At Arctic Office, we’re passionate about copiers. We know that copiers are the unsung hero of every office; they’re essential to daily operations, but no one really talks about them unless they aren’t working. And, when the copier is on the fritz, everyone knows. Malfunctioning copiers are frustrating and costly, leading to downtime and expensive service calls. Keeping your office copier running requires maintenance, much of which you and your crew can do daily. Even the best office printer copier in Fairbanks, AK, needs a bit of TLC. The following four habits, if faithfully adopted, will keep your copier cranking out high-quality copies, day in and day out.
Use Good Paper and Toner Cheap, low-quality paper creates dust as it flows through your copier. Dust and paper shavings inside the copier degrade the print quality and cause wear on the components. High-quality paper reduces paper debris which, in turn, leads to less required maintenance. Your owner’s manual specifies the paper recommended by the copier manufacturer; use it. Paper choice isn’t all about quality. It’s also about weight. Use the weight specified by the manual; thinner or heavier papers will lead to paper jams in the machine. Also, load the paper into the tray carefully and never overload. Store paper in a dry place. Paper that is even a little bit damp from humidity will jam more easily. Always use the toner cartridges recommended by the copier maker. Saving money on toner, which is expensive, by buying generic knock-off cartridges will cost more money in repairs in the long run.
Clean the Machine Copiers attract a lot of dust. To maintain the quality of your copies and keep the machine running smoothly, make cleaning a part of your regular routine. Polish the glass with a lint-free cloth and a nonabrasive glass cleaner. Wet the cloth and then wipe, never spray directly onto the glass. Inside the copier, use a soft lint-free cloth to wipe away visible dust from all visible surfaces. You can also use a soft bristle brush to clean internal components. If the owner’s manual gives directions for cleaning, follow them regularly.
Train Your Team Copiers have been around for a long time, and most of us use them without thinking much about it. One of the most effective ways to extend the life of your copier is to encourage your crew to stop for a moment and think before using the copier. Train them to use the machine properly, including things like loading the paper trays, clearing a paper jam, and replacing the toner. Doing these routine tasks wrong or carelessly causes expensive damages and results in costly service calls. Train your team to respect the copier; don’t set drinks or food on the machine, don’t send documents with staples or paper clips through the document feeder, and don’t close the top on bulky items such as books or binders. A well-trained office can keep a copier in great shape.
Follow the Maintenance Schedule The manufacturer defined a routine maintenance schedule in the copier’s owner’s manual. Follow it. Don’t skip service calls or skimp on maintenance, as these lazy choices will always come back to bite you.
The Bottom Line
Prevent the headaches that come from a broken office copier by insisting on good copy machine habits in your office. You can avoid unnecessary service calls by following these simple tips. But, if even your best efforts can’t keep an old machine running properly, it’s time to buy a copier in Fairbanks, AK. The team at Arctic Office is here to help you find a copier that’s right for your business and make sure you know how to keep it running smoothly. Come visit us today to experience what’s new in copier technology.