A copier can last for years, but that doesn’t mean keeping an aging machine is always the most practical choice. For Las Vegas businesses, frequent service calls, declining print quality, outdated features, and rising operating costs can all be signs that it may be time to consider replacing the equipment or reviewing a copier lease.
1. Repairs Are Becoming Too Frequent
One service call doesn’t necessarily mean your copier needs to be replaced.
But repeated service calls are different.
If employees regularly report jams, error messages, scanning failures, streaks, or other problems, the equipment may be approaching the point where continued repairs become difficult to justify.
Track how often the machine requires service.
That information can help you compare the cost of keeping the existing equipment with the cost of replacing it.
2. Print Quality Is Declining
Professional documents should look professional.
If pages consistently show streaks, uneven toner, faded areas, registration problems, or other defects, maintenance may solve the issue.
However, recurring print-quality problems can indicate that the machine is becoming increasingly expensive to maintain.
3. Your Business Has Outgrown the Machine
Businesses change.
A company that started with five employees may eventually have 25.
A small property management operation may take on dozens of additional properties.
A growing construction company may start printing significantly more project documents.
When print volume increases substantially, the original copier may become a bottleneck.
Employees may spend too much time waiting for print jobs or clearing jams.
4. Your Copier Doesn’t Support Modern Workflows
Older machines may lack features that modern businesses now consider important.
Examples include:
- Cloud scanning
- Mobile printing
- Secure print release
- User authentication
- Advanced scan workflows
- Automated document routing
- Usage reporting
Modern Kyocera, Xerox, and Sharp equipment can support a range of connected workflows and security capabilities.
If your employees are performing multiple manual steps that a newer MFP could automate, upgrading may deserve consideration.
5. The Cost Per Page Keeps Increasing
Don’t look only at the monthly equipment payment.
Calculate your actual cost of operation.
Include toner, service, repairs, parts, supplies, and usage charges.
If the cost of keeping an older machine running is increasing, compare those expenses with a new equipment agreement.
6. Your Copier Is No Longer Supported
Technology changes.
Older equipment may eventually have limited parts availability, discontinued supplies, or reduced manufacturer support.
If service technicians are increasingly having difficulty obtaining parts, the risk of extended downtime can increase.
7. Your Security Requirements Have Changed
An older copier may not provide the security controls required by a modern business environment.
Today’s multifunction printers can include features such as encryption, user authentication, network controls, secure printing, and firmware protections.
Sharp, for example, describes multiple security layers for its business MFPs, while Xerox and Kyocera offer print-management and security technologies for connected devices.
Businesses handling sensitive information should discuss copier security with their IT professionals.
Lease or Replace?
If your business is considering a copier lease, don’t simply replace an old machine with another one that has the same limitations.
Use the opportunity to reassess your needs.
Ask:
- Has our print volume changed?
- Do we need color?
- Do we scan more than we used to?
- Do employees need mobile printing?
- Do we need cloud integration?
- Has security become more important?
- Are our current service costs increasing?
- Are employees losing time because of copier problems?
The answers can help determine what type of equipment makes sense.
Don’t Wait Until the Copier Completely Fails
Waiting until a copier stops working entirely can put unnecessary pressure on your business.
You may have to make a rushed purchasing decision because employees still need to print.
Instead, monitor the machine’s performance and operating costs.
If problems are becoming more frequent, start researching replacement options before the equipment becomes an emergency.
For Las Vegas businesses, proactive planning can make the transition to newer equipment much easier.