Wednesday, January 30, 2019

Another Reason You Don't Need a #Copier

Noodle this: How often do you walk over to a machine, place an original on glass, push a button and make a copy? The archaic organizations, state and local government, schools and churches, need not reply or read on - everyone else, stop and think. How many times a day do you make walk-up copies? “Many.” is the usual answer.

At some point in history, the average copies made per device was around 10k/week. Think about it. Do you copy 10,000 documents a week? Do you know your machine was designed to handle that level of volume? Seriously, take a day or a week and monitor the number of times and document types your staff is copying.

Let’s go deeper.

Observe the grandeur that is your office copier - paper drawers, nearby recycling bin - its big, domineering, and physically impressive. Open the lid. The flat piece of glass is called a “platen”. How big is your platen and when was the last time you used it? How many walk-up, 11x17 copies do you produce in a year?

Deeper, still.

Now, walk over to your accounts payable department, dig through one of those big filing cabinets and find your monthly copier bills - look for the lease invoice. Because you’re with a typical copier provider, finding your lease payment could take a while. I’ll wait…

Still waiting…

Okay, do the math. Why are you paying for features and functions you do not use? Better yet, ask yourself, “Why was I SOLD capabilities I never use?”

When you do make copies, I’m guessing the majority of documents originate outside your organization, are letter size, initiate a process and are finally filed away.

So here’s an idea. When your lease expiration date comes up - you’ll know its close by the increased number of voicemails, unannounced drop-by’s, and invites to 'technology luncheons’ your current copier rep hits you with - go to the inter webs and start pricing out ‘workgroup’ scanners. While you're at it, check into the latest Epson or HP inkjet printers. Why not replace that $200-$400 monthly lease payment with a fast scanner and an efficient printer?

Install a printer and a stand alone scanner.

When the need for an actual, real copy comes up, simply scan the document and print a copy. Now you’ve got a digital version of the original that can be printed or emailed and filed away.

As an added bonus, you've just taken your first baby-steps into the digital workflow realm.

"Everybody from the 313..."

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