Copiers: Signs It’s Time for a New Machine

Although office operations are increasingly becoming digital, hard-copy documents remain relevant. More often than not, your team members stop by the copier before meetings to pick presentations and handouts. As such, if your office copiers are faulty, they can decrease productivity and the quality of work.

While carrying out regular maintenance and repairs are reliable ways of keeping these valuable machines working efficiently, there are times when a replacement is worthwhile. Here, we’ll discuss signs that show a copier needs a replacement and tips for caring for one to ensure it remains in shape throughout its expected lifespan.

Signs Your Copiers Need Replacement

Like other office electronics, copiers don’t last forever. However, most business owners don’t know when to dispose of a copier. They keep repairing it to a point where repair costs are almost equal to the cost of a new machine. Here are some signs you need new office copiers:

Unavailability of Repair Parts

Most copiers can last for up to 10 years. However, this doesn’t mean that they won’t break down along the way. In most cases, parts, such as feed rollers, drums, and fuser units, will require replacement to keep the copier working optimally.

If your copier model is old, finding repair parts can be daunting. This is because most manufacturers discontinue producing old models, including spare parts, as they introduce newer ones. In such cases, your copier might not be able to be repaired and could derail your office operations. The best option is to find a modern replacement.

Increased Security Risks

Some of the documents that go through your office copiers carry confidential information. Cybercriminals are aware of this and will always target these machines because most business owners don’t give them the security attention they deserve.

If your older copier doesn’t have security features such as password protection, two-factor authentication, and encrypted hard drives, it’s highly insecure and requires an upgrade. Most modern copiers are digitized, and security features are a priority.

Uptime and Downtime Are Almost the Same

It’s normal for a copier to break down from time to time. Nonetheless, if the downtimes are equal to uptimes, the copier becomes a liability. Besides wasting time, it also costs money, as you need to pay the technician and buy repair parts. In such situations, repair costs might add up to an amount that warrants buying a new copier.

Failure to Meet Existing Demand

As the business grows, the demand for an efficient copier increases. If your copier can’t accommodate the increase in demand, you’ll notice the dreaded line of employees waiting to use the printer. The result will be decreased productivity due to loss of time. In addition, this will overwork the machine and cause it to malfunction regularly. Buying more copiers that meet your office demand can resolve the problem.

Print Quality Keeps Deteriorating

The quality of your documents says a lot about your copier. If the documents have streaks, smudges, or faded prints, it’s a sign that your toner cartridges and ink need replacement. If you replace them and get the same results shortly after, it’s a sign that the copier’s internal components may be worn out.

The Copier Has Become Unsustainable

Energy-efficient copiers are paramount in any office. They minimize expenses and also help to preserve the environment. Sadly, most old copier models are not energy-efficient and consume much energy and might need an upgrade if you want your office to operate sustainably.

Ways of Caring for Copiers to Prolong Their Lifespan

Ensuring that your office copier gets proper care and maintenance can help extend its lifespan, reduce repair costs, and keep it performing optimally. Below are tips on how best to care for your copier.

Tip 1: Keep Your Copier Clean

Cleaning your copier is one of the first steps that will keep it working efficiently. It gets rid of dust, debris, and spillage that accumulate on the paper rollers, the glass platen, and cartridge heads, which can lead to jams, low-quality images, and streaky prints. To keep your machine running smoothly:

  • Use a lint-free piece of cloth to clean the exterior of the copier.
  • Regularly clean the glass platen where you place papers with a microfiber cloth and a non-abrasive cleaning agent.
  • Use compressed air to blow out dust and debris from hard-to-reach areas.
  • Use a small soft-bristled brush to clean dust and paper fragments off the paper path. This prevents papers from jamming while printing.

Tip 2: Use High-Quality Printing Supplies

The quality of supplies you use with your copier greatly influences its performance and lifespan. Choosing the right materials can help prevent damage and slow wear and tear. Here’s how to choose quality supplies:

  • Check the manufacturer’s specifications for the quality and grade of paper to use on your copier.
  • Use specified ink and toner to avoid harming your copier with third-party products.
  • Replace parts like fusers, drums, and cartridges directly from the manufacturer to prevent installing fake parts.

Tip 3: Follow Usage Guidelines

As part of the care routine for your copier, it’s essential to stick with the prescribed usage guidelines. This ensures that your machine is operating at peak performance with little to no breakdowns. Below are some best practices you can implement for copier use.

  • Avoid overloading your copier beyond its maximum capacity. Overworking it may cause recurring breakdowns and costly repairs.
  • Ensure you feed the documents properly, with no creases or staples.
  • Familiarize yourself with the copier’s features and functions in order to use them appropriately.

Tip 4: Schedule Regular Maintenance

Copier manufacturers usually install the machines and provide a maintenance schedule. You can ensure you stick to the schedule by contracting a professional maintenance provider to do regular checkups on your copier and clean it.

Tip 5: Address Issues Quickly

Copiers are fitted with diagnostic systems to detect when something is wrong. They do this by displaying error messages on the interface. In such cases, it’s best to contact a professional to check the problems promptly to prevent further damage.

Pay Attention to the Signs

All printers have a designated lifespan. Depending on the maintenance level, some might operate longer and others for a shorter period. Either way, knowing the signs that your copiers need a replacement goes a long way in improving efficiency in your office.

If you’re looking for office copiers, DTS is here to help. Our services are available in Bloomington, Minneapolis, and St. Paul. Contact us now, and we’ll help you begin the selection process with your needs in mind.