| By :
Alison Withers
Copyright (c) 2010 Alison Withers Even in the age of the internet very few businesses can manage without at least a basic facility for making copies of important documents Research has shown that people read onscreen 40% more slowly than they do print and that eye tracking movements mean the eye doesn't travel horisontally along the full width of a computer screen all the way to the end. Also it is near-impossible when proof reading to spot every single mistake or correction needed when reading on screen and the spelling and grammar checks provided with most document-creating software do have limitations. Copiers now are very sophisticated, high-tech machines and come with all sorts of options for integrating with other IT equipment. Many offices, however, do not need such sophisticated equipment, which can be costly to buy, lease, service or maintain and often involves fixed-term contracts that could become a burden to business costs. It is wise to make a list of the levels of sophistication and technology you thing the office will need, then establish an affordable, workable budget within the overall business overheads, which also includes energy costs, office rental, insurance, staff costs and perhaps some vehicles, as well as any materials and machinery if applicable to the business process. Perhaps the most crucial aspect to establish is the cost of maintaining the copier, replacing cartridges of ink and toner and how much paper is likely to be used per month. Armed with this information you can then research the cost of a lease with service contract from a number of possible suppliers, and most importantly, what is the period of notice and renewal. You will also want to know how promptly an engineer can be on the scene if a problem develops and how complicated the machine might be to use. If a problem with a machine requires it to be taken to a workshop away from the office to be fixed does the company supply a replacement in the meantime? It could turn out that it would be more cost effective to buy an appropriate photocpier and have a contract to cover regular servicing and maintenance only - if it is available. But how do you judge whether a supplier is good, reliable and reputable?It could be worthwhile to visit the potential supliers to assess them for yourself. Look out for how long the company has been in business and ask what sort of clients they look after.You might want to know the range of brands they offer and what their repair facilities are like. Do they have experienced and qualified repair technicians on site able to handle a range of machines? Also it is worth asking whether they can put you in touch with other customers of a similar size to your own business to talk to and whether they are willing to supply references.A business armed with all this information will be in a good position to make the right choice of copier for its needs.
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