It takes more than coffee to run a typical office. Take paper, for instance. Countless businesses worldwide still rely on paper for their document handling needs. As a result, copiers remain a pivotal part of office workflows. Like any office device, copiers need regular maintenance. After all, service is the key to keeping any machine, let alone a copier, in top shape. Here’s more on the importance of regular copier service.

Copiers Remain Integral to Office Workflows

We’re in an age where digital reigns supreme in other aspects of life, yet countless businesses continue to rely on paper processes for their document management needs. There are plenty of good reasons for this. However, one of those is a somewhat uncomfortable truth for the most tech-savvy among us – the so-called “paperless” office isn’t here just yet.

Despite numerous technologies that allow for creating, editing, and sharing digital files, the paperless office remains a distant dream for many offices. For one, it’s a goal that no business has fully achieved yet. Most still rely on paper solely by choice, while others have workflows that demand paper use.

Paper documents have plenty of other advantages that lead most businesses to prefer that tried-and-true format when compared to digital:

• Easy to Read – Digital screens give viewers eye strain and headaches if used for too long. You won’t have those issues when reading a report on paper.
• Easy to Mark Up – You can sign a contract on a PDF, but many people still find it more comfortable to make signatures, notes, and other markings on an actual piece of paper rather than on a screen. For many people, paper offers a unique tactile experience that no digital screen could ever hope to match.
• Safer Than Digital – It’s easy for hackers to breach cloud storage and steal digital files. However, physical paper documents under tough security with strict access protocols pose a different challenge.
• Time-Tested – Paper can last for decades or even centuries when properly archived. To this day, there are still plenty of documents dating back hundreds of years that can be readily viewed with few issues. On the other hand, digital files are significantly harder to archive and always come with the risk of being lost or corrupted.
• Cheaper Than Digital – With digital files, you’ll need devices to store and read and edit them. They aren’t cheap, and the potential ROI for expensive technology can look shaky, depending on your device needs. On the other hand, paper is significantly more affordable to create, handle, store, and reproduce.

It Is Essential to Maintain Regular Copier Service on Your Devices

Regularly scheduled copier service is essential when the copier is an integral part of your office workflows. After all, the last thing you need is for the machines you rely on to break down and bring your office to a standstill.

Here are some of the benefits that regular copier service offers for your office equipment:

• More Productivity – Disruptions caused by equipment failure can stop workflows in their tracks and, more importantly, prevent your employees from getting work done. Regular copier service helps reduce the likelihood of interruptions, keeping your employees productive and your clients happy.
• Longer Equipment Life – It’s only a matter of time before regular wear and tear takes a toll on your copiers. With preventative maintenance performed through standard copier service, you can extend the life of your equipment and even receive a good ROI in the process.
• Reduced Costs – Copier downtimes cost money in lost revenue and emergency repair fees. Regular maintenance lets you avoid costly repairs and even address potential issues through preventative service.
• Increased Security – Unmaintained copiers are especially vulnerable to cyberattacks and other exploits. Without the software updates and patches offered through routine copier service, you could risk a data breach through your unprotected equipment.

Tips for Between Service Visits

Shut off and start up only as needed. Leaving your copier on standby 24/7 adds wear and tear to the machine. Make sure your copier warms up before the start of the day and shuts down at the end of the day.

Keep your copier as clean as possible. You can do this in a wide variety of ways. For instance, you can use a small brush to clear dust and other types of debris from the copier, especially in crevices and other typically hard-to-reach areas.

Stick with high-quality paper. Cheap paper tends to shed dust and debris more than higher paper grades. Keep that in mind when it comes to paper selection. Using higher quality paper also reduces the amount of maintenance you’ll need to perform on your copier.

Load your paper correctly. Misfeeds and paper jams are common causes of copier malfunctions. Something as simple as following instructions while loading your paper can help save countless hours in equipment downtime.

Get rid of your waste toner. A massive buildup of waste toner can actually put your copier at risk of shutting down prematurely. Make sure you empty your waste toner regularly or whenever there’s an alarm indicating a full waste toner reservoir.

When in doubt, consult with an expert. Whether that’s an immediate supervisor or an IT specialist, knowing who to turn to for regular copier service can be pretty refreshing. You’ll learn various pointers and several “do and don’t” issues to keep in mind.

Your copiers are a vital part of your office workflow and a crucial investment in your Mill Creek enterprise. Routine copier service ensures that these devices last longer and remain more

reliable and secure throughout their service life. Contact Copiers Etcetera today to learn more about how we can keep your copiers running smoothly at all times.