You use your office copier to make a large number of reproductions. As the machine is designed for heavy-duty tasks, you need to ensure it’s in tip-top shape. Otherwise, it can break down and lose your company thousands of dollars.
Let’s see how you can make the most of your copiers.
Copiers Best Practices
Here are some preventive measures to ensure you use your copiers correctly..
Don’t Overload the Machine or Insert Low-Quality Paper
How many times have you filled your copiers to the brim? If often, you’re making a mistake. It causes unnecessary stress on the machines and can shorten their lifespan.
Instead, check your paper capacity before running the copier. It should be indicated by a level line inside your paper tray. Fill the tray to just below the line, not over.
Additionally, avoid crinkled paper, since it can jam your machine. Moist paper is another no-go because it can curl and ripple, leading to low-quality prints.
Handle Your Copiers Carefully
The key to extending your copiers’ lifetime is handling them properly, especially when you’re having issues with the machines. You might be inclined to tear the drawers open and dig in to find the source of a jam, but this can be counterproductive.
Reckless disassembly can break the components and lead to irreparable damage. If you open the machines too quickly, some parts of the paper may also tear and become irretrievable.
Always unplug your copiers first before opening them. It reduces the risk of electric shock when reaching into the devices to clear paper jams.
Use Appropriate Supplies
Besides high-quality paper, your office equipment needs proper supplies.
For instance, don’t rely on just any toner, as they vary greatly in terms of quality and viscosity. Using an improper model can damage your copiers and require costly repairs or even nullify your warranty. Read the manufacturer’s manual to find out what toners are compatible with your devices.
If your bottle still has toner inside, don’t top it off with another container you might have. The bottles are meant to release contents only when inserted into a copier. They’ll make a big mess otherwise.
Consult your provider to ensure you have the right toner and other supplies.
Hire Professionals for Paper Lines
Lines across your pages are common, and it’s hard to get rid of them. DIY attempts can wreak havoc on your copiers, so don’t take a chance – hire a technician. This problem can indicate dirty rollers that require specialized equipment and skills to remove.
Another potential cause of the lines across your page is a page jamming before it’s fused in the copiers. There’s toner residue after the jam, which results in lines on subsequent pages.
If you need to fix the issue ASAP and have no time to contact professionals, try running blank copies on fresh paper. This may lessen the marks by removing loose toner as they go through the devices.
Likewise, dirty spots on copier glass could be the blame for black lines. Fortunately, you can clean the glass with alcohol-free cleaners and a microfiber cloth.
While you’re there, don’t forget about your slit glass. Go through your manual to determine its location and clean it, because any dirt here can produce black lines.
Adopt Other Cleaning Practices
The easiest way to improve the condition of your copiers is to clean them regularly. Wipe the exterior, exit trays, and bypass.
Always wipe from a machine’s entry area to prevent debris and dirt from falling onto your paper. This dust and fluff can also contaminate the glass and leave streaks on your documents.
Make sure to get all the paper out when clearing jams. Even the smallest amount can cause your machines to malfunction.
Schedule Service Calls and Inspections
You can dramatically reduce downtime due to broken office machines by scheduling regular maintenance. This applies to any device, whether you’ve purchased it or rented it.
The recommended frequency of these services varies, but most devices require upkeep every three months.
If you’ve rented your copiers, periodic maintenance might come free of charge. You’ll still need to get in touch with service providers to schedule it.
How Do You Prepare Copiers for Copying?
In addition to maintaining and troubleshooting your copiers, you can ensure they serve you longer by preparing them for each cycle.
- Stack copy sheets neatly.
- Align the paper so there aren’t any folded edges.
- Place blank sheets in your paper tray for copying.
- Select your copy function.
- Make your copies clearer by adjusting the contrast to make images and text to stand out from their background.
- Select dark or light colors.
- Run your test first. When selecting the quantity, press “1.” This allows you to check the results and verify the copier is working correctly without wasting time or resources.
What About Color Copying?
Color copying is one of the most important features of your copiers. It’s essential when copying certain documents, but do you really need to use it in each cycle?
You should reconsider this function if you don’t have robust machines that can’t handle large-scale color copying. Your devices might not be designed to process this task on a daily basis. It wears down the components and can lower the quality of your output.
Therefore, if you use color copying, be sure your equipment is cut out for the job.
Maximize Productivity With Fully Functional Machines
It’s hard to imagine a workday without your copiers. They’re an integral part of your business, but it might be time to replace your machines if they break down too often.
To boost your San Francisco business with top-quality copiers, Check out Golden Gate Office Solutions for fantastic deals to boost your San Francisco business with top-quality copiers.
