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6 Signs it May Be Time to Replace Your Old Copier or Printer


There likely won’t be an obvious indicator that it’s time to replace your trusted copier or printer. However, there will be signs.

If your office had one essential worker, it would be your Multifunction Printer/copier.

It works diligently and consistently, without much of a break. It also multi-tasks in unique ways, printing, copying, scanning, faxing, and finishing to help you complete workflows and custom print jobs every single day. Of course, from its initial unboxing to its final resting place in the boneyard (the area of a copier dealer's warehouse where it is eventually stripped for parts), your copier has a  certain life span.

This can force some big decisions for your organization. As you would with any other fellow worker, you get comfortable with your MFP, how it functions, and how you can best utilize it to get a job done efficiently.  That is, until you simply can’t.

When is it time to let this essential worker go? Maybe quality is slowly diminishing, or a technician warned you on a recent visit that the end of life was near. Or, maybe the device simply doesn’t do everything you need it to do in 2023. There likely won’t be an obvious indicator that it’s time to replace your trusted copier or printer. However, there will be signs. In the spirit of helping you maximize your return on technology investment, we’ve outlined 6 signs that it might be time to replace your copier or printer. But first, a quick note on the life span of a copier.

What IS the Expected Lifespan of a Copier? 

Generally speaking, we'll say 10 years and, typically, manufacturers are required to provide parts for 7 years following the production date.  With that said, we'd be remiss not to mention that there are multiple factors that can affect that number, including device usage/volume, applicable software solutions/back-end programs that run in tandem with the equipment, and certainly the environment it works in  (i.e. dirty warehouse vs office lobby). 

6 Sings It May Be Time to Replace Your Old Copier or Printer. 

1. It’s experiencing frequent breakdowns:

Has your technician been out a little more often lately? If your copier requires frequent repairs and is not functioning reliably, productivity will suffer. It may be more cost-effective to invest in a new one.

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2. Performance is generally reduced.

Maybe you’ve noticed the copier's print quality is declining or it's slowing down significantly. But when it is performance isn’t meeting the demand then it may be time to move on. Remember that if you’re producing x-amount of copies a month, and your copier is running a few seconds slower per copy, the time adds up exponentially.

3. Security protocols aren’t met.

Information moved from your computer network to your MFP is often confidential. When your older copier doesn’t offer the newest security protocols installed, your data is vulnerable. For more about office equipment/MFP security, click here.

4. Today's technology has passed it by.

Like any office, your technology needs change over time. Meanwhile, new, capabilities and features are released on a regular basis by manufacturers (often standard ones) that simply make your work easier. If your copier lacks what you consider essential features today, or is not compatible with modern office systems, it may be time to consider a more advanced model.

5. Getting parts is a wild goose chase.

If you can’t get the part, you can’t fix the device. This becomes a near worst-case scenario for owners of office equipment that’s 10+ years old. It’s not that your technicians don’t like working on older machines.  At some point, manufacturers stop making certain parts (typically 7 years or so), and technicians are forced to look for after-market varieties or scour previously-stripped machines for the right part at the aforementioned boneyard. Eventually, it just becomes impossible to find.

6. Maintenance costs are on the rise.

If the cost of maintaining your copier is becoming increasingly expensive, it could be a sign that a new copier would be a better investment. Often, we've seen scenarios where organizations spend more on service charges associated with an antiquated machine than they would on a lease payment on a new device.

The best way to take the next step in assessing the viability of your copier or printer, and your ultimate return on technology investment is to start a conversation with a trusted specialist. Our team is ready to talk budget, benefits of upgrades, and specific needs you may have to help streamline workflows and work smarter. Click below to schedule your visit with a Datamax Technology Specialist! 

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Topics: Office Equipment Copier Service Digital Copiers Copier Repair MFP Security