While a photocopier is a fixture in any office, maintenance for an expensive piece of machinery certainly isn't cheap. In fact, research estimates that office document expenses in Fortune 1000 companies can exceed $7500 per employee.
To keep the cost of basic office supplies manageable, it's critical to care for office equipment as a form of preventative maintenance. Operating a copier correctly and with the right supplies can help to stop problems before they start. This is one of the most effective ways to reduce costs in expensive copier maintenance from calling a service technician or warranty repairman.
How to extend the life of your copier
Just as you would take a car in for regular tune-ups, paying attention to the daily functionality of your photocopier will help you to detect small issues before they warrant major repairs. Consider the following tips to extend the life of your copier and make the most of your investment:
Stick to a regular cleaning schedule. If particles or dust accumulate on the scanner glass of a copy machine, it will affect the quality of any documents that are copied or scanned. For this reason, it’s best to clean copier glass regularly with anti-static cleaning liquid that is intended for photocopier use.
But don’t overlook the internal components of the machine; keeping the copier drum clean will help to remove excess toner buildup to create a better output in each copy. A copy machine may include a Mylar bar that can be used to quickly and efficiently clean the drum to keep internal mechanisms running smoothly.
Train employees in how to use a photocopier. While this may seem like a no-brainer, it’s important that all employees that use a copier are trained in basic processes, according to manufacturer’s instructions.
Many companies prefer to limit employee access to a copy machine for just this reason. Staff members that regularly use a copier should be able to troubleshoot basic issues, like paper jams and other user errors that could affect the life of a machine.
Research the brand you purchase in advance. To ensure that you get the most bang for your buck, take the time to research different copier manufacturers on the market to find a top-performing brand with few customer issues.
Most offices fare well by purchasing digital instead of electrostatic transfer copiers since the machines have fewer parts and require less maintenance and repair as a result. For offices with larger copy needs, commercial Canon or Xerox machines are preferred as they often include a built-in maintenance contract.
When the time comes for photocopier repair and maintenance, make sure to contact only a certified technician to get the job done. Paying for certified repair will guarantee that your money is well spent to restore a copier to factory working condition.