When you’re deciding on a copier or printer for your Utah business, you’re not just picking a piece of office equipment. You’re making a decision that directly affects your productivity, data security, long-term costs, and even your employee satisfaction. The right device can streamline workflows, reduce downtime, and keep your budget predictable. The wrong one can lead to frustration, unexpected expenses, and bottlenecks.
At Associated Business Technologies, we’ve been helping businesses across Salt Lake City and Utah find the right solutions for years. This guide will give you the knowledge you need to confidently choose the best copier or printer for your specific situation.
1. Start With Your Needs: Volume, Speed, and Duty Cycle
Every business prints differently. Before you look at brands or models, define your usage:
- Monthly print volume: How many pages do you print in black & white? How many in color?
- Print speed: Pages per minute (ppm) is important if your team prints large batches.
- Duty cycle: This is the maximum volume a device can handle in a month. You want a device where your typical monthly volume sits comfortably within the recommended duty cycle, not just the maximum.
- Paper handling: Do you need legal size, 11×17, or wide format? Do you need heavy stock, envelopes, or specialty media?
- Finishing options: Think stapling, hole punching, booklet creation, or folding.
Real-World Example
A typical office copier may run at 35–45 ppm with a recommended duty cycle of 15,000 pages per month. A production printer may exceed 100 ppm and support 100,000 pages per month. Choosing a device that matches your real workload ensures you don’t overpay for unnecessary performance or wear out a device too quickly.
2. Understand Total Cost of Ownership (TCO)
The purchase price or lease payment is just the beginning. The true cost of a copier or printer comes from:
- Toner or ink usage
- Drum, fuser, and part replacements
- Paper and finishing supplies
- Energy consumption
- Service and maintenance
- Downtime costs when the machine isn’t working
With Managed Print Services (MPS), you can consolidate all of these costs into one predictable monthly payment. On average, businesses save 20–30% by streamlining devices, automating toner replenishment, and reducing service calls.
3. Key Features That Matter
Modern devices go far beyond “copy, print, scan.” Here are features that make a big difference:
Security Features
Security is now non-negotiable. Your printer is a networked device, and it can be a target for cyberattacks. Look for:
- Secure boot and firmware integrity: Ensures only trusted software runs on the device.
- Encryption: Protects data stored on hard drives and data transmitted over your network.
- User authentication: PIN codes or badge readers to release print jobs.
- Pull printing: Jobs only print when the user is physically at the device.
- Certified security standards: Models from Xerox, HP, Canon, and Ricoh often carry certifications like Common Criteria and FIPS, which prove third-party testing of their security.
These are essential if you’re in healthcare, legal, financial services, or government sectors where compliance matters.
Workflow Integration
Your copier should fit into your digital ecosystem:
- Scan to email, network folders, or directly to the cloud (OneDrive, SharePoint, Box, Google Drive).
- Mobile and BYOD printing for employees on the go.
- App integration and touchless workflows to keep processes fast and secure.
Sustainability & Energy Efficiency
Businesses in Utah are increasingly looking at sustainability. Features to look for:
- Energy Star or EPEAT Gold ratings
- High-yield toners and recyclable cartridges
- Low-power sleep modes
- Long-life components that reduce part replacements
4. Brand Strengths: Xerox, Canon, Kyocera, HP
Each brand has unique advantages. Here’s a breakdown to help you decide:
- Xerox: Known for enterprise-level security, cloud integration, and user-friendly interfaces. Excellent choice for businesses that handle sensitive data or need advanced workflow automation.
- Canon: A leader in high-quality color output, finishing, and wide format options. Perfect for creative industries, marketing teams, or architectural firms that require accurate color reproduction.
- Kyocera: Built for reliability and low cost per page. Long-life components keep service costs down. Ideal for high-volume black & white printing in law firms, schools, or accounting offices.
- HP: Strong in security and cloud-based print solutions. Wide range of models, from small office units to enterprise MFPs. Excellent fit for hybrid workplaces and organizations with strict IT policies.
5. Leasing vs Buying vs Managed Print
How you acquire your device can matter as much as the device itself.
- Buying outright: Good if you want ownership, have predictable use, and don’t mind managing supplies and repairs.
- Leasing: Spreads costs out over time, keeps equipment modern, and avoids large upfront payments.
- Managed Print Services (MPS): Best for companies with multiple devices. Includes supplies, service, monitoring, and optimization in one predictable monthly cost.
Many Utah businesses find MPS is the best option because it removes the burden of managing devices, supplies, and service internally.
6. Local Considerations for Utah Businesses
When you’re based in Salt Lake City or surrounding areas, there are additional factors to consider:
- Service response times: You want a partner with local technicians who can respond quickly.
- Climate: Utah’s dry climate and seasonal dust can affect devices. Choosing machines with sealed imaging units and regular maintenance helps avoid issues.
- Energy costs: Efficient models help reduce your electricity bills.
- Compliance: Healthcare, legal, and government organizations in Utah must meet strict regulations. Choosing devices with certified security features is a must.
7. What Specs Should You Always Compare?
Before you commit, always check the manufacturer datasheets for:
- Print speed (ppm)
- Recommended monthly volume vs maximum duty cycle
- Resolution (print and scan)
- First-page-out time
- Paper tray capacities and supported media
- Finishing options
- Security certifications
- Connectivity options
- Energy efficiency ratings
- Consumable yields (toner, drums, fusers, etc.)
8. Which Device Fits Which Utah Business?
Here are examples of what works well for different types of companies:
- Law Firm in Salt Lake City: Needs high security, reliable color for exhibits, and finishing options for client documents. Xerox or HP enterprise devices are a great fit.
- Accounting Office in Provo: Runs high volumes of black & white and needs low operating costs. Kyocera with long-life drums and low cost per page is ideal.
- Marketing Agency in Ogden: Requires top-tier color reproduction, wide format, and advanced finishing. Canon delivers the best results.
- Small Office in Utah County: Needs a compact, affordable device that’s easy to manage. HP or Canon mid-tier devices with reliable scanning and printing fit well.
9. Calculating ROI and Savings
Here’s a step-by-step way to compare your options:
- Measure your current monthly usage and costs (toner, paper, repairs, downtime).
- Request proposals with manufacturer datasheets for devices you’re considering.
- Compare TCO over 3–5 years, including supplies, service, and energy.
- Factor in downtime savings, security risks avoided, and employee efficiency.
- Evaluate lease vs purchase vs MPS side by side.
Often, businesses discover that while MPS may look more expensive at first glance, the reduction in downtime and hidden costs more than makes up for it.
10. Why Choose Associated Business Technologies
When you partner with Associated, you get more than just a device. You gain:
- Access to multiple manufacturers — Xerox, Canon, Kyocera, HP, and more — so you get the right fit, not just one brand.
- Local technicians in Salt Lake City and across Utah, ensuring fast service response.
- Guaranteed supplies and parts availability, so you never get stuck waiting on toner.
- Security expertise to match devices with your compliance needs.
- Options for outright purchase, flexible leasing, or full MPS contracts.
11. Frequently Asked Questions
Q: Do I really need all the advanced security features?
Yes — especially if you handle sensitive data. Even small businesses are targets for cybercrime. Authentication and encryption protect your documents and your network.
Q: Is color always more expensive?
Typically yes, but smart fleet management and high-yield supplies can reduce the per-page cost significantly.
Q: How often will my device need maintenance?
That depends on your monthly volume. Brands like Kyocera are known for long-life components, which means fewer service calls. With MPS, you don’t have to worry — maintenance is included.
Q: Can I upgrade before my lease ends?
Yes, most leasing contracts allow mid-term upgrades, especially if your needs change or you outgrow your current device.
Final Thoughts
Choosing a copier or printer for your Utah business is about much more than specs on paper. It’s about matching the right device with your real usage, securing your documents, controlling your costs, and ensuring you have reliable local support.
With Associated Business Technologies, you don’t have to make this decision alone. We bring manufacturer expertise, local service, and flexible options to make sure your investment pays off today and for years to come.
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