5 things to stop doing to your photocopier
The office photocopier is an integral part of doing business. If they break down, work can come screeching to a halt. There are a small number of everyday actions which can cause wear and tear to the copier, and affect the length of it’s life. Here are a few examples of what might happen to a copier in a normal office.
Setting food or drink on or near the copier
Everyone’s done it – when you’re in a rush, running out the door with a tea in hand on your way to quickly grab some prints from the photocopier. You set your mug on top of the copier, pick up your prints and you’re on your way. This might seem innocuous, but it’s a bad habit. If something happens and your tea spills all over the machine, it will cause trouble.
Anyone who’s accidentally spilled a drink on their laptop will know that depending on the severity of the spill, the copier could be down until a Managed Print Expert can resolve it – liquids and electronics don’t mix.
The same goes for food – eating a biscuit or a snack whilst stood at the copier can be problematic. Stray crumbs or those annoying chunks of granola bars which fall in can become lodged in the machine, and if that happens they can interfere with the inner workings of the copier. The best thing to do to avoid crumbly situations or tea spillages (a disaster in any context) is to put a table near the copier to set food and drink down on, extending the life of your copier (and tea).
Kicking the paper trays shut
As all photocopiers have their paper trays low to the ground, it’s often very easy to close them with your feet or kick them gently to close them. This is especially true if you’re back hurts. However, most paper tray drawers have small and fragile components which can break easily if they’re closed too harshly. If this happens the tray could stop working, or there may be small plastic pieces lost in the machine.
It’s best to crouch down and close trays with your hands, and if you’re unable to it’s a good idea to find a colleague who can help.
Forcing toner into the machine when it won’t fit
Toner cartridges will go into your photocopier easily. If it seems harder or if you’re having difficulty, double check that it’s facing the right way and it’s not rotated incorrectly. I things are lined up properly and it still won’t go in, you might have the wrong toner cartridge, and forcing it in will break and create a large cloud of toner which goes everywhere – very messy!
On a managed print service, you’ll only receive toner cartridges for your machine. Each one will be marked to correspond to the device it pairs with, and if you have multiple copiers it’s important to check this as they may use different types. If you’re unsure, give us a call – we’re here to help!
Putting staples and paperclips through the document feeder
Document feeders will do wonders for productivity when scanning in large stacks of paper. On newer models such as Sharp’s MX-4070, they can scan both sides of a sheet of paper in a single pass, making scanning even faster! All you need to do is press start and wait a few moments.
It’s important to make sure that all paperclips and staples have been removed from any paper being placed into the document feeder however, as this may break some internal components when it passes through. Paper with Blu-tac or Tip-ex can cause trouble too, as blu-tac will become lodged in the feeder, and tip-ex will stain the slit glass which the feeder uses to scan in documents, causing lines on all future scans.
For and paper with paperclips, staples, blu-tac or tip-ex on them, it’s best to use the normal flat glass under to scan in.
Office Christmas Party pranks
Classic office party scenes in TV shows, films and Christmas cards usually involve a gag featuring people photocopying themselves sitting on their device, and whilst this is quite funny, in the real world it’s very bad for the copier.
Sitting on the copier’s platen glass will break it, as the glass is meant for just paper rather than people. The glass will break, and the person might injure themselves, plus they’ll have to explain to their boss why they need new glass – best to just scan paper instead!
Want to make sure your photocopier is always working? Contact Us!
Get in touch with one of our print experts for more advice on how we help you look after your photocopier. Reach us on 0330 058 3895, email , or request a call back.