Dave is the IT Guy at a very busy office in Denver, Colorado. He wants to save his company money, but does not want to compromise on technology. Dave is about to free up his time to get back to his job supporting the end user instead of constantly dealing with printer and copier issues by partnering with Professional Document Solutions.

Dave is a cartoon character, but there are real questions you should be asking when you are ready to lease or buy a copier.

Here are the, “TOP 8” questions every discerning buyer should ask before leasing or purchasing a new Copier.

1. What type of parts will be used to maintain the system, OEM or aftermarket?

Will the service provider use genuine Original Equipment Manufacturer parts, which can be 30-40% more expensive than aftermarket parts? Using aftermarket parts can negatively impact any warranty and guarantee from the equipment manufacturer, which can end up costing you more in the long run. You can ensure all equipment you have on a Xerox Maintenance Agreement will have OEM parts, which are included at no additional cost in the maintenance agreement.

2. Will I be charged a higher overage rate for copies made outside of the allowance?

Many office equipment suppliers will provide a base charge that include a certain amount of prints with a higher overage rate if you go over this allotment. For example, if your average monthly volume is 5000, you will get 5000 copies included per month at a certain rate, then any overages would be billed at a higher price per impression. The issue we see with this approach is you are open getting penalized in two different areas. If you only use 2500 during a slow month, you still pay for 5000 prints. On the flip side, If you are printing brochures for a marketing campaign that month and run 7000 prints, you pay a higher rate for the additional 2000 prints. At PDS, you pay for what you use. Nothing more. Nothing less. We like to keep things simple and do the right thing!

3. Who determines when faulty equipment is to be replaced?

If a new Copier is installed, has problems and needs to be replaced, who makes the decision to replace it? Is the decision up to you the customer to replace a faulty system or is up to the equipment service or lease provider? Another good thing to know when it comes to the equipment warranty or product guarantee – Is the replacement policy included in the actual terms and conditions of the service and lease contract? And if so, how long is the warranty good for? These are answers you should know before you sign on the dotted line. Xerox offers a Total Satisfaction Guarantee on their products, so you can ensure if you get a, “lemon” you will be in good hands with Xerox.

4. What security safeguards are offered?

Security is a hot topic these days; not even your Copier is safe from security concerns. Ask questions that will help you determine whether this potential new office equipment acquisition will conflict with your company’s current network security protocols. Also, inquire as to whether single-component or full-system security is offered to understand what your systems security portfolio will include. Xerox equipment is tested rigorously with Common Criteria Certification, which provides independent, unbiased validation of the reliability, quality, and integrity of IT products.

xerox security

5. How will your company’s sensitive data be handled?

New office equipment rollouts and on-going security aren’t the only concerns when switching over to new office equipment. You should also know how the hard drives are swapped in and out, how they will be disposed of and who has access to this information in the interim. Will you the customer, the service supplier or a third party lease provider be responsible for the costs associated with handling the removal and destruction of your company’s sensitive data? Xerox devices have built-in Image Overwrite security which electronically writes over information stored on the hard disk and uses SSL/TLS or IPSec to secure scanning, printing, and access to the Web/remote user interface.

6. Will the print driver offer two-way communication with the multifunction device?

This means the print driver will have the ability to communicate directly with the device and then provide the end user with updates back from the printer or copier. For example: you receive a notification at your computer that your print job has been completed. Now you can get your document and not have to wait by the printer unproductively. Alternatively, you may be notified the printer you have selected is out of paper, toner or other resources that are required to finish your print job. Now you won’t arrive at the MFP only to find nothing in the output tray. By receiving a notification that the printer is currently not available, you can send your print job to another device. Having a print driver that communicates with the copier and then back to the desktop bidirectionally helps to improve employee productivity and eliminate a lot of end user frustration. Ask for a print driver that can provide updates and communicate directly with the copier, your end users will appreciate it!

bi-directional print driver

7. Will a free used print cartridge return program be available?

Given the importance of the environment these days, keeping old used print cartridges out of landfills should be top of mind for all responsible business professionals. The question becomes will the service provider responsible for the copier offer a free cartridge return program for all used print cartridges from your office, regardless of the make and model? Or, will they just offer this type of service for their own products and consumables? Over the last 20 years, Xerox’s supplies recycling programs have kept over 145 million pounds of waste out of landfills. Find out more about Xerox’s Green World Alliance Recycling Program.

Xerox Green World Alliance

8. Are there any hidden fees that you may not be aware of?

Have you ever signed a contract or paid for a service only to find out that there were additional fees that were not brought to your attention up front, at the time that you bought the product or service? Frustrating isn’t it? With this in mind, you should ask all suppliers what fees and/or charges may not be included in the copier agreement you are about to sign. Here are some common questions you may want to consider to avoid any unwanted financial surprises:

  • Will I be charged for scans in addition to prints on the device?
  • Are all toner shipping and delivery fees included in the rate per copy?
  • Will the same service rate be applied to all paper sizes? (letter, legal, ledger)
  • Will financial credits be provided for all impressions, black and white and color, that are run by a technician when servicing the system?
  • Will all scanning of hard copy documents be done at no additional charge?
  • Will there be any additional changes for the installation of print drivers?
  • If leasing, will the property tax (if applicable), be included in the lease amount quoted?

In closing, the answer to these 8 questions should be taken into consideration before any new device is purchased or leased. These answers will help you get a good deal and avoid any unnecessary headaches by asking suppliers these proven questions before signing on the dotted line.

For the Best Copier Company in Denver or the Fort Collins, Colorado area, Call PDS at 720-287-3569 or Contact Us on our website to speak directly with your dedicated rep.

Subscribe to our PDS YouTube Channel.

Follow us on Facebook.

Visit our Google+ Page.