Regular maintenance of any machine can improve its performance and lifespan. Your office copiers and printers in Fairbanks, AK, are no different; the better you care for them, the longer they’ll continue to provide you with efficient performance. But what kind of maintenance do you need to be performing? How often do you need to have a professional service your machine? Keep reading to get several helpful maintenance tips that will keep your office printer working efficiently for years to come.
Regular Cleaning
One of the simplest steps you can take to extend your printer’s life is to give it regular cleanings. Dust and debris can accumulate on different parts of the copier, including the copier glass (known as the glass platen), paper trays, and document feeder. Here are some tips for cleaning your printer, which you should do every week:
Clean the Glass: Use a soft, lint-free cloth and a gentle glass cleaner to remove dust and smudges from the glass platen. Avoid any harsh cleaning chemicals or abrasive materials, as these can damage and scratch the glass surface.
Document Feeder and Rollers: The rollers on the document feeder are particularly prone to dust and debris. This can cause paper jams and other printer troubles. Wipe them down with a clean, dry cloth to ensure the paper feeds through smoothly.
Exterior Cleaning: You should also clean the exterior of the printer to prevent dust and other particles from entering the machine in the first place. For areas with high dust accumulation, consider purchasing an air filter for the copier area.
Use Quality Supplies
Using low-quality materials in your printer might seem like a good way to cut costs, but doing so can actually damage your printer, impacting its performance and lifespan. Cheap or low-quality toner can cause clogs and leave residue that can damage internal parts. You should be purchasing your printer toner from the copier’s manufacturer or a trusted supplier. Generic brands, while more affordable, can sometimes be less reliable or even incompatible with your printer.
When it comes to your printer paper, you may not be able to tell the difference between their different weights—but your printer can. Low-quality paper is more likely to leave dust particles behind, damaging rollers and other internal parts. Always use the paper recommended by the copier’s specifications.
Place the Copier in a Controlled Environment
Environmental factors like temperature, humidity, and sunlight can actually impact the performance and longevity of your copier. Because most offices are relatively stable, most people don’t think much about ensuring their printer is in a controlled environment. However, it’s important to avoid areas with fluctuating temperatures or any temperature extremes. Additionally, try to maintain a moderate humidity level to prevent toner clumping and paper jams.
The environmental factor that is perhaps most likely to impact your printer is sunlight. Direct sunlight can damage the copier’s components and increase the chances of overheating. Try not to install the copier in direct sunlight from a window; if you must install it by a window, make sure you have window shades to block excess light.
Handle Paper Jams Properly
Paper jams are a very common issue for copiers, and how you clear them can actually impact your machine’s lifespan. Avoid yanking the jammed paper out, as this can damage the rollers. Instead, power off the copier and open the designated compartment to locate the jammed paper. Most copiers have labeled diagrams to guide you through the process, since this is such a common issue. Remove the paper gently; if it’s torn, ensure you’ve removed all the pieces. Check for any additional debris or obstructions that may have led to the paper jam, then close the compartment securely.
Schedule Routine Maintenance
While all of these DIY maintenance tips will help to improve the life and performance of your printer, they’re not a replacement for routine maintenance by a professional. Copier technicians can identify early signs of bigger problems before they snowball out of control, and this can help you avoid more costly repairs while also lengthening the life of your printer.
Schedule professional maintenance at least once a year. The tech can perform a thorough inspection, clean those internal components that are hard for you to reach with your regular cleanings, and replace any worn-down parts. Regular diagnostics can also reveal issues that aren’t visible to the eye, like software bugs or hardware malfunctions that would otherwise go unnoticed.
Use Built-In Maintenance Features
Your printer is likely equipped to do some of its own maintenance. Self-maintenance features can help you to better monitor and maintain your machine, even between visits from a copier technician. Familiarize yourself with these features, and use them regularly:
Self-Diagnosis: Many copiers have a self-diagnostic tool that can provide error codes and alerts when any problems pop up. Check these codes as soon as they arise so you can address issues quickly.
Usage Reports: Some copiers can generate usage reports, showing how often different parts of the machine are used. This information can help you to recognize higher-use machine parts that much need more frequent maintenance or earlier replacement.
Cleaning Mode: Advanced copier models have built-in cleaning cycles for parts like the drum and rollers. Run these cycles periodically, if your machine has them, to keep internal parts clean.
Following these regular maintenance tips can help your office printer to last for many years. Of course, eventually, all machines wear out and require replacement. If your printer has reached the end of its useful life, we encourage you to contact us at Arctic Office Products or stop by our showroom. Our team of experts can help you order an office printer in Fairbanks, AK, and even set you up on a maintenance plan to ensure that your new machine serves your business well for years to come.
Comments