Choosing the right partner for your office’s printers and scanning solutions isn’t as simple as picking a model and signing a lease. The technology you choose (and the company behind it) can impact everything from day-to-day productivity to data security, long-term costs, and even how your team collaborates.
In 2025, businesses are rethinking how they manage print and scan workflows. Whether you’re a small firm or a large enterprise, finding a reliable office technology provider means looking beyond equipment specs to the quality of service, support, and integration that comes with it.
Here’s how to choose the right company to keep your print environment efficient, secure, and cost-effective.
1. Look for a Company That Understands Your Industry
No two businesses print or scan the same way. A good office technology provider should understand your specific workflows, whether you’re in:
- Law or finance, where document security and regulatory compliance are critical
- Architecture, engineering, or construction (AEC), where wide-format blueprints are part of daily operations
- Healthcare, where speed and HIPAA compliance matter
- Education or nonprofits, where budgets are tight and uptime is crucial
An experienced provider will recommend different devices and software configurations based on your unique needs, rather than offering a one-size-fits-all solution.
2. Evaluate the Range of Products Offered
The best companies partner with trusted manufacturers and offer a full spectrum of devices, including:
- Multifunction Printers (MFPs) – for everyday office printing, scanning, copying, and faxing
- Production Printers – for high-volume, professional-grade printing environments
- Wide Format Printers – for architects, engineers, and designers who need precision blueprints and renderings
- Desktop MFPs – for small offices, hybrid workers, or remote setups
- Interactive Displays and Whiteboards – for collaboration, education, and hybrid meetings
Companies like Emerald Document Imaging work with industry leaders such as Canon and Ricoh, ensuring that every client has access to reliable, efficient, and secure printing technology.
3. Ask About Service and Support (This Is Where It Really Matters)
The truth is, every printer brand will eventually need service. The difference lies in how fast and how well that service is delivered.
A strong provider should offer:
- Local, on-site service technicians who can respond quickly (not outsourced or remote-only support)
- Proactive maintenance and monitoring to prevent downtime before it happens
- Automatic toner replenishment and supplies management
- Remote diagnostics and software updates to keep devices secure and efficient
If you’re based on Long Island or in NYC, look for a company that services your area directly, not one that sends a technician from three counties away. Fast response times are key to minimizing disruptions.
4. Compare Managed Print Services (MPS) Options
Managed Print Services (MPS) takes a proactive, data-driven approach to managing your entire print fleet. A provider offering MPS can:
- Monitor your printer usage in real time
- Identify wasteful habits (like unnecessary color printing)
- Automate toner ordering and maintenance schedules
- Provide monthly cost reports and recommendations
Companies that provide MPS don’t just sell printers, they help you reduce costs and improve efficiency over time. If your office prints thousands of pages per month, MPS can pay for itself in savings and reliability.
5. Consider Security and Software Integration
Modern MFPs and scanners are networked devices, meaning they’re part of your IT infrastructure, and that comes with cybersecurity risks. Choose a provider that prioritizes:
- Firmware and software patch management
- User authentication controls (e.g., PIN, ID card, or badge release)
- Data encryption and secure printing options
- Integration with document management or cloud platforms like SharePoint, Google Drive, or OneDrive
A reputable technology provider will work alongside your IT team to ensure your print environment meets both security and compliance standards.
6. Look for Transparent Pricing and Leasing Options
When comparing vendors, avoid companies that advertise “too good to be true” prices. The lowest upfront cost doesn’t always equal the best long-term value.
Ask for detailed proposals that break down:
- Equipment costs (purchase or lease)
- Service agreements (including labor, toner, and parts)
- Estimated monthly page volumes and per-page costs
- Upgrade options if your business grows or your needs change
Transparent pricing builds trust and helps you make a clear apples-to-apples comparison.
7. Check Reviews and Local Reputation
Before signing any contract, research what other customers are saying. Look at:
- Google Business Profile reviews
- Local testimonials
- Case studies or client stories on the provider’s website
Companies with long-standing relationships typically have a track record of reliability, fast response times, and personalized service.
Emerald Document Imaging, for example, has built its reputation through decades of supporting local businesses with reliable Canon and Ricoh solutions, prompt service, and a focus on long-term partnerships, not one-time sales.
8. Evaluate Scalability and Future-Readiness
Your printing and scanning needs today might look very different in two or three years. Choose a provider that can grow with you.
Ask questions like:
- Can I add more devices or locations under the same service plan?
- Do you offer solutions that integrate with remote or hybrid work environments?
- Can your software evolve as new cloud or security features are released?
A company that helps you plan for tomorrow’s technology will save you time and money in the long run.
9. Prioritize Local Support and Long-Term Relationships
Working with a local technology provider gives you:
- Faster response times
- Technicians who know your environment
- A single point of contact for service, billing, and upgrades
- On-site installation, setup, and training
10. The Bottom Line: Choose a Partner, Not Just a Vendor
Your office equipment is a long-term investment. The right provider will act as a partner, helping you manage costs, keep your technology up to date, and improve productivity.
Look for a company that:
- Understands your industry
- Offers local service and support
- Provides managed print and scanning solutions
- Is transparent about pricing
- Focuses on relationships, not transactions
With the right partner, your office will print and scan smarter, not harder.
For reliable local service and smarter print solutions, contact Emerald Document Imaging →
