Key Takeaways
- Law firms should evaluate more than print speed and purchase price when choosing an office copier.
- Scanning capabilities are especially important as legal workflows increasingly involve electronic documents and filing.
- Security features can help law firms better control access to sensitive printed and scanned documents.
- Print management software can provide greater visibility into printing, scanning, and device usage.
- Maintenance and service should be considered alongside the equipment itself.
Law firms manage a constant flow of documents. Case files, correspondence, contracts, discovery materials, exhibits, and other records may need to be printed, copied, scanned, or distributed throughout the day.
That makes choosing the right office copier for a law firm an important technology decision.
The least expensive machine isn’t necessarily the best fit. Instead, law firms should consider scanning, document workflows, security, print volume, paper handling, software, and ongoing service.
Here are some of the most important factors to evaluate.
1. Scanning Speed and Capabilities
Scanning is an important part of many modern legal workflows.
The federal Judiciary’s CM/ECF system allows attorneys and other authorized filers to submit court documents electronically. Individual courts can also establish specific electronic filing procedures.
For law firms, this makes scanning capabilities an important consideration when selecting a multifunction device.
Consider the types and volumes of documents your staff regularly scans. Features such as automatic document feeding, two-sided scanning, and support for different paper sizes can make a difference in busy environments.
Depending on the device and software selected, additional workflow capabilities may also help employees route scanned documents to approved destinations.
2. Document Security
Legal documents can contain confidential or sensitive information. Your office copier should therefore be considered part of your broader document-security strategy.
Depending on the equipment and configuration, available security capabilities may include:
- User authentication
- Secure print release
- Access controls
- Data encryption
- Device security settings
- Activity tracking and reporting
Secure print release can be particularly useful in shared offices. Instead of immediately printing a sensitive document, the job can be held until an authorized user releases it at the device.
Security capabilities vary by manufacturer, model, software, and configuration. Firms should evaluate their requirements alongside their broader IT and cybersecurity policies.
3. Print and Scan Management
For a law firm, knowing who is printing and how equipment is being used can be valuable.
Print management solutions can provide greater visibility into device activity. Depending on the solution, firms may be able to track printing and scanning, establish user permissions, manage print policies, or allocate activity to users or departments.
Solutions such as uniFLOW can also provide authentication, secure printing, and document workflow capabilities when configured with compatible equipment.
If your firm needs print or scan activity associated with clients, matters, or departments, discuss those specific requirements before selecting a solution.
4. Print Volume and Output Speed
A copier that works well for a small practice may not be appropriate for a large firm processing thousands of pages.
Start by reviewing your actual monthly print volume and peak periods.
Then consider:
- Pages per minute
- Recommended monthly print volume
- First-page-out time
- Scanning speed
- Paper capacity
- Number of employees sharing the device
- Color versus black-and-white requirements
The goal isn’t necessarily to purchase the fastest machine available. It’s to select equipment with enough capacity to comfortably support your firm’s workload.
5. Paper Handling
Most legal offices regularly work with letter- and legal-size documents, but some firms may need additional paper sizes or finishing capabilities.
Consider whether your firm needs:
- Multiple paper trays
- Higher paper capacity
- Legal-size paper
- 11″ × 17″ printing
- Automatic stapling
- Hole punching
- Sorting or finishing
Understanding these requirements before choosing equipment can help prevent employees from relying on manual processes later.
6. Document Workflows and Software
The copier can be more than a standalone printing device.
With compatible software and proper configuration, multifunction devices can support workflows for scanning, distributing, and managing documents.
For example, employees may be able to scan documents directly to approved email addresses, network locations, or supported document-management systems.
The right setup depends on the software your firm already uses and how documents move through your organization.
7. Maintenance and Service
Equipment specifications aren’t the only thing to compare. The company supporting the equipment matters too.
Ask potential providers about:
- Preventative maintenance
- Service response
- Technician qualifications
- Remote equipment monitoring
- Supply management
- Available maintenance plans
- Training and ongoing support
Offix currently offers multiple maintenance options, including cost-per-copy and fixed-price packages, as well as customizable plans. Remote monitoring can also provide information about supply needs and certain equipment alerts.
Be sure to understand exactly what is included in your specific maintenance agreement rather than assuming service or supplies are automatically included with the equipment.
Finding the Right Copier for Your Law Firm
There isn’t one copier that’s right for every legal practice.
A small firm may prioritize simplicity and a compact footprint. A larger practice may need higher print and scan speeds, greater paper capacity, advanced workflows, and centralized print management.
The best approach is to evaluate how your attorneys and staff actually work before choosing equipment.
Offix can help law firms assess their print environment and explore multifunction devices, document workflows, print management software, maintenance options, and other office technology based on their needs.
Contact Offix today to discuss the right office copier and document solutions for your law firm.
Frequently Asked Questions
What should a law firm look for in an office copier?
Consider print and scan volume, scanning speed, paper capacity, security capabilities, print management, finishing options, software compatibility, and maintenance requirements.
Do law firms need secure printing?
Law firms frequently handle confidential information, so secure printing may be appropriate depending on the firm’s workflows and security requirements. Secure print release can help prevent sensitive documents from sitting unattended in an output tray.
What copier features are useful for legal offices?
Useful features can include fast two-sided scanning, automatic document feeding, multiple paper trays, secure print release, user authentication, finishing options, and compatible document-workflow software.
Can a copier integrate with document management software?
Some multifunction devices can integrate with document-management and workflow solutions. Compatibility depends on the equipment, software, and configuration.