and 70C45. 

Not sure which copier is right for you? Our 5-question quiz will match you with a machine that best fits your needs. 

Copier leasing

But how are you going to afford the machines you need? If it’s more than a desktop printer, you may be looking at a hefty price tag. 

Plus, print features and security have evolved rapidly over the past few years and will continue to change. Purchasing a printer now could mean being stuck with technology that becomes obsolete within 12-24 months. That’s why most businesses opt for copier leasing. 

• Avoid the large upfront investment 
• Preserve cash flow for other business needs
• Deduct lease payments as business expenses 
• Easier to upgrade to newer models
• Easily scale your printer needs as your business grows
• Ensures access to latest print technology and security

A fancy new copier won’t do you much good without supplies. How often have you been in this situation? An important report is due today, and the machine is out of toner. You finally get toner, and now there’s a paper jam. Instead of trying to fix it yourself or burdening your IT team, you could work with a print expert like NBM to: 

• Remotely monitor supply levels and ship replacements before you run out 
• Offer competitive pricing on supplies through manufacturer partnerships 
• Remotely monitor machine performance and schedule preventative maintenance
• Dispatch service technicians to quickly resolve printer issues on-site 

Partnering with a print provider eliminates the administrative burden of tracking inventory, prevents unexpected supply shortages, minimizes equipment downtime and reduces overall printing costs.

Most businesses know how important cybersecurity is. They enable firewalls, spam filters and dark web monitoring for their computers. But, many overlook printers as a doorway into their sensitive data. 

Why is printer security important?

Printer security is crucial because modern printers run software, have a memory and are connected to your network. They’re essentially specialized computers.

Think about how much sensitive data goes through your copy machine: employee, financial and customer information. Many copiers keep a memory of those documents in the cloud, making them an ideal target for cybercriminals. 

Your copiers are also gateways to the rest of your network. Hackers can exploit open print ports and unpatched firmware to gain entry, potentially putting your entire digital system at risk.

How can you ensure printer security?

Printer security requires a comprehensive, multi-layered approach that addresses both digital and physical vulnerabilities. This involves implementing security measures across network, software, and user interaction levels. Key strategies for ensuring printer security include:

• Implementing strong user authentication protocols
• Regularly updating firmware and security patches
• Restricting network access and using firewall protections
• Encrypting stored print jobs and sensitive document data
• Enabling secure print release mechanisms
• Conducting periodic security audits
• Training employees on best print security practices

Quite the laundry list, right? A provider like NBM can also help with this. From recommending security updates and policies to ongoing monitoring and upgrades, NBM can ensure your printer works for and not against you.

So, you have a copier that fits your needs and is fully stocked, serviced and secure. There’s just one last piece of the puzzle. Many businesses don’t realize how much inefficient printing can cost their business. The average business spends 1–3% of their annual revenue on printing. That’s a lot of money that could go toward building your business instead. 

One way you can help increase efficiency is through print management software like PaperCut. This program can help: 

• Identify areas of unnecessary waste
• Implement print policies to reduce costs
• Easy-to-use printing queue
• Print from any device, like your phone or tablet

For example, you can encourage users to reduce waste by printing double-sided, black and white whenever possible. You can also charge users for printing when necessary such as at a library or school.

School Saves 30% on Print Costs

A private school south of Boston was dealing with high print costs but didn't know how to bring them down. Without proper tracking software and multiple vendors that didn't communicate, they struggled to control waste. They also had security concerns about confidential documents. 

After evaluating their options, they partnered with NBM to implement a comprehensive print management strategy featuring:

• 6 Sharp multifunction printers
• Integrated print release stations for security 
• Google account integration for staff printing
• Mobile printing capabilities

The results were a 30% decrease in monthly print spending. Staff now enjoy a user-friendly interface that supports mobile printing, enables quick document conversion across multiple formats and dramatically reduces paper waste. They've also enhanced document security, ensuring sensitive information stays protected.

All-In-One Solution: Managed Print Services

Has reading this guide filled your quota for printer-related content? Then, consider outsourcing your print needs to a managed print services (MPS) provider.  

What Are Managed Print Services?

Managed print services can include some or all of the print puzzle pieces, including, 

• Copier leasing 
• Supplies and service 
• Security upgrades 
• Print management software 

If you already have copy machines, you may choose to outsource only supplies and services. Or you may want a comprehensive approach. Either way, you can outsource managed print services through a provider like NBM. 

What Should You Look for in an MPS Provider?

When selecting a managed print service (MPS) provider, you should consider these key factors:

1. Comprehensive assessment capabilities

A top-tier MPS provider should begin with a thorough, data-driven analysis of your current print environment. They should be able to map out your entire print infrastructure, identifying inefficiencies, hidden costs and optimization opportunities before proposing any solutions.

2. Proactive maintenance and support

Beyond just fixing problems, an exceptional MPS provider offers:

• Predictive maintenance that prevents equipment failures
• Remote monitoring capabilities
• Quick response times for service calls
• Automatic supply reordering 

3. Security expertise

In today's digital landscape, print security is crucial. Your provider should:

• Understand current cybersecurity threats specific to print infrastructure
• Offer robust security protocols
• Provide solutions for secure print release
• Help implement document tracking and compliance measures

4. Cost transparency and optimization

A great MPS partner will:

• Provide clear, predictable pricing models
• Identify and eliminate hidden print-related expenses
• Offer detailed reporting on print usage and costs
• Create strategies for long-term cost reduction

5. Scalability and future-proofing

The ideal provider understands that your print needs will evolve. They should offer flexible solutions that can grow with your business.

6. Workflow integration

Look for a provider that doesn't just manage printers, but provides solutions that integrate with your existing software ecosystems. 

Red flags to watch out for:

• Providers pushing a one-size-fits-all solution
• Lack of transparency in pricing
• Limited or no cybersecurity expertise
• Inability to provide comprehensive reporting
• No clear strategy for continuous improvement

Pro Tip: The best MPS providers view themselves as strategic partners, not just equipment vendors. They should be as invested in your business efficiency as you are.

As a premier managed print services provider in New England, NBM specializes in helping organizations like yours optimize their office copiers and printers. 

Our team of print specialists understands that every business is unique, which is why we offer customized solutions that cut costs, enhance security and streamline your print operations. Don't let print challenges slow down your business. Contact an NBM specialist today for a comprehensive print assessment.