If your copier is more than seven years old, it may be costing you more than you think.

 

“We don’t print that much.”

It’s one of the most common responses we hear when discussing a potential copier upgrade. And on the surface, it sounds logical. If your organization has low-volume printing, why replace the machine?

But here’s the reality: low volume does not automatically mean low cost.

In fact, some of the highest office technology costs we see come from organizations holding onto aging office equipment long past its ideal device lifecycle.

Let’s take a closer look at why.

 

Understanding the Device Lifecycle of Your Copier

Every copier has a defined device lifecycle. Most manufacturers support their equipment with parts and updates for about seven years. After that, parts production slows or stops entirely

This is where copier service issues after seven years become more common.

Once a machine reaches end-of-life status:

  • Replacement parts become scarce
  • Service timelines increase
  • Reliability decreases
  • Downtime becomes more frequent

Technicians may be forced to source leftover inventory or refurbished components. That impacts both turnaround time and long-term reliability.

But parts scarcity is only part of the picture.

There is another, less visible risk: technology obsolescence. As operating system providers like Microsoft continue to update and evolve their platforms, they focus those updates on current, supported systems — not older ones. An aging copier that cannot keep pace may lose functionality over time. Scanning and printing features that once worked seamlessly can become unreliable or stop working altogether as your network’s software environment moves forward without them.

There are also security implications. Older devices running outdated firmware or software can introduce vulnerabilities to your network. If your organization is upgrading its internal IT infrastructure but holding onto legacy print technology, that gap can become a liability. This exposes you to compatibility issues and security risks that a newer, supported device would simply not carry.

So even if you print only a few hundred pages a month, an outdated device can quietly become a liability.

 

Total Cost of Ownership vs. Page Count

When evaluating whether to pursue a copier upgrade, the better question is not how much you print.

The better question is: What is the total cost of ownership of this machine?

The total cost of owning a copier includes:

  • Ongoing printer maintenance costs
  • Service calls and labor
  • Downtime impact on staff
  • Energy efficiency
  • Supply consumption
  • Risk of extended outages

Many organizations focus only on page volume. But page count is just one small part of your overall office technology costs.

So ask yourself: Is your copier costing more than it should?

 

Why Copier Leasing Makes Sense, Even for Low Volume Printing

There is a persistent belief that copier leasing only makes sense for high-volume environments. In reality, leasing can be one of the most cost-effective solutions for aging copiers, especially when usage is modest.

Here’s why leasing makes sense for low-volume printing:

  • Newer devices are more efficient and reliable
  • You stay within the supported device lifecycle
  • Service remains predictable
  • Parts are readily available
  • You avoid escalating repair costs

When comparing lease vs. own for printers, ownership may look cheaper upfront. But once you factor in aging equipment risks, rising printer maintenance costs, and downtime exposure, leasing often delivers more stability.

A structured five-year lease keeps your equipment current and aligned with manufacturer support timelines. That reduces uncertainty and protects your budget from surprise spikes.

 

The Bottom Line: Think Long-Term, Not Just Low Volume

Holding onto aging office equipment may feel cost-conscious. But when you examine the total cost of ownership, the math often tells a different story.

A copier upgrade is not about printing more. It is about spending smarter.

At BDT, we help organizations across Maine, New Hampshire, and Massachusetts evaluate the full picture. We look at device lifecycle, service history, printer maintenance costs, and long-term reliability so you can make a confident, cost-effective decision.

If you are unsure whether your copier is still serving you well, let’s take a look together.

We will help you determine whether to repair, replace, or explore copier leasing options based on real numbers, not guesswork.

Because the right office technology should reduce stress, control costs, and support your team every day.