Every office relies on a copy machine to ensure smooth print operations. But when it breaks down, productivity halts. These copy machine repair tips will help ensure your operations experience little to no downtime by avoiding the most common problems and enacting the necessary troubleshooting tips when you run into issues.
Why Copy Machine Maintenance Matters
Typically, busy offices do not take the time to maintain their copiers due to high-volume work. Unfortunately, this means that these devices only get attention when something goes wrong. This is unfortunate, as your copier is one of the hardest-working devices in the office, handling everything from bulk print jobs to last-minute presentations. Regular care and maintenance of your device are key to reducing downtime, preventing costly copy machine repairs, and keeping your team happy.
The good news is that many of the irreversible copier problems can be avoided by becoming aware of the signs, educating your team on deescalating the issue before it snowballs, and continuing proper care of your device. Today, we have put together a few tips for ensuring your copier continues to run efficiently in your office, saving money and time.
Tip 1: Maintain a Clean Paper Tray & Stay Stocked
Paper jams are by far the most common copier problem many of our client’s face. Paper jams happen when the tray is left dirty and obstructed, and your paper is misaligned in the actual tray. Overfilled trays are more than a minor issue. If consistent, or not properly fixed, they can lead to device breakdowns and a huge loss of Roi on your investment.
Luckily, paper jams can be avoided by:
- Fanning paper before loading to reduce static
- Not exceeding the paper tray’s capacity
- Storing paper in a cool, dry place to prevent curling
Additionally, we cannot stress enough the importance of utilizing the correct paper type for specific devices. At BDS, we manage a comprehensive collection of brand-compatible printer supplies from top manufacturers like HP, Canon, Kyocera, and Ricoh. Investing in your printer supplies with a certified reseller like BDS is key to avoiding paper jams.
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Tip 2: Clean the Copier Glass
Did you know that smudges, dust, and scratches on your copier glass could negatively impact your print quality? Left unclean, dirty glass can leave annoying streaks, spots, or shadows across every document you copy. This reduction in print quality carries the risk of reputational damage, due to your essential documents not meeting a professional standard. This is especially true in industries with high-level compliance requirements like healthcare, law, and finance.
To avoid this reduction in print quality, it is essential to clean your copier glass with suitable materials. To stary, use a soft, lint-free cloth to gently wipe the glass regularly. Avoid harsh chemicals that can damage the surface like over-the-counter cleaners. The trick here is to regularly clean your glass, so you do not reach a point where the damage is irreversible. Keeping the glass clean not only improves copier but also will extend the life of your machine.
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Tip 3: Do not Ignore the Red Flags
The frustrating part about copier repairs is that the device itself typically warns you before it escalates into a big problem. We understand that when daily operations are busy, it is tempting to hit the reset button on any error code that pops up. However, it is important to remember that these codes exist for a reason. Whether it is low toner, overheating, or a paper feed issue, error codes help you identify problems before they escalate.
BDS offers managed print services that can help identify these alerts and allow us to intervene early before issues escalate. When these errors pop up, you can count on our team to ensure the issue is remedied efficiently with little to no downtime to your infrastructure. Whether you partner with BDS or another provider, always keep a quick reference guide handy to contact your service provider.
The Bottom Line
Let’s face it; sometimes certain copier issues are out of our control. Even with the best habits and practices, you very well can find yourself running into issues beyond basic troubleshooting. Complex copier problems are best handled by a certified print technology provider like BDS. Our trained technicians provide comprehensive copier maintenance and repair services to keep your office equipment reliable.
We diagnose and fix issues regularly, minimizing downtime so your team can stay focused. Your copier does not have to be a source of stress. With a few preventative habits and timely service calls, you can avoid unnecessary downtime, extend the life of your office copier, and keep productivity on track. To stay updated on the latest industry trends and news, follow BDS on LinkedIn, Facebook, YouTube, Instagram, and TikTok today!
Frequently Asked Questions
Q: How can I extend the life of my office copier?
A: Regular cleaning, using quality supplies, sticking to a maintenance schedule, and addressing small copier problems quickly all help extend the life of your copy machine. Preventative care often costs less than frequent emergency repairs.
Q: What signs indicate my copier needs professional repair services?
A: Warning signs include repeated error codes, unusual noises, declining print quality, or frequent paper jams despite proper loading. These issues often point to underlying problems that require trained technicians to resolve.
