Enterprise Copier Guide
High-volume solutions for large organizations and corporations
What You'll Learn:
Table of Contents
Understanding Enterprise Copier Requirements
Enterprise organizations face unique challenges when it comes to document management and production printing. With hundreds or thousands of employees, multiple departments, and complex workflows, enterprise copier solutions must deliver exceptional performance, reliability, and security at scale.
Unlike small business or departmental copiers, enterprise systems are mission-critical infrastructure that directly impact organizational productivity and efficiency. A poorly chosen enterprise printing solution can result in millions of dollars in lost productivity, security breaches, and operational inefficiencies.
What Defines an Enterprise Copier Solution
High-volume capacity: 20,000+ pages per month per device, often 100,000+ for production units
Fleet deployment: Multiple devices managed centrally across locations
Advanced security: Enterprise-grade data protection and access control
Integration capabilities: Seamless connection with ERP, document management, and workflow systems
Uptime requirements: 99%+ availability with comprehensive SLAs
Centralized management: Remote monitoring, configuration, and reporting
Production-grade features: Advanced finishing, color management, variable data printing
Enterprise Printing Challenges
Cost control: Managing printing expenses across large, distributed organizations
Security and compliance: Protecting sensitive data and meeting regulatory requirements (HIPAA, SOX, GDPR)
Fleet management: Coordinating maintenance, supplies, and support for dozens or hundreds of devices
User experience: Providing consistent, intuitive interfaces across diverse user populations
Environmental impact: Meeting corporate sustainability goals while maintaining productivity
Technology integration: Connecting print infrastructure with cloud services, mobile devices, and business applications
Vendor management: Coordinating multiple service providers and managing complex contracts
Key Decision Criteria
Total cost of ownership: Purchase price, service contracts, supplies, and hidden costs over 5-7 years
Scalability: Ability to grow and adapt as organizational needs evolve
Security features: Comprehensive data protection and access control capabilities
Service and support: Provider capabilities, response times, and SLA terms
Management tools: Centralized monitoring, reporting, and optimization capabilities
Integration: Compatibility with existing IT infrastructure and business systems
Sustainability: Energy efficiency, consumables management, and environmental certifications
Enterprise Copier Categories
Enterprise printing solutions span a wide range of device types, each optimized for specific use cases within large organizations.
Departmental Workhorses
Print volume: 10,000-30,000 pages per month
Typical price range: $8,000-$20,000
Print speed: 45-65 pages per minute
Best for:
Individual departments within large organizations
Regional offices
Floor-level printing in multi-story facilities
Backup to high-volume production devices
Key features:
Robust build quality for continuous operation
Advanced scanning with OCR and workflow integration
User authentication and secure print release
Department-level cost tracking and reporting
Network integration with Active Directory
Mobile and cloud printing support
Common models:
Ricoh MP 6055/7505 series
Canon imageRUNNER ADVANCE DX 6780i/8795i
Xerox AltaLink B8055/B8090
Konica Minolta bizhub 558/758
High-Volume Production Copiers
Print volume: 50,000-200,000+ pages per month
Typical price range: $25,000-$100,000
Print speed: 70-120 pages per minute
Best for:
Corporate print centers
In-house mail rooms
Marketing departments producing collateral
Organizations with centralized printing
Key features:
Exceptional speed and duty cycles
Advanced finishing: booklet making, folding, perfect binding, hole punching
Professional color management and calibration
Large-capacity paper handling (5,000+ sheets)
Variable data printing for personalization
Heavy-duty construction for 24/7 operation
Banner printing up to 26" or longer
Common models:
Ricoh Pro C5300s/C7200s series
Xerox Versant 280/4100 Press
Canon imagePRESS C910/C810
Konica Minolta AccurioPress C14000
Light Production/High-Volume Color
Print volume: 30,000-80,000 pages per month
Typical price range: $20,000-$50,000
Print speed: 60-85 pages per minute
Best for:
Marketing departments
Design agencies within corporations
Organizations requiring frequent high-quality color output
Short-run production of marketing materials
Key features:
Exceptional color accuracy and consistency
Wide media support (cardstock, glossy, labels)
Advanced color management tools
Inline finishing options
Professional-grade image quality
Spot color and Pantone matching
Common models:
Ricoh Pro C5310s
Xerox Color C70/C75
Canon imageRUNNER ADVANCE DX C7780i
Konica Minolta bizhub PRESS C1100
Wide Format/Engineering Copiers
Print width: 24"-44" (A1-A0 size)
Typical price range: $15,000-$60,000
Print speed: 4-12 pages per minute (varies by size)
Best for:
Architectural firms
Engineering departments
Construction companies
Manufacturing facilities
Key features:
Large-format printing and scanning
Technical document reproduction
CAD file support
Specialty media handling
Precise line quality for technical drawings
Common models:
Canon imagePROGRAF PRO series
HP DesignJet Z Series
Xerox Wide Format 6705/6705
Ricoh MP W6700/W8140
Production Print Capabilities
Enterprise organizations often require production-level printing capabilities that go far beyond basic copying and printing.
Speed and Volume
Production Speed Tiers:
Mid-production: 70-90 PPM (pages per minute)
High-production: 90-120+ PPM
Ultra-high production: 150+ PPM
Monthly Duty Cycles:
Mid-production: 200,000-400,000 pages
High-production: 400,000-1,000,000 pages
Ultra-high production: 1,000,000+ pages
Speed Considerations:
Rated speed is typically single-sided black and white
Color printing is often 50-70% of rated speed
Duplex printing reduces speed by 30-40%
Finishing operations add processing time
First-page-out time matters for short runs (3-8 seconds typical)
Continuous Operation:
Built for 24/7 operation in production environments
Hot-swappable components minimize downtime
Large-capacity toner and waste containers
Automated supply ordering and delivery
Advanced Finishing Options
Inline Finishing (Done Automatically):
Stapling: Corner, dual, saddle-stitch
Hole punching: 2-hole, 3-hole, 4-hole configurations
Folding: Half-fold, tri-fold, z-fold, gate-fold
Booklet making: Saddle-stitch binding for booklets
Trimming: Professional edge trimming
Perfect binding: Thermal binding for professional documents
Offline Finishing (Separate Devices):
Square-spine booklet making
Coil binding
Lamination
Die cutting
Creasing and perforating
Benefits:
Eliminates manual finishing labor
Ensures consistent results
Reduces turnaround time
Enables on-demand production of finished materials
Cost savings vs. outsourcing
Color Management
Professional Color Accuracy:
Pantone color matching
ICC profile support for consistent color
Color calibration tools
Spot color definition and management
CMYK and RGB color space support
Quality Control:
Automated density and color adjustment
Inline sensors for real-time monitoring
Color consistency across print runs
Proofing and approval workflows
Quality reports and analytics
Media Versatility:
Support for 60-350 GSM media weight
Glossy, matte, and textured finishes
Cardstock and heavy paper
Labels and stickers
Envelopes and specialty media
Banner printing up to 26"-48"
Variable Data Printing (VDP)
What is VDP:
Printing personalized documents at production speeds
Each print can be unique with different text, images, or data
Essential for direct mail, marketing, and communications
Use Cases:
Personalized marketing materials with names, addresses, custom offers
Numbered tickets, badges, or documents
Sequential invoicing and statements
Custom packaging and labels
Event materials with attendee information
Technology Requirements:
Powerful print controller and RIP
Database integration capabilities
Variable data software (FreeForm, XMPie, etc.)
High-speed processing to maintain print speed
ROI Benefits:
Higher response rates on personalized marketing
Eliminate pre-printed form inventory
Reduced waste from obsolete materials
Faster turnaround for customized projects
Advanced Security Features
Enterprise organizations handle sensitive information that requires robust security measures. Modern enterprise copiers offer comprehensive security features to protect data at every stage.
User Authentication and Access Control
Authentication Methods:
PIN codes: Simple numeric codes for basic access control
Badge/card readers: Physical credentials via RFID or magnetic stripe
Biometric: Fingerprint or palm vein scanning for high-security
Active Directory integration: Single sign-on with corporate credentials
Mobile authentication: NFC or Bluetooth from smartphones
Access Control Features:
User-level permissions (who can print, scan, copy, fax)
Department-level restrictions
Function restrictions (color vs. B&W, finishing options)
Volume limits per user or department
Time-based access controls
Guest user capabilities with restrictions
Benefits:
Prevent unauthorized use and reduce waste
Track costs by user and department
Secure sensitive documents
Comply with industry regulations
Reduce total printing costs by 15-30%
Data Encryption and Protection
Hard Drive Encryption:
Full-disk encryption of internal storage (AES 256-bit)
Protects stored documents and scan data
Prevents data recovery from decommissioned devices
Required for HIPAA, PCI-DSS, and other compliance
Network Data Encryption:
SSL/TLS for data in transit
IPsec for network-level security
Encrypted connections for all network communications
Certificate-based authentication
Automatic Data Overwrite:
Overwrites temporary files after each job
Multiple-pass overwrite for high-security
Scheduled or immediate overwrite operations
Compliance with DoD 5220.22-M standards
Document Security:
PDF encryption and password protection
Digital signatures for document authentication
Watermarking with user/time/date stamps
Redaction capabilities for sensitive information
Secure Print Release
How It Works:
Users send print jobs to a secure queue
Jobs are held on the server until user authenticates at device
User releases their jobs at any compatible printer
Unreleased jobs automatically deleted after set time
Benefits:
Eliminates abandoned prints and waste
Prevents sensitive documents from sitting in output trays
Allows printing to any device in the fleet
Reduces costs by 10-25% from eliminated waste
Meets compliance requirements for data protection
Implementation Options:
Device-based: Authentication at the copier itself
Server-based: Centralized print queue management
Cloud-based: Modern SaaS print management
Mobile release: Release prints from smartphone
Advanced Features:
Pull printing from any device
Rules-based automatic deletion
Cost allocation and charge-back
Detailed usage reporting
Integration with badge systems
Network and Device Security
Network Security:
Firewall protection on the device
IP filtering and access control lists
Port management and protocol restrictions
VLAN support for network segmentation
SNMP v3 for secure device management
Firmware and Software Security:
Digitally signed firmware updates
Automatic security patch management
Intrusion detection and prevention
Regular security audits and logging
Whitelisting of allowed applications
Physical Security:
Hard drive lock and removal detection
Tamper-evident seals
Secure cabinet locks
USB port disabling
Audit trail of physical access
Compliance Certifications:
Common Criteria (ISO 15408)
FIPS 140-2 validation
IEEE 2600 (operational security)
Industry-specific: HIPAA, PCI-DSS, FERPA, SOX
Fleet Management
Managing dozens or hundreds of copiers across an enterprise requires sophisticated fleet management tools and strategies.
Centralized Management Platforms
Key Capabilities:
Remote device monitoring and diagnostics
Centralized firmware and driver updates
Automated meter reading and billing
Fleet-wide configuration management
Supply level monitoring and automatic ordering
Proactive alerts for issues and maintenance
Leading Platforms:
Ricoh Smart Integration: Cloud-based fleet management
Canon uniFLOW: Comprehensive print management suite
Xerox Workplace Suite: Workflow and fleet optimization
PaperCut MF: Third-party print management
PrinterLogic: Serverless printing infrastructure
YSoft SafeQ: Enterprise print management
Benefits:
Reduced IT burden with centralized control
Lower total cost of ownership
Improved uptime and productivity
Better visibility into printing costs
Faster response to issues
Consistent user experience across devices
Fleet Optimization Strategies
Right-Sizing Your Fleet:
Analyze actual usage patterns across organization
Identify over- and under-utilized devices
Consolidate where appropriate to reduce total devices
Place high-capacity devices in high-traffic areas
Deploy specialized devices where needed (color, finishing, wide-format)
Device Standardization:
Limit to 2-3 manufacturers for simplified support
Standardize on common platforms within categories
Unified driver deployment
Consistent user interface across fleet
Simplified training and support
Reduced spare parts inventory
Geographic Distribution:
Map device locations to user populations
Consider multi-floor and multi-building layouts
Balance convenience with cost (fewer high-volume vs. many low-volume)
Plan for maximum walk distance (typically 100-150 feet)
Provide specialty devices in centralized locations
Refresh Strategy:
Typical enterprise copier lifecycle: 5-7 years
Stagger replacements to spread costs
Prioritize replacement based on age, usage, and downtime
Negotiate volume discounts for fleet-wide purchases
Plan for technology improvements (speed, features, efficiency)
Usage Monitoring and Analytics
Key Metrics to Track:
Total pages printed (by device, department, user)
Color vs. black & white ratio
Duplex vs. simplex usage
Cost per page and total printing costs
Device uptime and availability
Service call frequency and resolution time
Supply consumption and costs
Analytics and Reporting:
Real-time dashboards for IT and management
Historical trend analysis
Department and cost center reporting
User behavior analytics
Environmental impact reporting (pages saved, energy used)
Benchmark comparisons against industry standards
Data-Driven Optimization:
Identify waste and inefficiency
Set and enforce printing policies
Allocate costs to departments accurately
Justify fleet changes with data
Track ROI of print management initiatives
Plan capacity for growth
Maintenance and Support
Preventive Maintenance:
Scheduled maintenance based on page count
Regular cleaning and calibration
Component replacement before failure
Firmware and software updates
Reduces unexpected downtime by 40-60%
Service Delivery Models:
On-site service: Dedicated technicians at large facilities
Field service: Technicians dispatched as needed
Remote diagnostics: Many issues resolved remotely
Hybrid: Combination of on-site and field service
Service Level Agreements (SLAs):
Response time commitments (2-hour, 4-hour, next-day)
Uptime guarantees (typically 95-99%)
Parts and labor coverage
Preventive maintenance schedule
Loaner/swap equipment provisions
Performance metrics and penalties
Supply Management:
Automated supply monitoring and ordering
Just-in-time delivery to avoid stockpiling
Centralized supply distribution
Usage-based replenishment
Recycling programs for cartridges and waste
Enterprise Service Level Agreements (SLAs)
Service Level Agreements are critical for enterprise printing operations. A well-structured SLA ensures uptime, controls costs, and defines clear expectations.
Key SLA Components
Response Time Commitments:
Critical devices: 2-4 hour response
Standard devices: 8-hour or next business day
Low-priority: 2-3 business days
Emergency after-hours support options
Escalation procedures for missed response times
Uptime Guarantees:
Enterprise standard: 95-98% uptime
Mission-critical: 99%+ uptime
Scheduled vs. unscheduled downtime definitions
Credits or penalties for failing to meet uptime targets
Exclusions (planned maintenance, force majeure)
Coverage Details:
Parts and labor: What is included vs. excluded
Preventive maintenance schedule and scope
Consumables: Toner, drums, developer, fuser
Coverage hours: Business hours vs. 24/7
On-site vs. depot repair
Software and firmware support
Performance Metrics:
Mean time to repair (MTTR)
Mean time between failures (MTBF)
First-time fix rate
Customer satisfaction scores
Response time compliance percentage
Cost-Per-Page Contracts
How CPP Contracts Work:
Pay a fixed rate per page printed (B&W and color separate)
Includes all service, parts, toner, and consumables
Monthly meter readings determine billing
Often includes base monthly minimum
May have volume tiers with different rates
Typical CPP Rates:
Black & white: $0.005-$0.015 per page
Color: $0.04-$0.10 per page
Varies based on volume, device type, and service level
Enterprise discounts for large volumes or multi-device contracts
What is Included:
All toner and consumables (except paper)
All parts and labor
Preventive maintenance
On-site service within SLA response time
Remote diagnostics and support
Often includes loaner equipment
What to Negotiate:
CPP rates based on projected volume
Minimum monthly charges (or eliminate them)
Overage and underage provisions
Color vs. black & white rate differential
Exclusions and limitations
Rate lock terms (3-5 years typical)
Annual or quarterly rate reviews
Multi-Vendor vs. Single-Vendor SLAs
Single-Vendor Approach:
Pros:
One point of contact for all devices
Simplified billing and administration
Better volume discounts
Consistent service experience
Unified fleet management tools
Cons:
Limited to one manufacturer's product line
Potential vendor lock-in
Less competitive pressure on pricing
Single point of failure if vendor has issues
Multi-Vendor Approach:
Pros:
Best-of-breed devices for different needs
Competitive pressure on pricing and service
Reduced risk from single vendor dependency
Flexibility to choose optimal solutions
Cons:
Multiple contacts and contracts to manage
Potentially higher administrative overhead
More complex fleet management
May lose volume discounts
Best Practice:
Limit to 2-3 primary vendors for balance
Use third-party managed print services to unify multi-vendor fleets
Negotiate master agreements with preferred vendors
Implement unified fleet management software
SLA Monitoring and Enforcement
Tracking SLA Compliance:
Automated ticketing and tracking systems
Monthly service reports from provider
Independent monitoring tools
Regular business reviews (quarterly or semi-annual)
Escalation procedures for issues
Key Metrics to Monitor:
Average response time vs. SLA commitment
Average repair time
Fleet uptime percentage
Cost per page trends
Supply delivery timeliness
Customer satisfaction scores
Enforcement Mechanisms:
Service credits for SLA violations
Escalation to vendor management
Regular performance reviews
Contract renegotiation or termination clauses
Tiered penalties for repeated violations
Best Practices:
Document all service issues and response times
Maintain internal records separate from vendor reports
Review SLA compliance monthly
Address patterns of missed commitments promptly
Build strong vendor relationships while enforcing terms
Plan for contract renewal negotiations 6-12 months ahead
Integration with Enterprise Systems
Modern enterprise copiers must integrate seamlessly with existing IT infrastructure, business applications, and workflows.
Authentication and Directory Services
Active Directory Integration:
Single sign-on with corporate credentials
Automatic user provisioning and de-provisioning
Group-based access control
Centralized password management
Integration with existing IT policies
LDAP and SAML Support:
Standards-based authentication
Multi-factor authentication compatibility
Federation with cloud identity providers
Support for complex organizational structures
Benefits:
Reduced IT administration
Improved security through centralized control
Better user experience with SSO
Automatic enforcement of access policies
Simplified audit and compliance reporting
Document Management System (DMS) Integration
Scan-to-DMS Capabilities:
Direct scanning to SharePoint, OneDrive, Google Drive
Integration with enterprise DMS (DocuWare, M-Files, Laserfiche)
Metadata capture and indexing at scan time
Optical Character Recognition (OCR) for searchable PDFs
Folder routing based on document type or metadata
Popular Integrations:
Microsoft SharePoint and Office 365
Google Workspace
Box, Dropbox Business
Salesforce
ERP-specific connectors (SAP, Oracle)
Workflow Automation:
Invoice capture and AP automation
HR document processing
Contract management workflows
Records management and retention
Approval routing and digital signatures
ROI Benefits:
Eliminate manual document filing
Faster document retrieval
Improved collaboration
Reduced physical storage needs
Better compliance and audit trails
Cloud and Mobile Printing
Cloud Print Services:
Print from anywhere, any device
Secure cloud print queues
No VPN required for remote workers
Support for BYOD (Bring Your Own Device) policies
Integration with SaaS applications
Mobile Printing Options:
Native support: Apple AirPrint, Google Cloud Print (deprecated), Mopria
Manufacturer apps: Canon PRINT, Ricoh Smart Device Connector, Xerox Mobile Link
Enterprise platforms: PrinterOn, PaperCut Mobility Print, uniFLOW Online
Use Cases:
Remote workers printing to office
Guest printing without network access
Print from personal devices on corporate network
Hotel/conference room printing for traveling employees
Print from mobile apps and cloud storage
Security Considerations:
Secure authentication for mobile users
Encryption of print data in transit
Device enrollment and management
Compliance with corporate security policies
Audit trails for mobile printing
API and Custom Integration
Embedded Application Development:
Custom apps running on the copier touchscreen
Integration with proprietary business systems
Workflow automation specific to your processes
Simplified user interfaces for complex tasks
Platform Options:
Ricoh Smart Integration: Java-based app development
Canon MEAP: Multifunctional Embedded Application Platform
Xerox EIP/ConnectKey Apps: XML-based custom workflows
Sharp OSA: Open Systems Architecture
Common Custom Applications:
Badge-scan expense report submission
Custom cost-code capture for job costing
Integration with CRM for document routing
Quality control document workflows
Specialized industry applications (healthcare, legal, education)
Development Considerations:
In-house development vs. vendor/partner development
Costs: $5,000-$50,000+ depending on complexity
Maintenance and updates
User training and support
ROI calculation for custom development
Total Cost of Ownership (TCO) for Enterprise
Enterprise copier investments require rigorous TCO analysis spanning 5-7 years to ensure optimal value.
Initial Capital Costs
Equipment Purchase:
Departmental devices: $8,000-$20,000 each
Production devices: $25,000-$100,000+ each
Fleet of 50 devices: $500,000-$1,500,000 typical
Installation and Setup:
Professional installation: $200-$1,000 per device
Network configuration and integration: $500-$2,000 per device
Electrical work if needed: $500-$3,000
Facility modifications (space, power, ventilation): Variable
Software and Licensing:
Fleet management software: $10,000-$100,000+ initial
Security and authentication software: $5,000-$50,000
Workflow and integration software: $10,000-$100,000+
Custom application development: $5,000-$50,000+ per app
Training and Change Management:
IT staff training: $2,000-$10,000
End-user training: $50-$200 per employee
Training materials and documentation: $5,000-$20,000
Ongoing Operating Costs
Service and Support (CPP Contract):
Cost per page: $0.005-$0.015 B&W, $0.04-$0.10 color
Example: 500,000 pages/month (80% B&W, 20% color) = $6,000-$14,000/month
Annual cost: $72,000-$168,000
Includes: toner, parts, labor, preventive maintenance
Software and Subscription Fees:
Fleet management platform: $5,000-$30,000/year
Print management software: $2-$10 per user/year
Cloud services: $1,000-$10,000/month
Software updates and support: $2,000-$20,000/year
Paper and Supplies:
Paper: $25-$50 per case (5,000 sheets)
Example: 500,000 pages/month = 100 cases = $2,500-$5,000/month
Specialty media: Variable, typically 10-20% of paper costs
Energy Costs:
Average copier: $10-$30/month in electricity
Large fleet: $500-$1,500/month total
Energy-efficient models can reduce by 30-50%
Hidden and Indirect Costs
IT Administration:
Dedicated staff or portion of IT time: $30,000-$150,000/year
Help desk support for print issues: $10,000-$50,000/year
Device management and monitoring: $5,000-$30,000/year
Downtime and Productivity Loss:
Average downtime: 5-15 hours per device per year
Cost of downtime: $100-$500 per hour depending on users affected
Total annual downtime cost: $25,000-$375,000 for large fleet
Waste and Inefficiency:
Abandoned prints: 10-20% of total pages
Incorrectly printed jobs: 5-10% of pages
Savings from print management: 15-30% reduction
End-of-Life Costs:
Device decommissioning: $100-$500 per device
Data sanitization for compliance: $200-$1,000 per device
Recycling fees: $50-$200 per device
Replacement downtime and logistics: Variable
TCO Optimization Strategies
Fleet Right-Sizing:
Reduce number of devices by 20-40% through consolidation
Place high-volume devices strategically
Potential savings: $100,000-$500,000 over 5 years
Print Policy Enforcement:
Default to duplex and black & white
Require authentication for color
Rules-based printing controls
Typical savings: 15-30% of total print costs
Managed Print Services (MPS):
Outsource fleet management to specialist
MPS providers optimize everything
Typical savings: 10-30% vs. in-house management
Costs: 5-15% of print spend as management fee
Technology Refresh Timing:
Monitor repair costs vs. replacement
Replace when repair costs exceed 50% of new device over 2 years
Consider leasing vs. buying for flexibility
Take advantage of technology improvements (faster, more efficient)
Energy Efficiency:
ENERGY STAR certified devices use 30-50% less energy
Enable sleep modes and automatic shutoff
Savings: $5-$15 per device per month = $3,000-$9,000/year for 50 devices
Vendor Selection and Procurement
Selecting the right vendor partners is as critical as choosing the right equipment for enterprise success.
Vendor Evaluation Criteria
Service Capabilities:
National or multi-regional coverage for distributed enterprises
Local service presence in all your locations
Response time commitments and track record
Technical expertise with your chosen platforms
After-hours and emergency support
Financial Stability:
Years in business and growth trajectory
Financial statements and credit ratings
Customer retention rates
Ability to support long-term contracts (5-7 years)
Technical Capabilities:
Manufacturer certifications and training
Number and experience of technicians
Parts inventory and supply chain
Remote diagnostic capabilities
Software and integration expertise
References and Reputation:
Enterprise customer references in similar industries
Online reviews and ratings
Industry awards and recognition
BBB rating and complaint history
Case studies demonstrating enterprise success
RFP Process for Enterprise Procurement
RFP Preparation (4-6 weeks):
Document current state (devices, volumes, costs)
Define requirements (functional, technical, service)
Establish evaluation criteria and weights
Set timeline and deadlines
Identify vendor shortlist (5-7 vendors)
RFP Components:
Company background and objectives
Current environment and pain points
Technical requirements and specifications
Volume projections and usage patterns
Service level expectations
Integration requirements
Budget parameters (optional)
Evaluation criteria and selection process
Timeline and milestones
Vendor Response Period (3-4 weeks):
Allow sufficient time for site surveys
Schedule vendor presentations and demos
Clarify questions and requirements
Request references and case studies
Evaluation and Selection (4-6 weeks):
Score proposals against criteria
Check references thoroughly
Conduct site visits to similar customer locations
Perform financial analysis and TCO calculations
Negotiate final terms with top 2-3 vendors
Make final selection and notify vendors
Negotiation Strategies
What to Negotiate:
Equipment pricing: Target 15-30% off list price
Cost per page rates: Compare multiple proposals
Service level terms: Response times, uptime guarantees
Contract length: 3-5 years typical, negotiate flexibility
Minimum volumes: Eliminate or reduce minimum commitments
Rate escalation: Lock rates or limit increases to CPI
Leverage Points:
Volume and fleet size
Multiple locations or expansion plans
Competitive proposals from other vendors
Industry relationships and references
Timing (end of quarter/year for vendor)
Key Contract Terms:
Performance guarantees and SLAs
Termination clauses and exit terms
Equipment refresh and upgrade rights
Dispute resolution procedures
Ownership of data and documents
Insurance and liability limits
Red Flags to Avoid:
Automatic renewal without adequate notice (90+ days required)
Excessive early termination penalties (>50% of remaining contract)
Vague service commitments without measurable SLAs
Limited vendor liability for failures
Lock-in to proprietary supplies or service
Hidden fees for common services (software updates, training)
Managed Print Services (MPS) vs. Direct
Managed Print Services Model:
Third-party manages entire print environment
Vendor-neutral recommendations
Comprehensive fleet optimization
Single point of contact and billing
Typical fee: 5-15% of total print spend
When MPS Makes Sense:
Large, complex, multi-vendor environments
Limited internal IT resources for print management
Need for independent optimization and cost control
Multiple locations requiring coordination
Desire to shift from CapEx to OpEx model
Direct Vendor Model:
Purchase/lease directly from manufacturer or dealer
Internal management of fleet
Lower overhead (no MPS management fee)
More control over vendor relationships
When Direct Makes Sense:
Smaller, simpler fleet (single-vendor preferred)
Strong internal IT capabilities
Desire for maximum control
Lower total volumes (MPS benefits diminish)
Hybrid Approach:
Use MPS for fleet optimization and strategy
Maintain direct vendor relationships for service
Best of both worlds for some organizations
Implementation and Change Management
Successfully deploying an enterprise copier fleet requires careful planning, phased rollout, and effective change management.
Implementation Planning
Pre-Implementation (2-3 months):
Finalize equipment selection and contracts
Conduct site surveys for all locations
Plan device placement and network connections
Arrange electrical and facility upgrades if needed
Develop implementation schedule
Identify and train internal champions
Prepare communication plan for users
Pilot Phase (1-2 months):
Deploy to limited group (one department or location)
Test all functionality and integrations
Identify and resolve issues
Refine configuration and policies
Gather user feedback
Adjust training materials
Phased Rollout (3-6 months):
Deploy by location, department, or zone
2-4 week intervals between phases
Learn from each phase
Adjust approach as needed
Maintain support for legacy equipment during transition
Post-Implementation (1-2 months):
Decommission old equipment
Final configuration optimization
User satisfaction survey
Lessons learned documentation
Transition to steady-state operations
User Training and Communication
Communication Strategy:
Announce changes 4-6 weeks before implementation
Explain benefits and reasons for change
Provide clear timeline and expectations
Identify support resources and contacts
Regular updates throughout rollout
Training Approaches:
In-person group training: Most effective, 1-2 hours
Hands-on practice sessions
Video tutorials and online resources
Quick reference guides and job aids
One-on-one support for power users and admins
Refresher training 2-4 weeks after deployment
Key Training Topics:
Basic operations: Copy, print, scan
Authentication and secure print release
Scan-to-email and scan-to-folder
Mobile printing
Duplex and paper selection
Finishing options
Troubleshooting common issues
Security best practices
Ongoing Support:
Help desk trained on new equipment
On-site super users for first-line support
Vendor support contacts and procedures
Internal knowledge base and FAQs
Regular tips and reminders via email
Change Management Best Practices
Stakeholder Engagement:
Executive sponsorship and support
IT leadership involvement
Department managers as change champions
Power user network for peer support
Address Resistance:
Listen to concerns and objections
Provide clear rationale for changes
Highlight benefits to individual users
Offer extra support to reluctant adopters
Share success stories and positive feedback
Celebrate Wins:
Recognize early adopters
Share metrics showing improvements
Highlight cost savings or efficiency gains
Thank users for patience during transition
Continuous Improvement:
Regular check-ins with users and IT
Monitor usage and performance metrics
Solicit feedback and suggestions
Implement enhancements based on feedback
Quarterly or semi-annual optimization reviews
Success Metrics
Operational Metrics:
Device uptime and availability
Average response time for service calls
Mean time to repair
User satisfaction scores
Help desk ticket volume for print issues
Financial Metrics:
Total cost per page
Year-over-year cost reduction
Cost savings vs. baseline
Budget variance (actual vs. projected)
ROI on implementation investment
Efficiency Metrics:
Pages per device per month
Device utilization rates
Duplex printing percentage
Color vs. B&W ratio
Waste reduction (abandoned prints)
Success Targets:
95%+ device uptime
15-30% cost reduction vs. baseline
80%+ user satisfaction
50%+ duplex printing rate
10-20% reduction in total pages through waste elimination
Sustainability and Environmental Considerations
Enterprise organizations increasingly prioritize environmental sustainability in their copier strategies.
Energy Efficiency
ENERGY STAR Certification:
Third-party verified energy efficiency
30-50% less energy than non-certified models
Typical savings: $5-$15 per device per month
Required for many government and corporate sustainability programs
Power Management Features:
Sleep mode after short inactivity (1-15 minutes)
Deep sleep or auto-off for extended idle
Instant-on technology for quick wake-up
Scheduled on/off based on office hours
Sensor-based activation
Energy Consumption Factors:
LED printing technology more efficient than laser
Smaller, slower devices use less energy
Color devices use more energy than B&W
Production devices optimize energy per page despite higher total consumption
Enterprise Energy Savings:
Fleet-wide power management policies
Consolidation reduces total device count and energy use
Right-sizing devices improves energy efficiency per page
Potential reduction: 20-40% of print-related energy costs
Paper and Consumables
Paper Reduction Strategies:
Default to duplex printing (50% paper savings)
Digital workflows reduce printing needs
Print policies discourage unnecessary printing
N-up printing (multiple pages per sheet)
Typical reduction: 20-40% of paper consumption
Sustainable Paper Choices:
Recycled content paper (30-100% post-consumer)
FSC or SFI certified paper from sustainable forests
Tree-free paper alternatives (bamboo, hemp)
Lighter weight paper where appropriate (20 lb vs. 24 lb)
Toner and Supplies:
High-yield cartridges reduce packaging waste
Remanufactured cartridges (quality varies)
Manufacturer take-back and recycling programs
Toner bottles vs. cartridges (less waste)
Consolidated ordering reduces shipping impact
Waste Reduction:
Secure print release eliminates abandoned prints
Pull printing reduces waste by 10-25%
User education on efficient printing
Monitoring and feedback on waste
Device Lifecycle and Recycling
Extending Device Life:
Preventive maintenance maximizes lifespan
Quality service reduces premature failure
Firmware updates improve performance
Typical enterprise copier life: 5-7 years
End-of-Life Options:
Manufacturer take-back programs
Certified electronics recyclers (R2, e-Stewards)
Refurbishment for resale or donation
Parts harvesting for repair inventory
Proper disposal of hazardous components
Data Sanitization:
Required for compliance (HIPAA, PCI-DSS, etc.)
DoD 5220.22-M or NIST 800-88 standards
Physical hard drive destruction for high-security
Certificate of destruction for audit trail
Circular Economy:
Remanufactured devices and components
Manufacturer refurbishment programs
Parts recycling and reuse
Materials recovery and recycling
Sustainability Reporting
Metrics to Track:
Total pages printed (reduction target)
Paper consumption (sheets, reams, tons)
Duplex printing percentage
Energy consumption (kWh)
Toner cartridges consumed and recycled
Devices recycled or refurbished
Environmental Impact Calculations:
Trees saved from paper reduction
CO2 emissions avoided
Landfill waste diverted
Energy saved (kWh to CO2 equivalent)
Corporate Sustainability Reporting:
Align with corporate sustainability goals
Include in ESG (Environmental, Social, Governance) reports
Benchmark against industry standards
Highlight year-over-year improvements
Green Certifications:
ENERGY STAR for devices
EPEAT rating (Bronze, Silver, Gold)
Blue Angel certification
Nordic Swan Ecolabel
Participation in manufacturer sustainability programs