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6 reasons why you should keep your printers and copiers up to date

Imagine this scenario, you’ve been on the same print contract for the last 3 years, everything appears to be working fine and your team have finally mastered how all the functions work. Your print provider turns up offering you the flashy new ABC5000 with its smart operational panel, new finishing options and Intel processor, all with a promise of saving you money and making your business more efficient. But what’s changed? Why fix what isn’t broken? 

It’s easy to overlook the difference between one box and another especially when you don’t know the ins and outs of how it works. Without going too technical, we’ll explain why upgrading your printer is necessary giving you the confidence to enter your next managed print meeting without feeling like you’re being be sold to or more importantly being ripped off.  


6 reasons to upgrade your printer/ copier  


Better built  


There are so many print manufacturers out there, all offering a piece of technology that does roughly the same thing. On the surface you can’t always tell the difference between an older model and its newer counterpart. The simple answer is less moving parts – it’s what’s on the inside that really matters after all.   


Due to rapid technological advancements made in the last 10 years, the inner workings of a printer has evolved and certain components have been dropped or modified in favour of sleeker functionality. This has lead to greater efficiency, less downtime, better print quality and overall cost savings.  


Like any technology, if you don’t move with the times you risk being left behind. Just take your old iPhone as an example, there probably wasn’t anything wrong with it and the overall function hasn’t changed, but yet you upgraded to get a slightly better design and experience.  


Engineering times drop by 40% 


As a result of having fewer parts to maintain the engineering time falls (sometimes up to 40% depending on how long ago your last upgrade was). Should a part fail and need urgent replacement the chances are that it will be a simpler fix - something an engineer can deal with in a matter of minutes not hours. More to the point, it’s rare that a brand new device will experience problems so you can be almost certain there’ll be no need to call an engineer in the first place. Think of it like a car, the more wear and tear the more it will need to be serviced.   


By reducing engineer call out times you reduce costs, free your IT team to focus on more important projects and decrease downtime. A plus for you and your managed print provider.  


New software provides better integrations  


Every time manufacturers upgrade hardware they will also do a software update. This leads to improved integration with other applications such as Papercut which enables the user to print by using a swipe card (door access card) or pin number to authenticate themselves at the device. This provides greater control, heightened security, reduces waste and with its usage reporting capability gives you greater visibility over your print infrastructure. It also integrates with marketing platforms such as PlanetPress, which gives staff the ability to print branded content directly onto plain paper (i.e. letterheads), saving money on pre-printed stationery.  


The android display panels often found on larger Multi-Functional Devices have also lead to more streamlined user experiences. Working much like a tablet or smartphone, users are able to easily navigate the printer’s interface to find what they want. Some manufacturers such as Ricoh have even started designing their own apps built into the devices.  


Print quality   


The main purpose of having a printer is to produce high-quality documents, therefore one of the most important reasons for upgrading your device is to ensure you never lose any of the quality or professionalism you desire. Imagine working hard on a proposal you were about to present to a customer only to find that the printed end result looked shoddy – no fault of your own but a limitation of your over utilised, old device.  


When you buy a new device all parts are working at 100% efficiency. When you print a document your new device is using toner which has been milled into finer particles which in turn provides you with a high-quality document to be proud of.  




This one might seem a little obvious but it’s worth a mention as a handful of organisations are still using several devices for a variety of different functions.   


Have you heard the term ‘photocopier’?   


Of course you have, however, whilst it’s still a widely understood term, in recent years there has been a shift from the term photocopier to Multi-Functional Device (MFD). Why? Because that’s exactly what the newer models are – devices that combine print, copy, scan and fax all under one roof.   


Better security  


With security remaining a top priority manufacturers are developing new ways of keeping printers secure. According to a recent report by Quoirica, 59% of organisations have suffered at least one print-related data loss. Most upgrades come with new security features designed to protect data breaches by stopping unauthorised usage. The latest devices also encrypt the data stored on their hard drive stopping hackers from being able to access personally identifiable information. By ignoring the opportunity to upgrade you put your business at risk and could face hefty fines due to GDPR.   


How we can help?  

If you have any questions about upgrading your printers or need some advice on the best models to choose Digicorp’s consultants can help. Call us on 020 3929 3003 or email [email protected]