Copy Costs Higher Than You Think

Today many, if not most companies, no longer make copies and file the information rather than send it electronically. But others still make copies for their business. It is easy to ignore the cost of making copies, but large companies that spend hundreds of millions of dollars on an item are those that sometimes take a close look at the cost of making copies, especially in times of austerity.

Consider all the expenses entailed in producing hard copies. Of course, the first is the cost of the printer itself, which requires careful choice to purchase the most economical one for your particular requirements. It is not only the initial investment, but the amount of depreciation that should be considered. The cost of the ink or toner is a major expense and should be anticipated when selecting the printer itself. A less expensive printer with a low price may result in a spend much more for ink or toner and end up being the wrong choice.

Then there is the paper used. The grade, texture, and weight affects the cost. Expensive paper is a waste if the copy is not going to be circulated and used over time.

The speed of the printer affects the wait time, which in turn affects the labor cost. The number of copiers may affect the travel time and consequently the employee cost.

The number of copies printed and the colors used determines the cost. Producing more copies than necessary is an outright waste. Some companies require users to sign in when they use a centrally located printer and indicate how many copies they are using. Some even apply the cost to the using department’s budget. Some organizations prohibit making more than a certain number of copies and stipulate that over that amount should be produced by a commercial printer or in-house printing operation.

Related cost is the investment in the printer and other equipment used. A decision on financing the equipment involves analyzing the cost of leasing or purchase.

Leasing may include servicing the equipment, whereas service fees must be included in the evaluation if the service needs to be paid for separately. Copier equipment suppliers

pressure buyers to lease rather than buy because the lease contract forces the buyer to use their equipment for an extended period, which is then likely to be renewed.