If it’s your first time using a color copier, you may be a bit unfamiliar with the differences in copy paper. Depending on the type of copy that you need to make for your home or business, different types of paper will be necessary.
Bond Paper Weights: Often the most common type of paper used in office copy machines, bond paper comes in 16 lb., 20 lb, and 24. lb. weights. Although 20 lb. bond paper is the most popular copier paper, 24 lb. is more common for business letterhead and stationery. 28 lb. or 32 lb. is often used for two-sided print jobs, such as books or brochures. The heavier the paper, the lower the show-through rate!
Cover Stock Weights: Cover stock weight is a bit heavier than bond paper weights, coming in at around 65 lb – 100 lb. weights. Restaurants often use 65 lb. weights when printing out their menus. 80 lb. stock is most commonly used for business cards, while 100 lb. stock can be used for invitations.
Index Stock Weights: Index stock is the heaviest paper available, with an average weight of around 90 lb. – 140 lb. The heaviest 140 lb. paper is normally used for posters, table tents, and signage while the 90 lb. and 110 lb. stocks are designed to meet U.S. postal requirements for mailing applications. Just make sure that your office copiers are able to handle this heavyweight paper.
Often times, when shopping for a color copier you will be presented with a fact sheet displaying the copier’s information. To some people these lengthy sheets are intimidating and hard to understand. Let’s unpack the meaning of some of this industry terminology.
One thing you will see a lot on a copier’s fact sheet is DPI or dots per inch, essentially this is the paper equivalent of screen resolution. More DPI means, crisper sharper images. A DPI of 300 is good for most things though if you are printing things that are a bit more graphics intensive you should opt for 600 DPI or higher.
You should also check out a copier’s media sizes and media types. This will tell you what the copier will print on other than printer paper. For example, some copiers also print on photo paper, heavy stock paper or coated paper. Media size will tell you what sizes, other than standard 8.5×11 paper, the copier can work on.
Lastly, take a look at the warranty. How long does it cover the color copier? Does it cover both parts and labor? What is the policy on trouble shooting and support? Don’t be afraid to ask questions about the warranty or the machine itself.
We recently spoke about office shredders and preventing data theft. Although destroying sensitive documents is important you also need to consider cyber security. Many people do not know that a copier, like a computer, has a hard drive. Most copiers have a record of every single document that has ever been scanned, copied, or faxed from that unit.
Many people do not realize that when they sell or discard their old copiers the information stays on that hard drive. That can include pay stubs, insurance records, tax information and other sensitive data. Most time the next user is unaware this data is on the copier and doesn’t care to know but if it falls into the wrong hand you could have a serious problem.
For most thieves to access this data they need to physically remove the hard drive from the color copier unit. Unlike hacking into your company’s computer which takes a lot of skill and time, accessing data on a copiers hard drive is easy if you physically have the drive. This is why you should make sure to wipe the data from your copiers before you return, discard, resell or return them. You can find software online to clean your copier prior to getting rid of it.
If you purchased your color copier or Xerox copy machine over 5 years ago, it may be time for an upgrade. These machines were not built to last a lifetime and as technology evolves you will find them increasingly out-of-date. Not only will you suffer more breakdowns and malfunctions, you may also suffer compatibility issues with newer computers and hardware. Overall, the quality of your printing suffers, which hurts your business.
Upgrading is easy. Newer machines are more intuitive, easy-to-use, and simple to install. You can look forward to faster, more efficient, higher quality printing. Certain machines also use less power than their predecessors, so you can save a few dollars on your electrical bill.
Depending on the needs of your business, you can get more specified machines then were available a few years ago. Touchscreen printers and scanners are easy enough for even the most technophobic to use. Newer Xerox machines can print and collate pages at much higher speeds than older models.
Then there is the question of what to do with the old machines. If they still work reasonably well, you can donate them. If not, make sure you properly recycle them. Out with the old, in with the new!
If you are trying to expand your business, you need to join the host of businesses already taking advantage of office equipment leasing. From Fortune 500 companies to small business, companies that are serious about growth choose leasing. Why? Because you can lease a new color copier or high speed scanner but you cannot lease cash. When you lease you are left with capital to invest, plus you promptly receive the equipment you need to grow.
A common misconception is that leasing has an air of financial uncertainty or instability. Unlike other financial arrangements, like mortgages and credit cards, lease terms are dictated beforehand and are not subject to market changes. You agree on the terms and nothing can cause your payments to increase. Leasing is a safe and secure option that can propel your business.
Leasing fast tracks the growth process by leaving you with cash on hand and new equipment. You can have your new equipment and hire new people or move into a bigger space. Payment terms are flexible and negotiable so you can work out a payment schedule that won’t hamper your expansion process.
Look at our extensive list of equipment for lease and call us to get your lease underway!
Almost all businesses have access to a color copier. It is expected of a business today to be able to reproduce documents and presentations in full color. Having a color copier around is important for doing business but it also has other perks.
If you are having an office event for employees, clients, or both you can use your color copier to make the invitations. You don’t need to spend tons of money on professional invites, you can make high quality ones yourself with a color copying machine.
Chances are someone in your company knows how to use a design program like InDesign or Photoshop. Ask them to take the time to make an appealing invitation for the event. Double check the invitation to make sure it contains the right information and then send the invites out to the guests.
Even if you do not have anyone on hand who knows how use graphic software you can still have professional invites. You can easily find a design template online and just plug in the information specific to your event. Then all you need to do is print and send. Chances are you can modify your copying machine to print address labels too so you don’t need to spend time writing the addresses out.