Printers and copiers are notorious for being high maintenance. They often require frequent repairs, costly replacement parts, and expensive service calls to keep them running properly. But with a little preventive maintenance, you can avoid these headaches and keep your machines in top working condition.
To ensure your office copier always performs at its best, follow these 10 tips:
1. Turn it off at the end of the workday
When you wrap up for the day and any time you leave the office for an extended period, make sure to shut down your copier. It still consumes energy and produces heat even when it’s in sleep mode. Turning the machine off will help prevent any unnecessary wear and tear on its internal components and prolong its life span.
2. Give it time to warm up
Many copiers need to warm up before they can start printing. Powering your machine on a few minutes before you need to use it and giving it enough time to reach its optimal operating temperature will help reduce the strain on its parts and ensure better print quality.
3. Load paper properly
Overstuffing paper trays or loading the wrong type of paper can create jams and other issues. Make sure you're using the correct paper size, weight, and type recommended by the manufacturer to avoid these problems. Also, never force paper into the tray. It should fit snugly without needing any extra effort to push it in. Take a moment to align the paper properly and check for any bent, torn, or damaged sheets.
4. Handle it with care
If your copier is malfunctioning or you're constantly dealing with paper jams or other issues, you may be tempted to give the machine a good shake or three. But that won't help! In fact, it could make your problems worse. Slamming drawers, repeatedly pressing buttons, and other aggressive actions can damage the internal components and lead to costly repairs.
Handle the machine with care and only use gentle, firm pressure when adjusting settings or clearing jams.
"Slamming drawers, repeatedly pressing buttons, and other aggressive actions can damage the internal components of your copier."
5. Wipe the glass
To ensure clear, accurate copies and prints, take a few minutes each week to wipe down the glass surface of your copier. Particles and debris can accumulate over time, causing fuzzy or distorted images, so it's important to keep the glass free of dirt and smudges.
Use a soft, lint-free cloth and alcohol or a non-abrasive cleaning solution specifically designed for copiers. Don't spray the cleaning solution directly onto the glass; instead, dampen the cloth and use that to clean the surface.
6. Clean the trays
Paper dust, dirt, and debris can also accumulate in the trays of your copier. To keep them clean and functioning properly, use a vacuum, compressed air, or a damp cloth to remove any buildup. Make sure to clean underneath and around the rollers too, as dust and dirt can get stuck in these areas and cause jams.
7. Thoroughly clear jams
Paper jams happen from time to time, but it's important not to just tear out the paper and call it a day. Doing so can leave behind small pieces of paper and other debris that can cause more jams down the line. Take the extra few minutes to open up the machine and dislodge any remaining paper, then use a vacuum or compressed air to make sure every last piece is removed.
Related reading: 5 Common printer paper jam causes and how to fix them
8. Monitor the toner
Low toner levels can cause issues with your machine's performance and can even lead to permanent damage. Be sure to check your toner levels regularly and replace the cartridge as soon as you notice it's running low.
9. Check for software updates
Software bugs can crop up from time to time, so it's essential to check for any available updates. These can often be found on the manufacturer's website or through an automatic update feature, depending on your copier's make and model. By keeping your software up to date, you can help improve the performance and functionality of your machine.
10. Schedule regular maintenance
The best way to keep your copier running smoothly is to have a regular maintenance schedule. This should include all of the above steps as well as any additional procedures recommended by the manufacturer. Having a dedicated maintenance day each month will ensure that your copier is in top shape and ready to handle all of your printing needs.
You can easily extend the life of your copier, improve its performance, and keep it running more efficiently by following these simple tips. But if routine maintenance is too much of a hassle or you don't have the time to do it yourself, a managed print services provider like Complete Document Solutions can help.
Our team of experts can provide support and maintenance services that are tailored to your needs, ensuring that your copier is always running in peak condition. Contact us today to learn more.
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