Maximizing office productivity often begins with selecting the right copier. When considering black-and-white copiers, understanding key features like print speed, and functionality is crucial. Here’s a guide to help you evaluate the essential factors for black-and-white copier performance.

Quality Performance

Many businesses ask about the performance and reliability of black-and-white copiers, especially those with high print demands. What you may not know is that there’s an organization that reviews all major copier brands across the industry to provide an unbiased look at which models perform best.

Buyers Lab Awards (BLI) – Keypoint Intelligence, a leading independent evaluator of print and workplace technology, specializes in assessing copiers and printers. Each year, they review every major copier manufacturer and offer unbiased evaluations of the best products. In 2024, Kyocera earned the BLI A3 Line of the Year Award, recognized for its consistent performance and reliability. This recognition is valid for three years, so you can expect Kyocera to remain a top choice through 2026.

Pages Per Minute

Print speed, measured in pages per minute (PPM), is a key consideration when selecting a monochrome copier. The higher the PPM, the faster the copier can handle large print jobs, ensuring smooth office workflows. Below are some common print speeds to help guide your decision:

Full sized monochrome copiers generally range from 40 PPM to 70 PPM, with common options like 40 PPM, 50 PPM, 60 PPM, and 70 PPM.

Choosing the right PPM depends on several factors, including your monthly print volume, the number of users, and finishing options. In general, devices with speeds above 50 PPM are designed for high-demand environments. If you’re unsure whether your current printer is the best fit, a managed print provider can review your print volume and recommend the most suitable solution to optimize performance and reduce costs.

Features and Options

Modern black-and-white copiers come equipped with a variety of features that enhance their functionality and convenience. Assessing which options your office needs can help ensure your copier delivers optimal performance.

• Printing, Copying, Scanning: These core features are standard on most copiers. It's important to note, that although a black and white copier can only print in black and white, it is still able to scan and send to email in full color.
• Faxing: If your office still requires faxing, you will need a fax board and phone line. However, cloud faxing has become more popular as it allows faxes to be sent from computers, making it a more cost-effective and reliable option.
• Dual-Scan Document Feeder: This feature enables a copier to scan both sides of a page in a single pass, increasing efficiency. Without this feature, copiers typically require scanning each side separately, which can slow down the process.
• Stapling: Automatic stapling allow your copier to staple documents in the corner or along the side for booklet binding. This feature can be especially useful for offices that frequently prepare reports or presentations.
• Hole Punching: Similar to stapling, hole-punching options can be added to your copier to automatically punch holes in documents, saving time and effort.
• Paper Trays: Most black and white photocopiers come with at least two 500-sheet trays. For offices with higher print volumes, additional trays can reduce the need for frequent refills. Options include adding two more 500-sheet trays or opting for larger, high-capacity 1500-sheet trays.

These features and attachments allow you to tailor your monochrome copier to meet your office’s specific needs.

Security Features for Modern Workplaces

Security is increasingly important when handling sensitive information. Look for black-and-white copiers equipped with features like data encryption and secure print release to prevent unauthorized access. For added protection, consider partnering with a Managed Print Service (MPS) provider, who can offer advanced security features such as secure document management and regular firmware updates. 

Partnering with a Managed Print Service Provider

An MPS provider can help you choose the perfect black-and-white copier for your office. MPS providers specialize in optimizing print environments and can offer ongoing maintenance and support. By working with an MPS provider, you can ensure that your copier aligns with your office’s specific requirements and that it stays efficient and secure over time.

Contact us today to connect with an MPS provider for a personalized assessment and find the copier that meets your office’s unique demands. With expert recommendations, you can improve productivity, reduce costs, and keep your office running smoothly.