Long ago, in 2015, I wrote that it was wise to avoid copy machine contracts. The costs of copy machines have always been extraordinary. According to a recent article, industrial copiers can range from $5,000 to $25,000 and more. Believe it or not, some copy machines can cost as much as $80,000.

Many law firms finance the cost of these copy machines over time, like buying an automobile. If they acquire them on a lease, they spend a lot of recurring money paying to use them temporarily.

It’s Time to Retire Industrial Copy Machines

If the law firm buys a copy machine, it has to factor in the high cost of maintenance and repairs, whether the feeder, imaging unit, rollers, paper tray or a litany of other potential issues. When these copy machines eventually become beyond repair, disposing of them even costs money. A law firm can’t just throw these in the trash or a dumpster.

While the features of these large industrial copy machines may seem nice, unless the law firm is rolling in cash and needing to do massive copy jobs, they are generally not cost-effective or necessary. While many law firm employees want and desire large copy machines, many law firms should consider retiring them altogether.

Yes, having large industrial copy machines in the office is pleasant to some. They can be nice if there is an extensive trial or the need to make many copies. But typically, these machines are no longer necessary. A third-party copy service is usually more cost-effective and time-effective if a high-level copy job is needed.

All-In-One Printers Can Get The Job Done At A Lower Cost And Less Hassle

Newer, smaller copy machines, known as all-in-one printers, are out there that can do the same job today the vast majority of the time. All-in-one printers copy, fax, scan, and print. They can do the same things as industrial copy machines at a much lower cost. They also take up less space in the office and do not require long-term maintenance costs.

Like cell phones, televisions, computers, and other electronics have shrunk in size and can do the same things better, copy machines are no different. They are getting smaller but work just as well in most instances.

Many of these all-in-one printers are fast and efficient laser jet printers. They can print in color, make copies quickly and efficiently, and require much less maintenance. Toner is also cheaper and easy to install. Many are less than $1,000.

Most also come with a manufacturer’s warranty and are much easier to set up in the office. Even if you want to call in help to set one up, that is easier to find and less expensive when it is an all-in-one printer versus an industrial copy machine.

While many law firm employees yearn for the large, industrial copy machines, law firms should think long and hard about retiring them. All-in-one printers are the future and make the most sense for most law firms.