Photocopier Maintenance Tips

Photocopiers are often one of the most integral parts of an organisation’s operations – we rely on our copiers and multifunction devices to print, scan, copy, and fax copious amounts of documents on a daily basis. So, when things go wrong with the equipment and there are disruptions to its service, it can severely impact the overall productivity and efficiency of that day.

This is why we think that carrying out regular and thorough photocopier maintenance should be high on the list of priorities for any organisation that depends on its copiers. Everyone in the workspace should take an active role in maintaining the copier equipment, and the help of professionals should also be considered once in a while. Follow our photocopier maintenance tips below to keep your devices running smoothly at all times.

Copier Maintenance Tips to Keep Your Equipment in Top Condition

1. Read the Instruction Manual For Your Device

This might seem like an obvious tip, but people often forget that the instruction manual for each copier model contains lots of helpful information on the equipment. The manual will contain general tips for the maintenance of the copier equipment, as well as instructions on how to operate the equipment and any special features the model may have. Reading through the manuals for your copier devices ensures that you know how to properly operate them and that you’ll get the most out of their features. You will be able to reduce the amount of downtime that you experience when there are breaks in service or paper jams, as you will know how to best deal with these issues when they arise.

2. Use the Right Paper and Parts for the Model

The type of paper and device parts intended to be used in the copier equipment will vary by model and brand. If the wrong paper or parts are used in a certain copier model, it can prevent the device from functioning at its full capacity, or may even prevent it from working at all. For example, your particular copier model may only be designed to take a certain weight or thickness of paper, so filling the tray with paper that’s too heavy or thick will likely cause the copier to jam. The device’s manual will contain information on the right paper and parts to be used with that particular copier model.

3. Keep Supplies Topped Up

Make sure that you always have enough paper, ink, and toner inside the actual copier, and keep extra supplies stocked up in surplus in the workspace. Up-to-date copier models have a function that alerts users when levels of these supplies are low in the device, so keep an eye out for these alerts and replenish the device’s supplies as soon as you can after you see them pop up. It might be a good idea to specifically designate a member of your team with the job of carrying out regular inventory checks, to prevent any breaks in service due to shortages in the supplies.

4. Store Supplies Properly

It’s very important to ensure the proper storage of any surplus supplies, especially that of ink and toner. Any ink and toner cartridges kept in reserve should be stored standing upright in an airtight container. Doing so helps to prevent the cartridges from leaking, and also ensures the ink won’t dry out before you get to use them.

5. Let Machine Warm-Up After Inactivity

Some copiers take a bit of time to warm-up again after they have been left unused for periods of time, e.g. equipment taking longer to wake up on a Monday morning after being in sleep mode all weekend. Give your devices a chance to warm-up after periods of inactivity by doing a couple of unimportant test prints when you switch them on for the first time. It may get off to a slow start or make some funny noises, but this is normal, so be patient and let the device get back into gear before giving it anything more demanding to process.

6. Clean the Glass on the Copier

The glass on where you place documents to be scanned and copied is a part of your copier equipment that will need regular maintenance. Dust and grime can build up very quickly on this part of the copier as it is used so frequently, so it should be cleaned at least one time per day. If you forget to do this, the smears and streaks on the copier’s glass will start to show up on printed out copies of documents, lowering their quality or making them unreadable. The copier glass should be wiped down at least once per day with the use of some high-quality photocopier glass cleaner.

7. Clean Dust From the Inside of the Copier

Dust tends to collect on the inner workings of the copier, which can cause problems if left to accumulate for too long. The insides of the equipment will need to be checked regularly and cleaned out to remove any dust or debris that has collected there. To clean the insides of a copier without damaging it, use a soft, dry cloth to gently dust over the copier device’s inner workings, and use compressed air to get into any hard-to-reach places. Doing so will help reduce the risk of paper jams or bad copies caused by dust or debris in the device.

8. Clean the Ink Cartridge Head

The ink cartridge head is another part of the inner workings of the copier which needs to be checked and maintained every so often. Dust and grime can accumulate here as well, and will impact the quality of your scans and printed copies if the ink cartridge head is left without maintenance. Take a damp cotton pad and use it to gently wipe over the part to remove any dust, grease, or debris.

9. Clean the Paper Rollers

You should also remember to clean off the paper rollers when cleaning the inner workings of your copier equipment. The paper rollers inside the copier are at the source of one of the most common problems with the equipment, which is the issue of paper jams. Paper jams are caused when dust is left to collect on the paper rollers, as the dust prevents the paper from being able to move through the paper rollers the way that it should. Use a lint-free cloth to wipe down the paper rollers to remove any dust or debris.

10. Clean the Drum

The drum on the inside of the copier device will need maintenance at some point as it can become clogged over time. It is an essential part of the copier’s mechanisms which is responsible for transferring toner onto the paper to make printed out copies. If the drum isn’t carefully maintained, it can become clogged with toner and will need to be cleaned or replaced. You can use a specialised tool known as a Mylar bar to scrape off excess toner on the copier’s drum. These tools can be easily purchased online.

11. Clean the Fuser

Another part of your copier that needs to be cleaned as part of your maintenance routine is the fuser. The fuser is responsible for sticking the printed toner to the paper as the machine prints copies, and is a common source for copier breakdowns without proper maintenance. To maintain it, add a small amount of silicon oil to a dampened cloth, and use this to wipe down the fuser unit, removing any excess toner or other debris in the process.

12. Schedule Regular Maintenance

The best tip that we can give of all is to schedule regular maintenance of your office equipment. You should create a rota of maintenance tasks that should be completed by employees on a regular basis, and seek the help of printing professionals when you need to. Professional maintenance involves the expert deep cleaning of your equipment and catching any potential issues before they develop into bigger and more disruptive problems. You will have the option of arranging a contract for scheduled maintenance, repair, and support services as part of a photocopier rental agreement or photocopier leasing agreement.