Here are some important questions that you should ask when evaluating and selecting a copier for your worship facility.

Q: What is the difference between a copier and a copier-based MFP (Multi-function Product)?
A: The main difference is that a copier-based MFP has the added features that allow it to scan, fax, and print as well as copy, while a copier only does the copying function. MFPs are becoming more prevalent in the marketplace because they have become more economical, convenient, and can handle multiple functions with one unit instead of having to purchase separate machines to do similar tasks.     

Q: How many copies per month can the machine handle?
A: A good rule of thumb is to ask this question and then choose a machine that can do twice as many copies per month than you currently do so that the machine will be able to handle growth and spurts in volume. Remember also that with copier-based MFPs, it is not just the copy volume you need to consider—you need to also add in your printer volume. If it includes a fax module, you need to consider that volume as well. So, if your current monthly volume is 20,000 pages, you need a machine that can handle at least 40,000. 

Q: What kind of paper can it handle?
A: The optimal paper type for most copiers or MFPs is 20 lb. bond paper. However, there are some models that can handle other paper types (such as envelopes, heavier stocks, and transparencies), so be sure to know all the different types of applications that your church may run that would require special paper.

Q: Does the unit duplex?
A: Duplexing (copying both sides of a piece of paper) can be an option or included depending on the manufacturer and machine model. When duplexing is optional, you need to make sure that the Automatic Document Feeder (ADF) can handle either scanning both sides of a document in one pass or by turning the page over to scan both sides. Determining the size of the document and type of paper you want to duplex is also important. Make sure that the unit can handle the different types of paper you are using. 

Q: Does the copier scan?
A: Scanning is an option on most copiers, and your necessity for it will depend on what you need to scan and where you want this information scanned to. There is scan-to-file, scan-to-FTP (file transfer protocol), and scan-to-email. The next question would be what you want to do with the information that was scanned. Do you want to archive the information, share it via a Web site or interoffice, or send it to a specific destination or person? The different types of scanned formats include JPEG (picture), PDF, TIFF, and OCR (format used to edit information scanned). With this collective information, you should be directed to the proper scan application.

Q: Can the copier be networked?
A: Make sure that you know what type of network you have (for example, Windows based or Mac). Most copiers come with a USB and parallel hook-up, and the network card is an option depending on the model of the machine. Most MFPs above 35 pages per minute come with a NIC (Network Interface Connection). Make sure when discussing your network hook-up that you know what kind of network you have, since there are several types of networks and not all copiers are compatible with them.

Fred Simone is vice president of the Digital Products Division for Duplo USA Corporation, www.duplousa.com.