Things to Consider When Purchasing a Copier

Over all the trend is to get away from analog devices and transition to digital equipment. There are a number of reasons to do this. One is that digital equipment scans originals one time and then runs as many sets as requested. So, even if you don't network the device, at a minimum you get scan-once-print-many capabilities. This reduces the number of jams in the feed area and wear on your originals.

Terms to Know:

Throughput or Duty Cycle - This is the number of copies or prints that the engine can reliably produce on a monthly basis. Exceeding this number once or twice a year should not create any real issues. Exceeding it regularly means that your machine will break down more often. If you are consistently running below 40-45% of the machine's capabilities, you probably have over-purchased.

First Copy Time - This is the number of seconds (usually) that it takes for a machine to scan a single image from the glass (not the feeder) and put out the first copy of that image. This is a key figure if the machine is used for mostly walk-up, one copy at a time, use.

Rated Speed - This is the speed that the manufacturer says the machine can run, usually in CPM (copy per minute) or PPM (print per minute). CPM is used for analog machines and PPM for digital. It usually takes a bit of time for a machine to work its way up to the rated speed, somewhere between 10 and 20 copies of an item.

MTBF - Mean Time Between Failures - This is usually a number that comes off your machine's service report. You can request this report at any time. Call Document Services to coordinate, if you like. MTBF refers to the number of copies that you can run before the next service call is placed.

Analog Copier - A light lens device that converts images into electronic pulses based on what is reflected off the original and onto a photoconductor. Analog equipment does not have the capability to store information or images for reuse and must process a scanner pass for each copy.

Digital Copiers - These devices actually scan and digitize information based on either a CCD or CIS scanner. CCD uses a series of mirrors and a lens to move the image onto a light-sensitive CCD chip. A CIS scanner uses a single row of LED sensors that are spaced along the full width of the scanner to capture image information.

Paper Weights - When considering any printer, copier or fax machine consider the paper you will be using. Standard copy paper is 20# paper. Paper that is significantly lighter (onionskin) or heavier (cardstock or heavier) will pose problems for equipment not designed to handle it.

Warm-Up Time - The time it takes the machine to reach operating temperatures from a cold start. This could be anywhere from 30 seconds to 13 minutes.

Energy-Saver - Features will put the machine into partial fusing heat, this minimizes the power consumption, but forces the next user to wait for a partial warm up. Of course, turning the machine off, a good idea especially at night, will reduce energy usage to zero.

Feeders - These generally come in two varieties:

ADF (Automatic Document Feeder) feeds one page at a time to the glass for scanning. ADFs are only capable of scanning one side of a document unless they are converted to RADF (Reversing ADF), which inverts two-sided originals for second side scanning.

RDF (Recirculating ADF) feeds originals from a stack in the feed tray to the glass and brings them back to the feed tray for another pass.

Feeder Speed/Capacity - Document feed devices operate at various feeding speeds or originals per minute (opm). Also, document capacities can range from 10 to 250 sheets. Make sure that the machine you purchase matches its feed capability with its output capabilities.

Finishing Capabilities

Sorter - This is a set of bins that the device sends copies to. In analog machines, this allowed the machine to scan an image once and produce multiple sorted copies. With digital machines, electronic collation makes sorter bins unnecessary. With sorters, it's important to make sure the number of sheets that a bin can support matches the demands of your department.

Stapler/Sorter - A sorting device that feature an on-line stapler that moves from bin to bin to staple sets.

Stapling Positions - Some devices are able to staple in just the top left corner (1-position stapling) others are able to staple in three locations, top left, bottom left, or both, to make a booklet (3-positions, 2 staple heads)

Finisher - With this capability, copied sets are automatically delivered, stapled and stacked in the output tray.

Stapling Capacity - With any option that includes stapling, check the number of sheets the machine can handle per staple to make sure it meets your needs.

Digital Options

Most digital devices offer some combination of Scan to Network; Scan to Email; Fax; Print and even other functions. Before making a decision to incorporate these functions, please call Document Services to discuss how this might impact your department.

Any time you consider purchasing or leasing a copier, you should consider the following questions:

Your documents:

• What will you be copying?
• Will it mostly be single copies of receipts or of sets?
• If single copies, focus on first copy out time rather than speed.
• If sets, how many pages is the average set? If it's large look for a lot of RAM and hard drive space.
• Will the originals be bound books?
• If so, consider a beveled edge glass to preserve the originals better.
• Do most of the originals come right off the printer and go right onto a copier (no signatures or in between steps) so that the copies can be collated and stapled?
• If so, make sure your device is connected to your network so that you can just print the number of sets you need without having to run a set on a printer and the balance on the copier.

Security:

• How much security do you need?
• If security is critical, look at digital equipment that includes 3X technology that meets Dept. of Defense standards for clearing hard drives after document output.
• Also, consider keeping your machine off the generally accessible public IP system if you need truly high security.

Seasonal Demands:

• When you look at your volumes, average it over the number of months that your department is truly active.
• Then expect to purchase a machine that has a duty cycle twice that average. You will then have a machine that can easily handle your peaks.
• Do you have regular projects that have to be run internally and are very demanding?
• If so, consider this demand when you look at equipment duty cycle. An average month should be about 50% of the machines duty cycle, but during these peaks you may hit or even somewhat exceed the machine's duty cycle.

Copier Categories
Copiers are categorized into a Personal copier and 6 segments:

Segment	Multicopy Speed	Ideal Use
Personal Copier	1-10	Very low volume, desktop use, possible use for security reasons
1	11-20	Similar to above, or possibly for dept. of 2 or 3 people with low usage.
2	21-30	Typical use for small dept. or for about 10 people with avg. use.
3	31-40	Ideal use for departments with average usage
4	41-69	Up to 50 cpm for departments with above average usage, up to 55 or 60 for very heavy users (see duty cycles to understand where your usage falls)
5	70-90	Centralized copy room usage with volumes averaging 250,000 per month.
6	91+	High volume, centralized usage. Fully featured machines in this segment tend to be very large.

Departmental copiers are typically in segment 3 or the low-end of segment 4, depending on the number of users and volume generated. Any time you are considering a device over 55 cpm, you should be considering whether or not the jobs that demand that speed aren't better suited for production at Document Services. Talk to someone at Document Services to come and do a document analysis. We will talk to you about the types of documents you run and the best way to meet your demands. In any case, when you plan to lease a machine you should consider leasing it through some arrangements that Columbia University has for leasing, rather than going directly to the organization selling you the machine.

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