Your office copier is a trusty appliance, always there when you need duplicates fast. Despite the shift toward paperless documentation, virtually every office still needs a copier or a printer. That’s why the printing business in the United States is still worth an incredible $1.4 billion.

Businesses can ensure they’re not overspending on printers and office copiers by carefully maintaining the ones they have. By following the right daily, weekly, and monthly maintenance tasks, copiers can keep producing high-quality output for years.

Office Copiers: An Office Essential

Modern office copiers do more than just produce black-and-white copies of existing documents. Although, that’s sometimes a task you need them to perform. Many customers still prefer a hard copy of documents. You’ll notice this if you work with customers or clients who are seniors, lack tech expertise, or don’t have reliable internet access. Copies they might need include:

  • Copy invoices
  • Contracts
  • Receipts
  • Instructions for products or services
  • Brochures or other paper-based advertising materials

Many newer copier models include the facility to wirelessly connect to print networks, taking on the role of office printer as well as copier. Some may offer fax capabilities, or high-quality, full-color prints. An all-in-one copier can replace several machines in your office, saving space and, in some cases, cutting costs.

The right office copier can even boost company morale by increasing efficiencies and optimizing the amount of time employees have to dedicate to critical tasks.

Daily Copier Maintenance Tips

Now you understand how essential your office copier is, you’ll want to invest time and energy into proper copier maintenance. First off, we’ll look at the things you should be addressing daily.

Paper Jams

A paper jam causes copiers or printers to grind to a halt. If you have more than one copier, it can be tempting to leave a jam until later and simply use the other machine. Resist this temptation and gently remove the jammed paper as soon as a problem occurs.

Cleaning Obvious Dust and Dirt

These jams can be caused by dirt or debris accumulating in the paper feed or other parts of the copier. Dust your office copiers daily and consider having obvious trash receptacles nearby to encourage employees to dispose of waste paper appropriately. Immediately clean up nearby spills and remove noticeable debris from on or around the copier.

Checking Ink/Toner Levels

Running out of ink or toner mid-task can be a disaster. That’s why office administrators or managers should check toner levels daily. Some office copiers provide alerts when their ink or toner is running low, so keep an eye out for these.

Weekly Maintenance Tasks

Some tasks don’t need to be performed every day but should be done at least once a week for optimal office management.

Clean the Printer Room or Area

As well as daily dusting, ensure the whole printer/copier area is fully cleaned at least once a week. Removing grime and litter from the room reduces the chance of debris interfering with your office copiers.

Check Print Appliances for Jams or Mis-Feeds

Not all employees will report technical faults with equipment. Take a few minutes to check each machine over once a week, ensuring there are no jams or paper feed issues. Run a test print or copy to ensure everything is working as expected.

Monthly or Less Often: Firmware Updates and More for Office Copiers

Most modern office copiers and printers with wireless connectivity require firmware updates every so often. These essential updates help improve network security and may even improve print quality. Follow the instructions that came with your copier to check for updates and install them correctly. Remember to restart your equipment after any updates if prompted to do so.

Similarly, print software may also need updating from time to time. The computer-based (or smart device-based) solutions you use to set up printing are often apps from a particular supplier. Alternatively, you may have drivers that allow your office copiers to run directly from your operating system, e.g., Microsoft Windows. In either case, your computer should prompt you to update these apps or drivers as needed. It’s worth doing a monthly check for updates to ensure you’re getting the most out of your print and copy solutions.

When to Invest in Managed Print and Copier Solutions

All these maintenance tasks add up to a significant time burden for office employees. Time taken up handling printer and office copier maintenance could be better spent with customers or clients. Some office managers may not have the skills or confidence to handle all of these technical tasks. Incorrectly completed maintenance tasks can lead to damaged copiers, stress, and even loss of profits via reduced efficiency.

That’s why so many North Carolina businesses invest in managed print services (MPS). MPS means that all aspects of printing and copying are handled by a third party. There are now at least 22,000 print service suppliers in the United States, indicating how popular this choice is for growing businesses.

MPS can include:

  • Assessment of print and copying needs
  • Recommendations for equipment
  • Providing equipment either by sale or by lease
  • Regular copier supply refills
  • Automatic firmware and software updates
  • Employee training on the proper use of printers and copiers
  • Regular maintenance and repairs

The right MPS provider can increase the efficiency of your office and significantly cut costs spent on maintaining your printer fleet.

Why Invest in Print Services From Kelly Office Solutions

Kelly Office Solutions can help your business with numerous office technologies. We supply drivers for multiple brands and models of copying equipment, including brands like Brother, Lexmark, HP, and more. Our team also handles fully managed print and copy services. Bring your printing and copying requirements all under one trusted, external service provider.

If you run a business in Winston-Salem, Charlotte, Greensboro, or surrounding areas in North Carolina, get in touch with Kelly Office Solutions. We’ve provided firms across our community with business technology services since 1947 and we’re always expanding and diversifying our offerings. Let’s find out how we can make office life better for you.