Understanding the Lingo: Copier, Printer and Scanner Terms
There are a lot of acronyms, terms and terminology associated with copiers and MFPs that can leave you with your head spinning.
Analogue copiers
Analogue copiers were the first generation of copy machines. They utilized mirrors to transmit an image from a paper original to a photosensitive drum. As this document was scanned, the image was directly transferred onto a copy via a light source. This method of copying was ideal for duplicating larger runs, but the copies would degrade with each successive copy. Analogue copiers became obsolete once digital copiers entered the market.
Automatic Document Feeder (ADF)
An automatic document feeder (ADF) is a device that allows you to make one or two-sided copies without manually placing originals on the flatbed one-by-one. ADFs come in different sizes and capacities.
Base Amount
This is the minimum amount you pay monthly for service and supplies. Generally speaking, this amount will include a certain amount of copies per month (which is typically based on your monthly average). For service contracts with a base amount, you will generally pay a higher cost per copy (CPC) on any copies you make that are over your monthly base. On the flipside, if you fail to hit your monthly base, you will lose the leftover copies at the end of the month. Depending on your office needs, a contract with a base amount may save you money or cost you more. For this reason, it is important to discuss your estimated monthly print volume with your copier representative.
Bins
Bins are storage compartments within a copier or printer, generally referred to when talking about finishing. When making collated copies of a document, a bin is assigned to each set. For a more in-depth explanation, see collation.
Booklet
A booklet is simply a type of finishing feature which automatically folds a set of documents in half with staples in the crease. This is also referred to as saddle-stitch.
Bridge unit/bridge kit
A bridge unit is a component that connects a finishing device to a copier. Bridge units are not always necessary, as many machines now have finishers that attach directly to the machine.
Buyout
A buyout is the amount remaining on a lease contract. A buyout (also referred to as a lease payoff or early termination fee) may be requested by a customer who needs a new machine before their current contract expires, or by a leasing company if a customer has somehow violated their lease agreement. Most contracts allow you to pay off the buyout amount, and either purchase your machine or apply your lease buyout as a trade-in credit toward your new machine. All lease agreements are different, and often times leases can be paid off without penalties, even early on in the term. Talk with your leasing company or copier representative to learn more about what your buyout costs will look like. Remember, buyouts may also include an early termination fee which can be very substantial, so be cautious.
Bypass tray
A bypass tray is a paper tray that feeds directly from the front of the machine into the internal paper path. This is usually used for copy jobs that require specialty paper. Most bypass trays can hold up to 100 sheets.
Cabinet/stand
A cabinet or stand is the unit below a copier that houses the paper drawers. These can often be used for storage as well. If your copier needs a large capacity of paper drawers, cabinets can be stacked.
Card reader
A card reader, or card-authentication kit, is an accessory that can restrict who has access to your copier. Users will insert their employee card into the copier to unlock the machine, granting them access. This device can be especially useful if you need to track each user's print volume and store their information. A card reader also functions as an easy way to implement print release.
Catch tray
A catch tray is a tray where finished copies are ejected to. These are usually separate from finishers that are external to the copier. Catch trays can hold a limited amount of paper. To learn more about finishing options, see Bins and Finisher.
Clicks
A "click" is another way of describing a copy. Click is usually used when referring to what your service contract covers. For example, a service contract may cover your monthly service and supplies up to a certain amount of black-and-white and color clicks.
CMYK
CMYK are the color codes that color copiers use. CMYK stands for cyan, magenta, yellow, and key (black). These are the four toner cartridges inside your machine. These four colors are mixed together in order to duplicate full color copies.
Collate/Collation
Collating is the act of organizing prints. Instead of printing pages in order (pages 1 5, followed by a second set of pages 1 5), a machine with electronic sorting will organize its bin to automatically print one complete set, followed by another complete set. This is a time-saving feature that eliminates the need for you to manually collate your copies.
Color copiers
Color copiers are devices that can copy or print in color. These machines use CMYK toner (cyan, magenta, yellow, and black) to create color prints. Color copiers usually have a higher cost per copy (CPC) than the cost per copy for black-and-white copies.
Consumables
Consumables are supplies that need to be replenished as they run out or need to be replaced. Examples of consumables are toner, staples, and developer.
Coverage
Coverage is the percentage of a page that's covered in toner. Typical copy jobs have anywhere from 5-20% coverage, with 5% being the general industry standard. This means, 5% of the page is covered in text or images, and the other 95% is blank. Coverage is important, because your cost per copy (CPC) is based on your average monthly coverage. If your office tends to print jobs with a higher coverage, your CPC should reflect that higher usage. Talk with your copier representative to make sure your CPC is inline with your actual coverage.
Copies per minute
Copies per minute is exactly what it sounds like; the number of copies made per minute. This speed is usually the speed for black-and-white copies. Color copies may be slightly slower.
Cost per copy or cost per click (CPC)
Cost per copy, also called cost per click (CPC), is the rate you pay per page on your service contract. CPC is the most important number to know before entering a service contract, as it directly determines how much you will be paying monthly for your prints. CPC for black-and-white copies is usually pennies on the dollar, while color copies usually run around $.05 $.07. For more information on cost per copy, see our in-depth guide here.
Digital copier
Digital copiers (as opposed to analogue copiers) utilize a completely different technology. A digital copier scans the original document with a laser, and the data is sent to a memory hard drive. Once in memory, the copier can be directed to print multiple copies with no drop in quality. Most digital copiers today can also function as a printer, a scanner, and/or a fax. This is what we now refer to as a multifunction printer or multifunction device.
Document feeder
Document feeders allow you to scan multiple pages in at once for copying. The phrase document feeder refers to both an automatic document feeder (ADF), which scans one-sided originals, and a reversing automatic document feeder (RADF), which scans two-sided originals.
Drum
The drum (also referred to as the imaging unit) is a tube that holds the image or data from a print job until it can be transferred to paper. The drum is covered in a photoconductive material that is sensitive to light. A laser draws the image onto the drum, which is then rolled in toner to reveal the image. The image is then transferred to a piece of paper as it rolls across the drum and is fused to the page with heat.
Duplexer (duplexing device)
Duplexing is the act of printing on both sides of a sheet of paper. Duplexing is sometimes labeled as a N-up or 2-up feature as well, meaning that the device can put multiple page images onto one sheet of paper. The duplexing component is generally embedded within the machine, though some older copiers have external duplexers.
Duty cycle (or Maximum monthly volume)
A copier's duty cycle is the maximum number of copies a machine can reliably make each month. It is important to choose a copier whose rated duty cycle is higher than your monthly print volume. Consistently exceeding a copier's duty cycle will lead to unnecessary wear and tear on your machine, which will inevitably lead to breakdowns and expensive service calls.
Electronic sorting
See Collate/Collation.
First-copy/First-print
First-copy speed or first-print speed is the amount of time it takes from hitting copy to when a completed page is delivered. The difference between warm-up time and first copy time is generally about 1-3 seconds, and varies from model to model.
Full-bleed
A full-bleed copy or print is a copy that has no white space along its edges. In other words, the image on the page extends all the way to the edge. Most copiers do not offer this function, and full-bleed printing is most commonly used for photos or brochures.
HDD
HDD stands for hard disk drive. A hard disk drive is where your copier stores scanned data (for example, from a print job), so that the data can be reproduced multiple times without experiencing a drop in quality. Hard drives are now standard components in copiers. There is a potential security concern with hard drives, in that each scan is stored in a machine's memory and can be recovered. To learn more about secure erase, our article on copier hard drive security.
IPM
IPM stands for images per minute. This is the measurement used to describe a copier's output speed. See copies per minute.
Ledger (or tabloid) paper
Ledger or tabloid paper is 11" x 17" size paper.
Legal paper
Legal paper is 8.5" x 14" size paper.
Memory
Memory refers to the internal hard drive of a copier. Memory stores scanned data so it can be recalled later for printing. The amount of memory a machine has will affect the speed of your machine and how quickly it can process jobs. It is important to choose a copier whose memory size matches your print needs. A copier with insufficient memory will not be able to keep up with your office demands.
Multifunction printer or multifunction device (MFP or MFD)
A multifunction printer (MFP) or multifunction device (MFD) is a machine that can copy, print, scan, and sometimes fax. This category encompasses the vast majority of copiers available today. These are also sometimes referred to as all-in-one printers.
Platen (flatbed/glass)
The platen (also referred to as flatbed or glass) is the glass plate on which you lay the original document when copying or scanning. Usually the platen can accommodate up to 11" x 17" or ledger size copies. The platen is especially useful when copying books or bound documents that cannot fit through a document feeder.
PPM
PPM stands for pages per minute, which is used when referring to the speed at which a copier can print. See also copies per minute and IPM.
Resolution
Resolution refers to the quality of a copy or scan. When machines scan an image, a laser beam tracks across the image, reading it as small square blocks of data called pixels (short for picture elements). The higher a copier's resolution, the smaller these square blocks are, resulting in a more accurate picture. Resolution is measured in DPI or dots per inch, which describes how many pixels can fit in one linear inch. Standard resolution on copiers is around 600 x 600 dpi.
Reversing (recirculating) automatic document feeder
A reversing automatic document feeder (sometimes called a RADF or a recirculating document feeder or RDF) is a device that allows you to automatically copy or scan two-sided documents without manually flipping each page over. RADFs come in different sizes, with different capacities.
Secure erase (secure HDD erase)
Secure erase is a security feature that erases data stored on a copier's hard disk drive. Since all documents scanned with a copier are saved to the copier's hard drive, it is important to regularly use a secure erase function in order to protect sensitive information. Many newer copiers can run this function automatically on a scheduled basis. Read our article on copier security to learn more.
Service contract (service agreement/maintenance agreement)
A service contract (also referred to as a service agreement or maintenance agreement) covers the cost of your service and most or all of your supplies. You enter into a service contract directly with a copier dealer. Cost per copy (CPC) is the rate you pay on your service contract. For more information, see our complete guide to copier service contracts.
Sorter
A sorter is a component within a copier that electronically collates copied documents into separate bins. For more information, see Collate.
Time to first copy/time to first print
See First-copy/First-print.
Warm-up time
Warm-up time is the amount of time it takes a copier to be ready to copy after it is initially turned on, or after coming out of sleep mode. Warm-up time is generally several seconds, and varies from model to model.
Yield
Yield refers to the approximate number of copies a toner cartridge can make. Yield is generally estimated at 5% coverage. If your office averages at a higher coverage, you can expect a lower actual yield than the manufacturer's stated yield. Talk with your copier representative about how your actual coverage will affect toner yield.