Printers are one of the most important investments your business can make. Not only do they allow you to create hard copies of your files, but they also help you create marketing materials like posters and brochures.
But like any piece of machinery, printers require proper care so they’ll last you a long time. Let’s take a look at six ways you can extend your printers’ lifespan:
1. Train your users
User errors like poor cable management, the use of the wrong paper size, or improper toner installation are the most common causes of printer problems. That’s why it’s important to train your employees or anyone who will be using the machine on how to properly use it.
Your training should include operation of the machine, from how to turn it on to loading the right type of paper. You should also discuss the machine’s safety features, as well as its capabilities and limitations.
Even after you train your employees on how to operate your printers, you may still find it necessary to post basic reminders near the machines, especially if employees keep making the same mistakes. For example, you can post a reminder for employees to use only the type of paper that’s compatible with your machine or remove staples before inserting papers for copying.
2. Keep your printers clean
Cleaning your printers regularly will prevent paper jams and extend their life span. To clean the exterior of your printer, wipe it with a damp soft cloth. Use a mild cleaning solution like rubbing alcohol and a non-abrasive sponge for any stubborn stains.
When it comes to the printer’s interior, remove all the paper from the trays and use a can of compressed air to blow away any dust. You should also clean the rollers by removing them from the machine and wiping them down with a lint-free cloth.
Cleaning your printers regularly will prevent paper jams and extend their life span.
3. Avoid using third-party ink cartridges
Many businesses try to save money on ink cartridges by having their cartridges refilled or by buying from third-party brands. However, these are not ideal solutions because third-party ink can clog printheads and even leak into the machine. What’s more, using third-party ink cartridges can void your printer's warranty.
Complete Document Solutions has a one-stop shop for genuine printer supplies. We offer Canon and HP ink and toner cartridges, printer drums, various types of printer paper, and so much more.
4. Pay attention to your printing supplies storage
Be careful where you store your printing supplies. Too much heat can cause air bubbles to form and expand inside an ink cartridge, which could cause it to leak. While paper is not as sensitive to heat, it will become damp in a humid environment, which can cause it to jam inside of a printer.
Always store your printing supplies in a cool, dry place. If your office is humid, you can store them in an airtight container with a packet of silica gel to absorb moisture.
5. Keep your printer’s firmware up to date
Printer manufacturers often release security updates to patch any bugs and vulnerabilities. They also release new features and improvements that can enhance your printer's performance.
Make sure to install these updates as soon as they become available. You can do this through your printer's control panel or by downloading the updates from the manufacturer's website.
6. Get regular service and maintenance
Have your printers serviced every few months, or once a year at the very least. During a tune-up, the technician will clean your machines and check for any potential problems. This is an ideal time to ask about any upgrades or replacement parts that you may need.
Complete Document Solutions can help you make your printer, copiers, and other printing equipment last. We will monitor all of your devices regularly, and handle all problems before they can affect your operations. We can even help you eliminate low-use printers in favor of economical, high-use ones. Talk to us today to learn more.