How to Care for Photocopiers

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Your office's photocopier is an essential piece of equipment that helps you accomplish work tasks every day. It makes and prints copies and may even scan documents to your computer. Keep it running smoothly by developing a maintenance plan for everyone to follow. You will extend the life of your copier if you keep it clean, routinely test its functions and keep it well-stocked. You won't have to have a technician come out and fix it as often, which will save money, too.

Clean your copier's interior and exterior at least once a week. Use a paper towel and surface cleaner to remove dirt, dust and debris from the outside of the machine. Open all the copier's doors to expose its interior. Gently wipe down these areas with a paper towel and cleaner. Use duster spray to blast dirt particles from tight crevices. Removing dust from your copier will prevent it from building up inside your machine, which could lead to mechanical breakdowns over time.

Check your copier's toner levels twice a week. The copier uses toner to print the copies you make. If you run out of toner, your copies will print with a streaked appearance and may not be legible. If the toner is low, replace it immediately to avoid putting extra stress on your copier to make copies using less toner than it needs. Keep a supply of toner cartridges in your office so you always have a new one ready to install.

Replace your copier's paper as needed and remove paper jams according to your copier's instructions. Don't yank on paper that has become lodged inside your copier; this could damage the machine. Follow the instructions that appear on your copier's control panel screen, if it has one, or in its owner's manual to remove the jam. If you can't dislodge a jam, call a service technician who can help you.


About the Author

Talia Kennedy has been writing professionally since 2005. Her work has been published in "The New York Times," "San Francisco Chronicle" and "The Sacramento Bee," among others. Kennedy has a master's degree from the University of California, Berkeley Graduate School of Journalism.

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