Important Tips For Office Copy Machine Maintenance

Posted by visualedgeflorida on March 17th, 2021

Like any other piece of equipment, copiers need to be maintained to keep them working for a long period. If you notice that your copier is lagging, causing the problem while printing out documents that in turn affects the productivity of the business or making low-quality copies, this means that the machine needs some maintenance. Keeping the photocopier in good condition helps it work smoothly and also increases productivity around the office. In this article, we will discuss some basic tips to clean and maintain your copy machine. 

1. Training

The best way to keep your office equipment running is to train the employees on how to use it properly. It is better to train one or two employees and make them take charge of the task whenever someone needs to use the copy machine they can ask for their guidance. 

By training the employees, the problem can be solved while it is small and only those who know how to use the machine properly will be using it without causing any further problems. Some other points to keep in mind are the paper size and toner used in the machine. 

Make sure to use the paper size that is compatible with the copy machine and toner that is bought from a reliable source and is compatible with your device. Read the instruction manual thoroughly and only purchase the parts that are designated for your copy machine; otherwise, wrong parts may cause your guarantee to be voided. 

Major and minor problems can be solved with a little bit of patience and by reading the instruction manual that is specifically written to help the customers to manage on their own rather than making service calls for minute problems like paper jams. 

2. Ink

Dust particles and other types of dirt from the surrounding can collect on the ink cartridge. This can result in random lines and spots being printed on the documents. Cleaning the ink cartridge is a more delicate process than just wiping the glass or the rollers. It is suggested to use a small, slightly damp cotton pad for proper cleaning. You can also use a glass cleaner but in a smaller quantity. Do not rub to remove any dust or dirt. Just gently pat the area where there is any buildup of dust with a cotton pad.

Whatever type of office copy machine you might have bought or leased, it is important to make sure the ink cartridges and toners are maintained at good levels.

3. Maintain Paper Rollers

When the paper rollers are in bad condition, you can end up with the problem of paper jamming. This can cause the workflow to be disturbed. You can easily avoid this problem with some precautionary measures. The usual cause of paper jams is the build of dust on the paper rollers within the copy machine. It is also possible that some small scraps of paper get stuck on the rollers. This build-up causes the rollers to move at a slower speed or stop all together that prevents the paper from moving any further, resulting in jamming. By cleaning the rollers often with a lint-free cloth, you can get rid of any dust build-up. 

4. Pay Attention to Glass

If dust collects up on top of the glass, the quality of your copies may be bad as the scanning process was no very clear. While keeping an eye on the smaller parts of the copy machine, do not neglect the glass. Make sure to wipe any dust on the glass daily. No one likes to get documents that have smudges and smears from the dirt on the glass. It can lead to a waste of paper too as you may end up making copies again and again to get a good quality copy of the important document. 

Conclusion

We hope this article will help you maintain a photocopier machine in the best possible conditions. You can decide on investing in a photocopier with ease once you know how to maintain it in the long run. The main takeaway is to clean the copy machine at least once a week to keep me in good condition. If you are running a large business that has a high volume of copies, it is best to clean out the copy machine at the end of the working day. By keeping these basic tips in mind, you can easily maintain the machine so it will run smoothly for a long period.