Are unanticipated copier supplies and repairs taking too big a bite out of your budget? Are you considering purchasing a new copier and wondering whether it’s worth bundling a copier maintenance contract with the deal? If your answer to either question is “yes,” or if you’re simply curious about what copier maintenance services actually entail, this article is here to help. Let’s take a look at how copier maintenance services work and how they can add value to your business.

What Are Copier Maintenance Services?

When your trusted office copier workhorse suddenly starts malfunctioning or stops working entirely, it can be a disaster. Office productivity screeches to a halt.

If the issue isn’t easy to resolve, you’ll probably need to call a copier repair technician urgently. Their call-out fees are typically not cheap, and you may also have to pay for replacement parts – if they are available.

That’s why, for many businesses, a broken copier represents an unacceptable business risk.

Why Enter Into a Copier Maintenance Agreement?

Copier maintenance services are designed precisely to prevent such a situation from occurring. You’ll typically pay a fixed monthly fee to a provider in exchange for a range of copier-related services. These services aim to keep your copier in optimal working order, repair it when it breaks, extend its lifespan, and ensure you always have adequate supplies of consumables like ink and paper.

Think of copier maintenance services as a kind of insurance for your copier(s). If anything unexpected happens, you’re covered.

What’s Included in a Copier Maintenance Services Agreement

Copier maintenance agreements are typically flexible. This flexibility is in part why the copier services sector is growing so fast.

The range of services offered will vary from provider to provider, and sometimes according to the copier’s model, age, and other important characteristics. Some providers allow you to select the services you require, while others offer set packages.

Copier maintenance services agreements are typically offered with the purchase of a new copier. However, you may also be able to secure a contract on your existing machine. Your monthly fee will cover a range of services for a pre-defined print/copy volume. You may have to pay extra if you exceed the agreed print volume limits.

But which services are typically included in the deal?

Service and Repairs

Most copier maintenance services agreements include both preventative and proactive maintenance.

The preventative maintenance minimizes the likelihood of downtime due to malfunctions, jams, and breakages. But if things do go wrong, you have the peace of mind knowing that expert priority support is a call away. Provided the repairs are within the scope of your agreement, you won’t be exposed to any nasty financial surprises either.

Most agreements include:

• Regular on-site machine services
• Troubleshooting and basic support (online and/or telephonic)
• On-site repairs for normal wear-and-tear issues
• Part replacement

Consumables Management

If your plan includes consumables, your provider will monitor and ensure you have adequate supplies of all the items your copier needs to function effectively. The regular delivery of required consumables and parts is usually included in the plan.

The consumables covered usually include:

• Toner
• Developer
• Waste toner cartridges

The parts included may include:

• Paper feed rollers
• Transfer belts
• Drums
• Fuser units

Remote Monitoring

In the pre-Internet era, you’d generally have to manually re-order supplies that are running low. Today, depending on the make and model of your copier, most providers offer remote monitoring for automatic re-ordering instead.

They’ll install software on your local system that tracks levels of toner and other supplies and alerts you and/or the provider when resupplies are needed. It’s efficient, fast, and helps prevent unnecessary downtime and loss of productivity.

What’s Not Included

Copier maintenance services agreements are typically pretty comprehensive, but they rarely cover absolutely everything. The following are typically not included in your contract:

• Paper – Usually must be ordered separately
• Staples – May be included if your copier has finishing features
• Rush shipping – If your agreement doesn’t include remote monitoring software, last-minute emergency shipments of consumables or parts are likely not to be covered
• User-caused damage – E.g., using paper not recommended for the device or spilling liquids into the copier
• Environmental damage – E.g., damage from excessive dust or power surges.

The Benefits of Copier Maintenance Contracts

Copier maintenance services do add an extra bill to your monthly expenses. But consider what you get in return.

Your provider will typically send technicians for regular inspections of the covered copier(s) on a pre-arranged schedule. These technicians are usually experts in your specific copier. They’ll check your copier and fix any issues they find there, and do so expertly.

This preventative maintenance prevents larger issues from occurring. However, if those larger issues do occur, you have experts on hand to repair them and replace any worn-out or damaged parts professionally.

In addition to the peace of mind that comes from knowing that you’re covered, copier maintenance services provide several other compelling benefits:

• Optimal performance – Regular maintenance means your copier works harder for longer.
• Reduced downtime – A well-maintained copier jams, malfunctions, and breaks less often, meaning reduced downtime.
• Increased productivity – Less downtime + optimal performance = more productivity in the office.
• Extended lifespan – Well-maintained copiers last longer, saving you money in the long run.
• Expert support on hand – Stuck with driver issues? Need some quick advice? Expert, priority support is just a call away.

Getting the Most From Your Agreement

Follow these tips to ensure you get the most value for money from your copier maintenance services contract.

• Check the details – Make sure you understand exactly what’s covered in your deal, including any exclusions and usage limitations.
• Use recommended parts and supplies – Don’t use paper types, toner, and parts not specified for your copier.
• Watch your print volumes – Don’t overwork your machine. This can reduce its lifespan and may breach your agreement.
• Keep monitoring software updated – This is especially important when replacing office computers.

Find the Right Provider

Not all copier maintenance services providers are made equal. It’s vital to choose a reputable provider with plenty of experience, especially with the makes and models of copiers you use.

Copiers Etcetera Inc. has been servicing the Pacific Northwest with high-quality imaging systems, copier maintenance services, and document management services for over 30 years. If you’re in Mill Creek, contact us today to discuss your requirements and get a quote.