Photocopiers are pretty ubiquitous these days; despite (or perhaps because of) this, there’s an awful lot of misconceptions about copiers that can mislead some consumers who are trying to find a quality photocopier for their office. Well, we’re here to help sift through the outmoded tips and straight-up incorrect assumptions. Scroll on down to read all the facts you need to buy the best printer/photocopier/scanner for your needs.
Myth #1: Print Isn’t Environmentally Friendly
An extremely common misconception is that print is not environmentally friendly; but this simply isn't true. The print industry is often unfairly blamed for environmental harm, when in fact, it incorporates several practices that support sustainability. Paper is both recyclable and renewable, and much of it comes from responsibly managed forests or tree farms that are continually replanted. What may come as a surprise is that paper-based marketing typically has a lower carbon footprint than digital marketing. This is because emissions from print are generated primarily during production, whereas digital media consumes energy and produces emissions every time a device is used. As a consumer, there are simple ways to make your print projects even more eco-conscious. Choose recycled paper stock, and encourage recipients to reuse, recycle, or compost printed materials rather than throwing them away. When selecting ink, consider environmentally friendly alternatives like soy-based ink, which reduce the use of harmful chemicals. You can also eliminate ink altogether by choosing techniques like blind embossing or die cutting, which leave a strong visual impact without any ink use.
Myth #2: Copiers Are Always Going to Be Cheaper Than Laser Printers
It was once widely accepted that traditional copiers were the most economical choice for businesses, largely due to their ability to handle high print volumes at a low cost per page. However, that long-standing belief is now being challenged by the latest generation of laser printers. Modern desktop laser printers are designed to offer a cost-effective alternative without compromising on performance or print quality. Not only are some of these printers significantly more affordable to purchase outright or lease compared to traditional copiers, but they also bring substantial savings over time through their efficient operation. One of the key factors contributing to their long-term cost efficiency is the availability of high-yield toner cartridges. These allow users to print more pages before needing a replacement, effectively reducing the cost per page and the frequency of maintenance. In addition to the lower upfront and running costs, many of these new laser printers are compact, user-friendly, and packed with features tailored for today’s dynamic office environments. For small to mid-sized businesses looking to streamline their print operations without the bulk and expense of traditional copier setups, this new line of printers presents a smart and scalable solution.
Myth #3: All-in-One Devices Compromise on Quality
A widespread myth about all-in-one printers is that they compromise on print quality, especially when toner runs low. In reality, this is not the case, at least if you’re using toner that’s from the original equipment manufacturer (OEM). High-quality all-in-one devices maintain consistent print quality right up until the toner cartridge is nearly empty. They continue to produce sharp, accurate prints until the toner is completely depleted, at which point the machine will simply stop printing to prevent any drop in quality. Many modern all-in-one devices come equipped with automatic toner replenishment systems that help manage toner levels seamlessly. When the automatic toner system is used correctly, and common mistakes (such as replacing toner too early) are avoided, it becomes easy to maintain consistent, high-quality output without interruption. Conversely, lower-end or store-bought printers without these features are more prone to print quality issues as toner runs low, making the all-in-one professional-grade devices a smarter choice for dependable, high-quality printing.
Myth #4: More Expensive Equipment Guarantees Higher Quality
As with most products, price alone is not always a reliable indicator of quality when it comes to printers, scanners, and copiers. While premium models often come packed with advanced features — such as ultra-high resolution printing, large-capacity paper trays, faster processing speeds, or extended connectivity options — these capabilities may not be necessary for every business. In many cases, a well-chosen mid-range all-in-one device can handle everyday printing, scanning, and copying tasks just as efficiently, providing excellent value without the added cost of extras you might never use. What truly matters is selecting equipment that aligns with your specific business needs and workflow demands. For example, if your office primarily handles standard document printing and scanning, investing heavily in specialized features may not offer a meaningful return. Conversely, businesses requiring high-volume, high-quality color printing or advanced finishing options should consider models tailored for those tasks. Taking time to understand your printing volumes, types of documents, and connectivity preferences will help you identify the best balance between cost and functionality. If you’re unsure which printer or copier will best fit your requirements, try consulting with industry professionals before you buy. Expert advice and user reviews can highlight real-world performance, reliability, and maintenance costs, helping you avoid overspending on unnecessary features or underinvesting in a machine that won’t meet your needs.
Myth #5: Small Businesses Don’t Need Photocopiers
Look, even smaller companies can benefit significantly from a dedicated photocopier or multifunction device. While desktop printers are compact and convenient, photocopiers offer greater efficiency, durability, and versatility that better suit daily business demands.
Photocopiers are designed to handle higher volumes of printing, scanning, and copying with faster speeds and larger paper capacities than most desktop printers. This means fewer interruptions and less downtime; crucial factors for small teams needing to stay productive. Photocopiers also typically include advanced features like automatic double-sided printing, sorting, stapling, and secure printing options that streamline workflow and save valuable time. Small businesses relying only on desktop printers may also face higher overall costs due to frequent toner replacements, slower print speeds, and limited functions. Desktop printers are typically not built for sustained heavy use, leading to more breakdowns and costly repairs. Photocopiers, on the other hand, are made for continuous, reliable operation, reducing maintenance hassles and improving efficiency.
Myth #6: You Only Need to Maintain Your Devices After Something Goes Wrong
These devices are essential tools for many businesses, so keeping them in optimal condition is crucial. Delaying maintenance until your printer or scanner breaks down often results in costly repairs and prolonged downtime that can disrupt your workflow and impact productivity. Regular maintenance routines, including thorough cleaning, timely firmware updates, and replacing worn or damaged parts, help ensure that your equipment operates efficiently and reliably over a longer period.The routine cleaning of components such as print heads, rollers, and paper trays prevents common issues like paper jams, streaks, or faded prints. Firmware updates not only improve device performance but also address security vulnerabilities, which is increasingly important in today’s digital landscape to protect sensitive business information. Replacing consumables and worn parts before they fail reduces the risk of sudden breakdowns and costly emergency repairs.
Myth #7: The Best Way to Reduce Costs Is By Buying Cheap Paper & Recycled Cartridges
Using cheap, low-quality paper might seem like an easy way to save money upfront, but it often causes a variety of issues that increase maintenance needs and repair costs over time. Poor-quality paper can jam frequently, produce inconsistent print results, and even damage delicate printer components such as rollers and sensors. Over time, these problems can reduce the lifespan of your equipment and lead to costly downtime. Similarly, using non-OEM (original equipment manufacturer) or so-called “compatible” ink and toner cartridges can create even greater risks. While these cartridges may appear to offer significant savings, many of them contain reprogrammable chips that can pose serious security threats. Some “compatible” cartridges have been found to harbor malware or malicious software that can compromise your printer and potentially your entire network, putting sensitive business data at risk. The small amount you save on these cartridges simply isn’t worth exposing your business to these vulnerabilities.
Myth #8: It’s Always Best to Buy Directly From the Manufacturer
A widespread misconception is that purchasing a photocopier directly from the manufacturer is always the best choice. Traditionally, photocopiers are sold and supported through an established network of authorised dealers who work closely with various brands — such as DDS. As a dealer, we are able to offer a more customer-focused approach that goes beyond simply selling equipment. We take the time to understand your specific business requirements and recommend solutions that best fit your workflow, budget, and growth plans. Unlike buying directly from a manufacturer, where service and support can sometimes feel impersonal or limited, working with a dealer ensures you have access to ongoing maintenance, timely repairs, and expert advice from professionals who prioritize your satisfaction.The dealer-based model also allows us to offer flexible leasing options, competitive pricing, and customized service plans that keep your devices running smoothly while minimising unexpected costs.
Conclusion
Sadly, like a lot of other things today, there’s a lot of misinformation going around in regards to photocopiers. But, if you use this article as your guide, you should be able to cut through the nonsense and find a quality photocopier that will make your office hum with productivity while avoiding hidden costs, maintenance issues, and security risks. If ever in doubt, you can get in touch with DDS directly.
