Should You Use One All-in-One Copier or Separate Devices for Printing, Scanning, and Faxing?

In this article, you’ll learn whether it makes more sense to use a single all-in-one copier or separate machines for printing, scanning, and faxing. You’ll also see when dedicated devices might still be worth considering.

When upgrading or setting up your office, one common question is whether you should get one multifunction copier or separate devices for each function.

For most companies, an all-in-one copier is the smarter choice. It handles printing, scanning, copying, and faxing from a single machine. This approach saves space, simplifies management, and often reduces monthly costs.

That said, there are a few situations where having a dedicated device still makes sense.

Why Most Offices Use All-in-One Copiers

Multifunction copiers are designed to cover everything the typical office needs:

• Printing black-and-white or color documents
• Scanning to email or a network folder
• Making copies quickly and easily
• Optional faxing when required

These devices are reliable, compact, and come with service agreements that include toner, maintenance, and support for basic technical issues.

If your business does general office work and wants simplicity, an all-in-one copier will likely be the best fit.

When a Dedicated Device Might Be Better

Although multifunction devices work well in most cases, there are specific situations where a separate scanner or printer can improve performance.

Heavy or Complex Scanning

If your business scans a high volume of documents daily—especially mixed paper sizes or double-sided pages—a dedicated scanner might be worth it. Some departments also need advanced scanning features like:

• Auto-rotation of upside-down pages
• Despeckling for older or marked-up documents
• Better OCR accuracy
• Faster batch separation

These tools are more common in dedicated scanning software than in copier firmware.

Specialized Print Jobs

If your team regularly prints on media like envelopes, labels, or thick card stock, a desktop printer designed for specialty media can offer better results. These devices are less likely to jam and often handle short-run jobs more efficiently than standard copiers.

Faxing Considerations

While most multifunction copiers include fax capability, many businesses now use cloud-based fax services for better data security and compliance.

However, if you’re using your copier for faxing, it’s important to have it configured correctly. We recommend routing incoming faxes directly to a secure email or network folder, rather than printing automatically. This improves privacy and reduces unnecessary paper use.

Copying is Fully Integrated

There is no longer a reason to buy a standalone copier just for making copies. That function is fully integrated into every multifunction device and doesn’t require a separate machine.

Choosing What’s Best for You

Most companies benefit from using a well-supported all-in-one copier. It’s simpler, easier to manage, and cost-effective for typical office workflows.

However, if your team has unique scanning or printing needs, supplementing with one or two dedicated devices may provide a better experience. It’s all about matching the right tool to the right task.

At Novatech, we’ve been helping businesses choose the right print and imaging setup for over 30 years. With more than 100,000 devices under contract, we’ll help you strike the right balance between performance and practicality.

Curious whether your office could benefit from specialized equipment?

Let’s talk. We’ll review your current setup and recommend a strategy that works for your team.

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