Gone are the days when office copiers were just about printing pages. Modern Copier Leases have evolved into dynamic, multifaceted machines that offer much more than basic functionality. 

When considering a copier lease for your business, there’s much more to explore than price, brand, and model. Today’s copiers have cutting-edge features that can streamline business operations, improve productivity, and enhance security.

In this blog, Clear Choice Technical Services will explore the advanced features available in modern copier leases, focusing on benefits like managed print services, cloud integration, and security options that can give your business a competitive edge. 

Ready to unlock the next level of copier efficiency? Let’s dive in.

1. Managed Print Services (MPS)

When you think of copiers, you probably envision machines that handle basic tasks like printing, scanning, and copying. But modern copiers are capable of so much more, and one of the most transformative services offered through advanced leases is Managed Print Services (MPS).

MPS is a comprehensive solution that goes beyond just supplying copiers. It involves a service provider managing your entire print environment, including copiers, printers, and how documents are handled across your network. It can also help with everything from optimizing your device fleet to maintaining the machines and handling repairs.

How MPS Can Benefit Your Business:

• Cost Reduction: MPS helps reduce printing costs by analyzing your company’s print volume and behavior to optimize printer usage, consolidate devices, and ensure you’re not wasting ink or paper.
• Improved Productivity: With MPS, you’ll have access to a team of experts who can manage your printer fleet, leaving you free to focus on what matters: running your business.
• Centralized Control: MPS provides better visibility and control over your office’s printing infrastructure, allowing you to make informed decisions about device usage and performance.

This feature can have a major impact on businesses with high print volumes. Plus, if you’re interested in keeping your office green, MPS helps cut down on paper waste and energy consumption—something you can feel good about.

If your business regularly prints large volumes or wants to optimize your print management without the hassle, Managed Print Services can make a significant difference. It’s a game-changer for businesses seeking efficiency and cost savings.

2. Cloud Integration

Cloud computing is the way of the future, and modern copiers are fully integrated with cloud technology to enhance how your business manages, stores, and shares documents. 

With cloud integration, you can scan documents directly to cloud storage services like Google Drive, Dropbox, or OneDrive, eliminating the need for cumbersome file storage systems or complicated sharing processes.

How Cloud Integration Enhances Copier Leases:

• Remote Access: Cloud integration allows you to access documents virtually anywhere, a game-changer in our increasingly mobile world. You no longer need to be physically present at the copier to retrieve or share files. This can save you valuable time, especially if your team works remotely.
• Collaboration: Collaboration is easier when everyone has access to the same documents in real time. Cloud integration facilitates document sharing and collaborative editing, essential in today’s fast-paced business environment.
• Secure Storage: Cloud storage often provides enhanced security compared to traditional in-house storage systems, ensuring your documents are safe and easily accessible. Additionally, most cloud services offer automated backup, so your files are protected even in the event of a technical malfunction.

With a copier that integrates directly with the cloud, you eliminate the need for physical storage space and increase collaboration opportunities for your team. This can dramatically improve workflow for companies with remote workers or multi-location operations.

Cloud integration is essential for businesses that rely heavily on remote access and collaboration. It’s a seamless way to manage and share documents, giving you more flexibility and security.

3. Advanced Security Features

In the digital age, cybersecurity is no longer just a concern for computers and mobile devices—your office copier could be a potential entry point for cyberattacks. Modern copiers are increasingly equipped with robust security features to safeguard sensitive data.

These advanced security measures help protect confidential documents, prevent unauthorized access, and ensure the security of your copier fleet.

Security Features to Look for in Copier Leases:

• User Authentication: Many modern copiers allow you to set up user authentication, meaning users must log in with an ID card or PIN before using the copier. This ensures that only authorized personnel can access sensitive documents, especially in environments with high volumes of confidential printing.
• Data Encryption: Sensitive documents processed through the copier are encrypted, ensuring that if they’re intercepted, they remain unreadable. Encryption is crucial for protecting your business against potential data breaches.
• Secure Print Release: With secure print release, a document is not printed until the user is physically present to release the job. This ensures that sensitive documents aren’t left unattended in the output tray for anyone to access.
• Audit Trails: Some copiers provide detailed usage reports, including which users printed what documents, when, and where. These audit trails provide valuable oversight and help monitor suspicious activity on your machines.

For businesses in highly regulated industries (like healthcare or finance), these security features can greatly improve their compliance with privacy laws and regulations.

Investing in copiers with advanced security features is essential if your business handles sensitive information or is subject to privacy regulations. The peace of mind of knowing your documents are safe is invaluable.

4. Mobile Printing

With the rise of smartphones and tablets, mobile printing has become an essential feature for modern businesses. With mobile printing capabilities, employees can send print jobs directly from their smartphones or laptops without connecting to a specific device.

How Mobile Printing Enhances Your Copier Lease:

• Convenience: Employees can print directly from their mobile devices without complicated setup processes. Whether in the office or on the go, this convenience helps increase efficiency.
• Enhanced Productivity: With mobile printing, you can print documents from anywhere, which is ideal for employees who work in different locations or need to print quickly when meeting with clients.
• Support for BYOD (Bring Your Own Device): Mobile printing makes it easier for companies that support BYOD policies, as employees can print from their own devices without needing to install specialized software or drivers.

Integrating mobile printing into your copier lease enables your team to stay productive. Even when they’re away from their desks, resulting in improved workflow and convenience.

Mobile printing is a must-have feature for businesses with a mobile or hybrid workforce. It provides unmatched convenience and flexibility, ensuring that your team can print documents from any device, wherever they are.

5. Automated Replenishment and Supplies Management

Automated replenishment is another innovative feature that’s gaining popularity in modern copier leases. Copiers with this feature automatically monitor their toner and paper levels and can order supplies before they run out.

Why Automated Replenishment Makes Sense:

• No More Stockouts: With automated replenishment, you don’t have to worry about running out of toner or paper during critical print jobs. Your copier will automatically order the supplies before you notice a shortage.
• Increased Efficiency: This feature helps avoid downtime caused by missing supplies, ensuring your copier is always ready to go when needed.
• Cost Savings: Automated replenishment can prevent overstocking and help you order supplies in the right quantities, which can result in cost savings over time.

This feature is particularly useful for businesses with high-volume printing needs. As it takes one more thing off your plate and ensures you’re never caught off guard.

Automated replenishment is a feature you won’t want to overlook if your business regularly prints high volumes of documents and wants to avoid supply shortages. It’s a great way to improve efficiency and reduce the time spent managing inventory.

The Future of Copier Leases is Here

Modern copier leases are no longer just about the basics. With all these modern features, today’s copiers are equipped to handle the demands of a fast-paced, tech-driven business world.

These advanced features streamline workflows and offer significant cost savings, enhanced security, and increased productivity for businesses of all sizes. Whether you’re looking to simplify your print management, secure sensitive documents, or make the most of your copier’s capabilities, a leasing option can meet your needs.

Ready to explore these advanced copier features for your business? Reach out to Clear Choice Technical Services today to learn how we can help you find the perfect copier lease for your business needs. Let’s unlock the future of office efficiency together!