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The modern office may be constantly evolving, but the office copier still has an important role to play. A sometimes underappreciated piece of equipment, it’s most likely used every day. Technology associated with the office copier has advanced, so when it comes to selecting a new one, it’s important to consider the different functions and match them to your business needs.

So, what should today’s businesses look for in a new office copier? Here are the top five things to consider when buying one in 2025.

1. Functionality That Matches Your Workflow

The original copiers simply duplicated images on a page, but today’s models are multifunctional, combining a few office machines in one. Office copiers can print, scan, fax, and email. Some models even integrate with cloud-based platforms.

It is important to consider what tasks you need your office copier to perform. Before you make a purchase, ask yourself:

• Will you need color printing, or is black and white fine?
• Will employees be scanning documents to email or for cloud storage?
• Is mobile or wireless printing essential for your team?
• Do you need advanced finishing options like stapling, folding, or booklet making?

An office copier that has more functions than you need can be an expensive mistake. Your copier should meet the needs of your team and be easy to use. Look for highlights such as interactive instructions and customizable features.

2. Security Features That Protect Sensitive Data

Your office copier isn’t just a printer, it’s a networked device that stores, processes, and transmits sensitive business information across your organization. From scanned contracts to employee records, it handles confidential data on a daily basis. This, unfortunately, makes it a potential entry point for cyber threats if not properly secured. Without strong security protocols hackers can exploit vulnerabilities to access your network, steal information, or install malware. That’s why modern office copiers must include robust cybersecurity features like user authentication, encrypted data storage, secure print release, and regular firmware updates. Treating your copier like any other endpoint in your IT infrastructure is essential for protecting your business.

In 2025, security should never be optional. Look for:

• User authentication (PINs, swipe cards, or biometric logins)
• Hard drive encryption and automatic data wiping
• Secure print release functions to prevent unauthorized access
• Audit trails that track document activity

This is especially important for industries like healthcare, legal, and finance, where regulatory compliance is non-negotiable. Choosing a copier with strong security protocols helps ensure your business meets HIPAA, GDPR, or SOX requirements and protects your clients’ information. As a business, you have a responsibility to keep data safe, so an office copier with additional security is a sensible choice.

3. Scalability and Volume Capabilities

One of the biggest mistakes businesses make is buying an office copier that can’t grow with their business.

Take the time to consider how the printer is used in the office. How much is printed in the office a month, and whether this is single pages or multiple copies of large documents. It is also important that your machine builds with your enterprise, so will the amount of printing increase in months or years ahead. The machine you need may depend on the amount of people that use the machine, so will it be solely one office or will multiple departments share the device?

If your business prints thousands of pages per week, you need to invest in a high-volume machine with a large paper capacity and fast print speed. If you have a small team, then a more compact model may keep up with your demands. Either way, your office copier should support your current volume but also have the flexibility to grow with your organization. Don’t just consider how much you print now, think about how your business may expand in the coming years, and invest in a machine that can grow along with it.

4. Total Cost of Ownership (Not Just the Price Tag)

While it’s tempting to focus on the upfront cost of a copier, the real value lies in understanding the total cost of ownership, which includes all costs like service, supplies, energy use, and downtime.

Questions to consider:

• How much will toner and consumables cost each year?
• Is maintenance included in the contract?
• What is the average service response time?
• Are energy efficiency features built into the machine?

Energy-efficient copiers with automatic shut-off, duplex printing, and toner-saving modes not only reduce your environmental impact but also lower monthly utility bills. Also, look into managed print services, which can further streamline your expenses by giving you one predictable monthly cost that covers everything from maintenance to toner.

5. Support, Service, and Long-Term Reliability

Even the most advanced copier is only as good as the support behind it. The reality is: machines need maintenance, parts need replacing, and problems can arise. Your provider should be more than just a vendor; they should be a long-term partner.

Before committing, evaluate:

• Is local support available with fast response times?
• Are technicians factory-trained and certified?
• Does the provider offer preventative maintenance or performance monitoring?
• What’s the process for requesting service or ordering supplies?

Stargel Office Solutions, for example, offers a dedicated service team, fast onsite response, and proactive support that keeps your equipment running efficiently with minimal disruptions. A reliable copier backed by responsive service equals less downtime and a smoother day-to-day experience for your team.

Finding the Right Office Copier

Taking your time to find the right copier is a wise economic decision. An office copier with more functions than you need can be an unnecessary expense, but picking a secure model that will grow with your business is a sensible investment. Consider not just the initial purchase price, but also the overall running costs. Also, think about your workspace – a multi-functional office copier could allow you to get rid of separate scanners or fax machines, creating more office space, being more energy efficient, and even reducing maintenance costs.

Looking for expert guidance on selecting the right office copier? Contact Stargel Office Solutions today and let our team help you find the perfect solution for your business in Houston.