Frequently, we hear people question why they’d consider upgrading to a new copier when they already own their existing copier that appears to be working fine. Whereas it is true that in certain cases, hanging onto an existing copier might make sense, there are several factors that might cause you to reconsider. Here are 5 reasons why you should consider upgrading your old copier machine today!
You Could Experience Service Delays for Your Old Copier
Service delays due to a lack of availability for older model parts and supplies in local inventories are a fairly common occurrence. This is a significant drawback when it comes to an older copier is that in many, if not most cases, there are delays in completing copier repairs on older machines. The reason for that is, copier field technicians that come out to service your copier only carry a limited “Car Stock Inventory” of parts and supplies.
The on-hand inventory they keep in their car stock is generally limited to the newer color copy machines that they service most frequently. Therefore, when the technician arrives in your office and diagnoses the parts needed, the reality is, they will have to return to their office for the parts they need or even worse, special order the parts from the manufacturer. This can result in your office copier being down for repairs for multiple days or even longer.
Your Office Copier Is No Longer Compatible With Other Key Systems
Even though your older copier may be in decent shape from a mechanical standpoint, as color copy machines get older, a growing “compatibility gap” occurs. In effect, as a copier model gets older, the manufacturer of the copier no longer releases firmware updates that are necessary for the copier to remain compatible with newer computer operating systems, including many third-party online apps and software.
A good example of this was recently when many older color copiers were no longer able to scan to a folder without encountering significant security risks of scanning to the older, discontinued Microsoft SMB1 Scan to Folder platform. Businesses that relied on scanning to their computers were told by their IT providers that they had to discontinue scanning immediately until they upgraded to a newer copier that was compatible with the Microsoft approved, SMB2+ scan to folder platform (Microsoft put out a release strongly advising against the continued use of scan to SMB1.)
Those companies that don’t have internal IT Departments or outsourced IT providers, even to this day, can be unknowingly putting their data at risk by scanning to this discontinued, unsupported, non-secure SMB1 platform.
Outdated Copier Drivers Can Lead to A Loss Of Features
Perhaps the most common challenge for older color copiers is that the manufacturer generally stops releasing updated print drivers for copy machines once they reach a certain age. This is typically around the 7 to 8 years old mark. Using an older print driver usually won’t prevent you from printing, however, it can create a situation where you are unable to use certain features and capabilities previously available.
A good analogy is that an outdated print driver is much like a 7-year-old cell phone that hasn’t had a software update in years; the device still works for basic functions but can be limited with certain applications and features that limit the overall functionality. With outdated print drivers, you may not be able to print certain file formats, or you may lose the ability to access certain features such as automatic stapling, 2-sided printing as well as other features your business has come to rely on.
Poor Performance and Reliability Issues
Perhaps the biggest reason to avoid holding onto an older color copy machine is that as the machine ages, you will expect to have a decrease in reliability and performance. This means as the owner of an old or outdated copier machine, you can expect to see an increase in the frequency that repairs are needed.
Most offices rely on their color copiers to serve as a primary hub for printing and scanning critical documents and when your copy machine is down for repair more frequently, it not only causes frustration for your staff, but it also costs your company money as billing, work orders, purchase orders, and other necessary documents are left in limbo until the copier repairs are completed.
Increased Maintenance Costs
If the previous reasons to consider upgrading your older copier didn’t resonate with you, than perhaps our final one will. You PAY MORE MONEY to service an older machine than you would pay to service a newer model. Virtually every copier service provider increases their maintenance rates annually as copiers age. In most cases, as the copier gets older, the copier service provider increases service rates by 10% annually or more.
By the time your copier is 7 years old, you are likely paying twice as much to service the same machine as you were paying to service the same copier when you first got it. In many cases, in speaking with companies with an older copier, we discover that the company is paying more to service an older, less reliable copier than they would pay each month to lease a new color copy system that includes the maintenance agreement.
The question to ask yourself is, why would you pay more to hang onto an older, outdated, less functional, less reliable copier when you could pay less for a newer, far superior model?