With most things you own, proper maintenance can go a long way toward helping you avoid major repairs. You take your car in for regular oil changes and tune-ups, have maintenance done on your HVAC system, and even see your doctor for annual checkups to maintain your health. Just as maintenance is vital to all of these things, it's also important for your office printer/copier. If you want to keep repair costs down and ensure that your machine provides efficient service every day, you must maintain it properly. So, before you buy a copier in Fairbanks, AK, check out this article to ensure you know how to maintain it.
Give It Time to Warm Up
We understand how frustrating it can be to wait for your printer to wake back up after it's been shut down. However, it's important that you do not try to rush the warmup process. Mashing the "copy" button repeatedly will not help your copier wake up any faster, and it can damage the machine.
If you're worried about wasting time waiting for your printer to warm up, make sure that you look into the warmup times for models you're considering purchasing. Different models will have different warm-up speeds, so you can look for one that is a bit quicker to start working after being shut down if this is something you're concerned about. There are even models available from manufacturers like Sharp that have a walk-up sensor; this means that the printer starts to warm up when it detects nearby motion, giving it a little bit of a head start with that warm-up process.
Load the Paper Tray Properly
This sounds simple, but you'd be surprised at how many printer problems are caused by an improperly loaded paper tray. Generally speaking, the most common paper tray problem for office printers is it being overloaded when the tray is refilled. We get it—nobody wants to feel like they're constantly reloading the paper tray. However, trying to shove extra pages in there is going to cause more problems than it's going to prevent, and instead of reloading the tray more frequently, you'll just find yourself constantly fixing paper jams.
Make sure that, when you load the paper tray, you don't fill it beyond the recommended fill level line. Additionally, ensure the stack is stacked neatly and free of creases or wrinkles. And if refilling the paper tray too often is your concern, make sure you buy a printer with a high-capacity paper tray.
Clear Paper Jams Carefully
Even when you meticulously load your paper tray, paper jams will sometimes still occur. When this happens, don't let your frustration get the better of you; take great care while clearing out the paper jam. Remember that your printer is a complex and delicate electronic device, despite its bulk. Before trying to clear the jam, check the display panel, which should show you exactly where the paper jam is. Then, unplug the copy machine and open the proper area of the device to find the jam. Try to extract the jammed paper slowly and carefully; using forceful movements may just cause the jammed paper to rip, making it far more difficult to remove, or it can damage interior components.
Keep the Machine Clean
Cleanliness is key to properly maintaining an office printer or copier. These machines need to be cleaned both inside and out. For exterior cleaning, you should wipe down the printer daily to remove dust and germs; be sure to disinfect high-touch areas like the display screen to prevent the spread of illness in your office. Also, make sure to clean the paper tray and exit tray, as well as the glass surface of the copier/scanner, to ensure that your copies and scans are crisp, clean, and free of streaks and smudges.
In terms of maintenance, however, interior cleaning is even more important than exterior cleaning. Dust—specifically, paper dust—can build up on the rollers and other interior components, causing more frequent paper jams and other issues. Carefully wipe up any dust accumulation you see, then close the printer. This doesn't need to be done as often, but you should open up the machine and carefully clean the inside of it once every couple of months.
Use High-Quality Paper
Speaking of paper dust, did you know that lower-quality paper will create more of it? While buying the cheapest, lightest paper you can find might seem like a great way to save money, that kind of paper will dirty the inside of your machine much more quickly; the sheets will also be more likely to get jammed or torn. Use a higher-quality paper with a bit more weight to it to help you avoid these kinds of problems.
Keep Up with the Maintenance Schedule
Finally, even if you're keeping up with your own regular maintenance tasks, it's incredibly important not to overlook your machine's regular maintenance schedule. You should have a technician out to service your machine regularly. A professional will be able to properly service the printer to avoid issues with damaged rollers and other interior components.
Replace Your Machine When Needed
Of course, every piece of equipment has a limited lifespan. When your printer's maintenance needs begin to exceed its usefulness to your business, it's time to replace it. If your office printer/copier is no longer meeting your needs or has failed completely, contact Arctic Office Products for help finding a new one. We'll work with you to determine your business's unique print needs, then find the best office printer/copier in Fairbanks, AK, for your company and provide you with any information you need regarding the machine's long-term maintenance needs. Call now or stop by our showroom to view our available models. One of our associates will gladly answer any questions you may have.