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When should you replace your copier equipment?

Posted by Kirk Studebaker // VP of Sales | Jan 16, 2020 3:30:13 PM

How many times a day do you and your employees use the copiers at your office? Between handouts, brochures, forms, and contracts, it might be the most frequently used machine in the office. If your copier isn't working as it should, it could ruin a previously efficient workflow, causing unnecessary stress for your employees. The endless repairs and improper functioning can also lead to endless costs for your company.


We’ll highlight some of the tell-tale signs that your copier is on its last leg so you'll know when to replace it and how managed copier services are your best bet for a long and happy life for your office copier.

Your copier equipment is old

When was the last time that you replaced the office copier? If you simply cannot remember, then it may have been too long ago. Quality copier equipment has a lifespan of about five years depending on use. Some models can last up to 10 years, but this also depends on maintenance and use. Staying on top of new technology is essential to your business, so make sure to put your copier up for review every five years.

It seems like it's broken all the time

While rushing to a meeting with a client, one of your employees realizes that they need to print a document and come to find that the copier is jammed or broken. The employee then tries to fix the copier and eventually ends up having to call in a technician. Not only is your employee now late for their meeting, but they are also unprepared because they were not able to print the necessary documents. These types of situations can be avoided if your copier equipment is managed well and is up-to-date with the latest technology.

It's not printing well

Maybe your documents are copying promptly, but the copies don't look so great. Older copier equipment can lose the printing quality that it once had due to extended wear-and-tear. If you are sharing copies with clients, they need to be crisp and legible. This is particularly true if your documents are image-heavy since the loss in quality is most noticeable in images.

Many times print materials are the first impression you'll have with a prospective client. Your copy equipment should be running in tip-top shape and deliver a quality product that can represent your company.

Employees are complaining

If your employees have made complaints about copier equipment, it's time to take a look at your copier and consider your options. As a manager or business owner, it's your job to make sure that your employees can do their job. If copying is a vital part of your business, then it's best to consider a managed printing service to handle all of your copier equipment and maintenance needs so that your employees can always work efficiently.

Your printing needs have changed

Have you taken stock of how much the office copier is being used these days? In the past you may have printed a large amount of content in black and whitex, but now you have started printing color flyers or catalogs for your business. If your copying needs have changed, you may need to upgrade your copier equipment so that you can put your best foot forward with your clients.

You can't find toner anymore

If your toner is discontinued, then your copier is obsolete. Rather than a signal that you need to rush and stock up on toner, this is a sign that your copier's best days are behind it. Copier equipment has evolved over these past few years, and now is the time to invest in your future copying needs.

Your business has grown

If your business has been expanding over the last few years, you need to consider if your current copier equipment can handle the increased volume of work. Every printer has a monthly duty cycle, which is the average number of copies/print jobs your machine can do during those 30 days without any problems. A managed copier service can help you find out what your monthly duty cycle looks like and which copier equipment can help you meet your needs.

The copier isn't secure

Are your documents being safely sent to your current copier equipment? If not, hackers can gain access to the documents and files you send to be copied. Overlooking the security of your copier equipment can result in your client's sensitive information ending up in the wrong hands. Companies with managed copier services regularly update their copiers' security systems so that sensitive information can be transmitted to the copier securely.

It uses a lot of energy

From Monday morning until Friday evening, your copier will be running in your office non-stop. If you have a suspicion that your copier is causing an increase in your energy bill, you might be correct if your model is outdated. Older copier equipment needs more energy to perform its essential functions. A new copier may even pay for itself with the money that it can save you on your electricity bill each month.

If your copier is suffering any of these signs, it's time to consider new copier equipment. Replacing outdated copier equipment will ensure that your customers receive the best service possible, allowing both your employees and your company to thrive.

At Coordinated Business Systems, we pride ourselves on being at the forefront of innovative copier equipment management solutions. Our holistic approach to copier equipment management ensures that your business can satisfy copying needs quickly, securely, and sustainably. Request your free consultation today and start copying better!

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Topics: Printers and Copiers

Written by Kirk Studebaker // VP of Sales

Kirk has been in the Office Technology sector for 20 years working in the dealer world focused on supporting sales teams. Having worked for Manufacturers and dealers as well as his own entrepreneurial ventures, Kirk is dedicated to the development of people in the sales profession.

Outside of work Kirk has a wife and two children and enjoys being outside whether hunting or horseback riding.