Photocopiers are like any other machine: They have a job to do, and lots of working parts are involved in making it all happen. When new, they should work just fine, but over time, issues will arise and if not addressed, not only will performance decline, but there is a risk that severe damage will occur.
In the latter case, you may need to replace numerous parts of the machine or even have it replaced entirely, which are costs you could avoid through good copier maintenance.
What Photocopier Problems Can Be Easily Tackled?
Some problems can be avoided or swiftly corrected by early troubleshooting. Examples of these include:
· Paper jams, which can lead to a build-up of paper dust, causing more jams. This can be tackled with regular cleaning of the feed tyres.
· Cartridge or toner problems, which can be caused either by using the wrong toner to start with or by swapping out a faulty cartridge.
· Copies coming out too dark or too light. This can be tackled by resetting density levels.
These are simple matters of copier maintenance that can be done by diligent staff. But more serious issues may need an expert engineer to come in and carry out work on the machine. However, it does make sense to have the machine regularly maintained, which will mean not just that it is kept clean, but any mechanical defects are addressed.
In some cases, it is not always clear how serious the causes of an issue are. For example, a spot on the page when all else is fine may indicate dirt or dust on the glass that needs cleaning off, or it may be something more serious, like a defective drum.
What Serious Problems Can Affect Photocopiers?
Some issues unquestionably result from more serious, mechanical issues:
· Paper with lines can sometimes be caused by drum blades wearing out
· Overheating can lead to multiple component failures in the machines unless staff immediately stop using the machine
· Failure due to wear and tear as the machine gets old
In addition to all of this, there are, of course, instances when accidents can cause damage to the photocopier, or reckless behaviour, like the notorious office Christmas Party trick, when someone sits on the photocopier to create a permanent image of their posterior and breaks it in the process. The best way to avoid the latter may be to hold the party elsewhere.
If keeping copiers clean, regular maintenance and using the right toner all help, so too can the smart moves of choosing the right copier and knowing what its maintenance needs are.
You might imagine that damage can occur through overuse, by wearing out a copier that was not meant to be used around the clock. However, you could make the opposite error, as some are designed to be used a lot and underuse can lead to increased failures and more maintenance. Your priority should be to get a copier suited to your needs.
How Can Staff Take Responsibility For Photocopiers?
The best way to make sure your photocopier lasts longer is to have some clear workplace practices aimed at ensuring staff are aware of how the machines work, how dirt can accumulate and impede function, how damage can occur, and when to raise issues so that essential maintenance work can be carried out.
By spotting signs such as lines on prints or blotches on otherwise pristine copies as signs of possible issues requiring investigation, staff may help ensure that maintenance issues are flagged quickly and dealt with as soon as possible.
It might mean that a few small parts need cleaning, fixing and replacing, rather than more damage occurring if matters are ignored.
Similarly, protocols to stop using a photocopier if the warning light indicates it may be overheating are a smart move, even if in the short term it means something does not get copied as soon as desired. That may be a minor inconvenience, but a photocopier that sustains major damage through overheating will inconvenience everyone.
Besides all of this, if everyone has responsibility for the welfare of a photocopier, there will be less likelihood of things getting so dirty or damaged that major problems occur. It might also deter a few people from reckless office party pranks, too.
Ultimately, every photocopier will have a shelf life and there will come a time when it can no longer produce high-quality copies, no matter how well looked after it is or how many parts are replaced.
Nonetheless, by taking wise measures to help keep your copier in good condition, it will give you much longer service before it needs replacing than it otherwise would.