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IT and Copier Talk Your Business Can Rely On

9 Tips to Keep Your Office Copy Machine in Tip Top Shape

Posted by Gary Harouff | Mar 23, 2018 8:33:00 AM

Tips to keep your office copy machine in tip top shape image. 

Be good to your office copy machine (a.k.a., copier, multi-function printer, or MFP) and your office copier will be good to your business. Guaranteed.

Learning how to maintain and keep an office copy machine in solid working order will make your workday easier and more profitable.

Are you the kind of person who makes your bed every morning? How about flossing? Do you even buy into that practice anymore since it was deemed pointless last summer? SELF: Flossing Might Not Be As Important As You Think.

While we may not remember (or like) to do these things, deep in our hearts we all know we should.

Just like taking care of your multi-function printer (MFP). We’d all like to unload on it sometimes. While slamming those doors and kicking the cabinet might make you feel a little better when it jams, don’t forget that the way you use and care for your office copy machine can greatly affect its overall performance. The better you treat it, the better it will treat you. Learn to use the following tips to keep the copy machine repairman away while keeping your productivity high, and costs down.


9 Tips to Keep Your Office Copy Machine in Great Shape:

1. Office Copiers Need (a little) Care:

If the copy machine hasn't been used for several days, such as over a weekend, it's important to run a few test prints before using the copy machine intensively. You would warm your car up after storing it for a few days, right?

Most copiers, when left idle for an extended period of time, go into sleep mode and initiate a calibration mode once started up again.

Be patient. The machine is doing this for a reason and pressing the copy button a million times won’t speed up this important process. It’s not a button at a crosswalk...


2. Paper Can Be The Death of Your Copy Machine

Many people fill their copier’s paper tray to the brim when replacing paper. This is not necessary. Always check the paper capacity, typically indicated with a fill level line somewhere on the inside of the paper tray. Fill just below this line, never over it.

Have you heard that it’s also good to fan the stack from one corner to help put a little air between the pages? Well, it’s an urban myth. We discussed this myth in our article: Copier  Paper: Can It Affect My Repair Bill?

Different weights of paper may change the number of sheets you can load as well (thicker paper = less sheets). So just follow the rule above about not filling above the guide line and keep the paper stored in a dry, clean, and organized place so it's ready for use.

Crinkled or used paper can jam the copy machine and humidity can cause the paper to ripple and curl resulting in low-quality prints.

There's a wrong way to repair copiers -- these free tips will keep your equipment working >> 

3. Even YOU Can Destroy Your Office Copier

Yes, you. Handle the machine with care. There’s a right way and a wrong way to fix a copy machine. While your first instinct might be to throw open the machine, yank the drawers open, and dive in to look for the source of a paper jam, always follow the recommended screen prompts on the display panel for clearing a jam. Don’t forget to unplug the machine first. It’s not easy to get an electric shock while reaching into a copy machine to clear a paper jam, but it’s happened before.

Open the machine carefully as a paper jam is just that - a backup of paper - that could result in a single page or multiple pages being partially engaged between two sections of the machine. If you open the components too quickly parts of your paper may tear and be impossible to retrieve without the tools and expertise of a service technician.


4. Leave the Lines to the Fashion Designers

Ever had a line appear on your page that does not want to go away? Place a service call. Lines on your copies or prints can be a sign of a dirty or failing roller inside the machine that requires a trained service technician to access, remove, and clean.

Lines on your copy can also be a result of a page jam before it has time to finish its fusing process in the machine and loose toner residue may be left behind in the place of the jam. If you are in a rush and don’t have time for a service call, try running a few blank copies on a new clean piece of paper. Sometimes, this can help lessen these marks by picking the loose toner up as it passes through the machine.

Another source of black lines on your copier’s pages is dirt or a spot on the glass. Using a soft cloth and alcohol-free glass cleaner, clean the platen glass (that's the big sheet of glass where you place your paper to copy)--or you can even try using Windex. How Do you Clean copy machine Glass? With...Windex!


5. Not All Supplies Are Created Equal

Toners vary in their viscosity and quality. If you don't use the right toner for your multi-function printer, you can cause serious damage that will require a costly repair and even void your warranty. The copy machine owner’s manual will list all recommended toner the machine is compatible with. Make sure you don’t stray from their specific recommendations.

If you find a bottle that looks like it still has toner inside, don’t attempt to top off another bottle you may have. Toner bottles are designed to release their contents only when placed in a machine for a reason; toner can make a huge mess. Check with your service provider to ensure you are ordering the right supplies and make sure everyone in your office is using the right product for the right job. Beware of “Toner Pirates”! Unsure of who or what they are, check out our post: Don't Be Plundered By Toner Pirates.


6. A Clean Office Copier is a Happy Copier

One of the easiest things you can do to keep the copy machine working properly is to clean it on a regular basis. This includes a light wiping of the machine’s exterior and a regular wiping of the bypass and exit trays.

Always wipe away from the entry areas of the machine so dirt and debris do not fall into the paper path. Many copiers come with a cleaning cloth to wipe the glass platen as well. Always check the glass before you make copies or scans, as looser dirt will inevitably show up on your future documents.

Whenever clearing jams, be sure you retrieve all parts of the page that has jammed, even the tiniest scrap of paper left inside the paper path can cause great damage during your next copy run.


7. Choose a Copy Machine Suited for Your Needs

In some cases, MFPs break down because the machine is not well-suited for the demands the office staff members will place on it. If you have a copy machine that regularly breaks down, overuse could be the reason.

Don't fall for the false advertisements of “cheap” copiers that will cost you more in lost downtime, repairs, and productivity in the long run.

Don't overbuy either. Some machines are simply designed to be used almost non-stop throughout the day and to function better in high-use environments. Under-using those copy machines can also lead to more maintenance than “should” be required.


8. Schedule Regular Maintenance and Service Calls

Another idea to reduce downtime related to a broken copy machine is to schedule regular maintenance. Whether you are leasing your copy machine or you have purchased it, most manufacturers recommend regular maintenance service.

The frequency that these services are recommended may vary, and some leases may include periodic maintenance service. However, even when it is included in a lease, you may still need to contact the service provider to set up service. Research the maintenance recommendation for your equipment, and set automated reminders so that you remember to request the service you need.


9. Discuss Your Needs With a Representative

If you are struggling with frequent repair issues with your office equipment, you can request assistance from your repair professional. Your service provider may make recommendations regarding the need for an upgrade or different types of services for maintenance. Following this advice can benefit your office in the future. Don’t be afraid to ask for some direction.

Let’s face it, copy machines are the lifeblood of any business. Stop treating them like second-class citizens. From the walk-up copies and scans to the long print runs for a special project, your copy machine is there for you when you need it. Instead, use it with care, and maintain it. With proper use and maintenance, you will not only prolong its lifespan, but you’ll also keep things running smoothly for everyone in the office.

If your copy machine has a problem that you can’t fix or identify, it’s best to seek the help of a professional. It’s best to call a service that specializes in copy machine repair rather than relying on people in your company who aren’t familiar with the inner workings of these machines.

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At AIS, many of our clients have been working with us for over ten years. Not only do we provide great pricing, but our service technicians are the best in the business. Year after year they are constantly increasing the number of machines they service and the number of certifications they are trained and tested on, but decreasing the amount of time it takes to get our clients back up and running, the majority of the time on their first call. If you are interested in learning more about how we hold our service department to the highest standards, start a conversation today with one of our business technology consultants and let us show you how office technology can give you peace of mind and help you win more business.


Topics: Copiers

Written by Gary Harouff

As President and founder of AIS, I am passionate about growing our business and serving our customers. I'm proud that we are considered one of the fastest-growing companies in America. We have been named by Office Dealer magazine the elite dealer of the year and most recently by ENX Magazine as an elite dealer for 2017. AIS is the first independent dealer in the Las Vegas area to offer 3D printing technology from 3D Systems. Our partnership with Kyocera is strong and we have been an elite dealer for them. We recently became an authorized dealer of Xerox in their Document Technology Partner Program. Before founding AIS, I was President of Toshiba Business Solutions. I enjoy staying active, both physically and professionally. Charitable endeavors include: The Elizabeth Glaser Pediatric AIDS Foundation, Safe House, Christian Children’s Fund as well as other faith-based charities.

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