In today’s fast-evolving workplace, choosing the right photocopier isn’t just about scanning and printing – it’s about finding a smart, sustainable solution that supports productivity, security and cost-efficiency. Whether you’re a small startup or an established enterprise, 2025 offers more options than ever, but navigating them can be tricky. Here’s your expert guide to selecting the best photocopier for your business needs.
1. Prioritise Sustainability and Energy Efficiency
Environmental impact is no longer a secondary consideration – it’s central to responsible procurement.
- Look for Energy Star-rated devices with low TEC (Typical Electricity Consumption).
- Opt for brands like Epson that offer Heat-Free Technology, which minimises power usage and reduces CO₂ emissions.
- Choose copiers with eco-friendly toner and duplex printing to cut down on paper waste.
2. Consider Total Cost of Ownership (TCO)
It’s easy to be tempted by a low upfront price, but the long-term costs tell a different story.
- Factor in toner and ink expenses, maintenance plans and replacement cycles.
- Compare Managed Print Services (MPS) vs. shop-bought devices using battlecards or side-by-side visuals.
- Use online cost calculators to project your five-year spend.
3. Look for Built-in Security Features
With hybrid work models, document security has become more critical than ever.
- Ensure the photocopier supports secure print release, user authentication and data encryption.
- Choose models with remote fleet management for admin control across multiple locations.
4. Match Features to Your Workflow
Don’t overpay for bells and whistles you’ll never use – or overlook essentials you’ll regret missing.
- If your team handles high volumes, consider automatic document feeders, large-capacity trays and high DPI scanners.
- For school or SME environments, focus on reliability, compact size and easy integration with cloud platforms like Google Workspace or Microsoft 365.
5. Think Beyond the Machine: Support & Scalability
A great copier is only as good as the support behind it.
- Choose vendors with strong aftercare services, training and flexible lease terms.
- Make sure your solution can scale with growth, whether that’s adding more devices or upgrading features.
Choosing the best photocopier for your business in 2025 means balancing performance, sustainability and cost with smart strategic foresight. If you’re unsure where to start, consider speaking with Key Digital which offers tailored audits and consultative support to match your goals. Get in touch today: call 01282 479466 or email info@key-digital.co.uk