It is important to know the volume of print and copy jobs you have per month so you can choose the printer-copier that is right for your business. For example, if you have 500 print and copy jobs per month, an industrial printer-copier is too much – a small or mid-sized MFP will be more efficient.
There are three ways to know your print/copy output:
- If you are outsourcing your print/copy jobs, review your printer/copier bills.
- If you are printing/copying in-house, check to see if your printers/copiers have a meter that records the number of jobs processed.
- If none of the above applies to you, work with your printing vendor to establish the best starting output.
Inflate your estimated print/copy volume by 15% – 20% when choosing a machine that will serve you efficiently. This is important because most document imaging device vendors specify a monthly duty cycle for their products. The monthly duty cycle number, which can usually be found on the product spec sheet, represents the maximum number of pages a product can produce in a month.
The monthly duty cycle is not the volume at which the product should be used on a regular basis – consistently running machines at their duty cycle would result in the need for frequent service visits, and could cause the machines to not last their projected term of lease. For example, if your current output is 1500 sheets per month, and you lease/buy a machine with an output of 1500 sheets per month, you will be using the machine to its maximum capacity and may be increasing the risk of frequent service visits or meltdowns; you also risk leaving yourself no space to meet an increased output demand. To maintain your printer-copier and not run the chances of frequent breakdowns or service visits, it is best to go for a printer with a maximum output of 2500 – 3000 sheets per month. In this case, even if your output increases to 2000 sheets per month, you are still within an optimum duty cycle.
Thus, before deciding on a particular brand or model, it is important to speak with your leasing/sales vendor about the machine usage volume as well as discuss a service schedule that will help maintain your business economy and keep your machines functioning smoothly.