Photocopier 101 - How To Properly Maintain Your Photocopier Machine

how to maintain photocopier machine photocopying printer fix

How many times have you used the copier at work? For many of us, we would have lost count but how many of us know how to care for the machine so that we don't have to waste a lot of time troubleshooting time after time? 

Well, barely any of us pay attention to the maintenance of these machines because most of the time, there is somebody to do that job for us. But the next time you’re stuck because the ink is too light or because of paper jams, you might want to learn how to take care of the copier. 

The info below outlines a few tips for maintaining your photocopier: 

Before cleaning your photocopier, it’s important to keep in mind the following: 

• Ask a specialist to demonstrate proper cleaning procedure before doing it yourself. 
• Switch off and plug out your photocopier before cleaning. 
• Don’t touch parts with caution labels (e.g. high temperature or high voltage). 
• Remove loose clothing or items such as bracelets, watches or other accessories. 
• Clean your machine from the inside out. 

Cleaning Aids And Tools To Help You Care For Your Copier 

• Alcohol (IPA or isopropyl recommended to clean rubber rollers) 
• Cloth (soft lint-free ones are highly recommended) 
• Screwdriver 
• Detergent (diluted in water to remove stains on covers) 
• Vacuum cleaner (suck dust + spilled toner in hard to reach areas) 
• Oil (for lubrication) 
• Flashlight 
• Paintbrush (to brush off dust and spilled toner) 

1. Turn off the Power 

Before you start cleaning or care for your copying machine, ensure you switch off the power. This will protect your copier machine from electrical accidents. 

2. Use Quality Products 

Using quality paper will significantly reduce paper shavings, dust and debris inside the copier. Check the manufacturer to ensure you’re using the best possible toner or paper for your photocopier. High-quality paper will result in less dust and debris inside the printer, which, in turn, will mean less need for maintenance. 

3. Load Paper Properly 

Quickly flick through large batches of paper to make sure that there are no staples, paperclips, folds or creases. This will help prevent paper jams. Carefully load the correct type of paper, size and weight into the copying machine and position the locks suitably. 

Avoid overloading the machine with paper as this might trigger a misfeed and potentially damage the printer. If you continue to experience paper jams, a photocopier specialist can locate the underlying problem and carry out the necessary repairs. 

4. Use The Right Equipment For The Job 

If you have a high-volume print office, you cannot expect a low-end photocopier to keep up. Before leasing or buying a photocopying machine, consider your copying and print needs and get one that best suits your usage for excellent performance. 

5. Always Keep The Glass Screen Clean 

After a period of continued use, the glass screen of your copier will be worn out. This will affect your prints. To clean the glass, spray a nonabrasive, lint-free cloth with glass cleaner and clean the glass. 

Avoid spraying the cleaner directly on the glass. Once the screen is cleaned, dry the solution with a paper towel to avoid any scratches or marks. Protect the glass from grazes by removing staples and paper clips before scanning your documents. 

6. Warm It Up 

Your photocopier needs warm-up time before it’s ready for its daily workout. If you turn off your copying machine for the weekend, when you switch it back on give it time to warm up. 

If it has been off, it most likely will undergo a calibration exercise. Keep in mind that, continually pressing the “copy” button will not speed the process. Let the calibration mode to finish its important work. 

7. Protect Your Copying Machine 

Day-to-day accidents, like dropping a pair of scissors or a coffee spill can wreak havoc for a complex piece of equipment like a photocopier. Keep food and drinks away from the photocopier at all times, and be cautious with scissors and other sharp objects so you don’t damage the copier's glass. 

8. Remove Dust and Debris 

It is important that you frequently clear any debris and dust from the photocopying machine. Keeping your copier machine clean will prolong its useful life. Dust might be seen as harmless, however it can negatively affect electronic components. 

Good practice dictates that you should take some time to dust around your printer, and the components at least once a week. 

Clean any visible dust by wiping it clean. You can remove dust on components with a small, fine-haired paintbrush to clean the interior components of the machine. Dust the ink cartridge holders, paper trays, and any other parts where dust from the paper can collect. 

Avoid using high pressure that could damage the photocopier. In addition, don’t forget to dust the exterior of the machine while you’re working on it. Lastly, clean the top of the ink nozzle with a cotton swab dipped in rubbing alcohol. 

9. Staff Training 

Staff training is important in making sure your photocopiers are taken care of suitably. Plan yearly staff training to ensure everybody remains mindful of usage practices and proper care. Just like anything else, if you take proper care of your photocopiers daily, they’ll perform better longer. 

10. Format The Hard Drive 

Modern copier machines have an internal hard drive that might be storing very sensitive information. Frequently clearing off this hard drive can help keep your photocopier running smoothly, and protect your company from data breaches. When it is time to trade in your photocopying machine, completely destroy or erase the hard drive. 

11. Have Regular Maintenance Service Checks 

Despite your best efforts, your copying machine is going to take a beating. It is a work machine, after all. There are components and places in the photocopier that you can’t reach to clean. Ensure these stay in good working order with routine maintenance service checks from a qualified service professional who knows photocopiers well. This will extend the life of your copying machine significantly. 

Copier Conclusion 

As you can see there are many elements that need monitoring to keep your photocopier functioning efficiently. So, keep your photocopier and other office equipment at top performance with routine maintenance and care that will extend the life of your devices. 

Whether you are looking to buy, lease or rent a copier, photocopier compare allows you to compare photocopier prices from the four leading UK photocopying machine suppliers. Get a free, no obligation quote now and find your ideal copier solution at a price that is right.


I hope you enjoyed this blog post about how to properly maintain and repair your photocopier, printer, scanner, and fax machines.

Interested in more articles about business and office equipment?

Read Related Resources:

The Business Equipment You Need To Run Successful Startups

How To Make Sure Your Workplace Is Top Notch

More Bootstrap Business Blog Below 

Bootstrap Business Blog Newest Posts: