7 Copier Maintenance Tips to Prevent Downtime

In the fast-paced world of business, downtime can lead to significant productivity losses and missed opportunities. At Tangerine Office Machines, we understand the crucial role that copiers and printers play in your day-to-day operations. Regular copier maintenance not only extends their lifespan but also ensures they run smoothly, preventing unexpected breakdowns.

Here are seven essential copier maintenance tips to help you keep your equipment in top working condition and avoid downtime:

1. Regular Cleaning

Dust, dirt, and debris can accumulate inside and outside the copier, leading to paper jams, streaks on prints, and overall poor performance.

  • Exterior Cleaning: Wipe down the exterior of the copier with a soft, lint-free cloth. Avoid using harsh chemicals that can damage the surface.
  • Interior Cleaning: Use a can of compressed air to blow out dust and debris from the interior components. Pay special attention to paper trays, feeders, and any other areas where dust can accumulate.
  • Glass and Mirrors: Clean the scanner glass and mirrors with a non-abrasive glass cleaner to prevent smudges and ensure clear scans.

2. Use Quality Supplies

Using substandard or incompatible supplies can cause damage to your copier and result in poor print quality.

  • Toner and Ink: Always use the recommended toner and ink cartridges for your copier model. Genuine supplies are designed to work seamlessly with your equipment.
  • Paper: Use high-quality paper that meets the specifications of your copier. Avoid using damp or wrinkled paper, as it can cause jams and damage internal components.

3. Regular Firmware Updates

Firmware updates often include fixes for bugs, security vulnerabilities, and improvements to functionality.

  • Check for Updates: Regularly check the manufacturer’s website or your copier’s control panel for available firmware updates.
  • Install Updates: Follow the instructions to download and install updates. This can often be done through the copier’s settings menu or via a USB drive.

4. Proper Handling of Paper

Incorrectly loading paper can lead to jams and other paper handling issues.

  • Loading Paper: Ensure that paper is loaded correctly in the trays. Adjust the paper guides to fit the paper size and avoid overloading the tray.
  • Paper Storage: Store paper in a cool, dry place to prevent moisture absorption, which can cause jams and print quality issues.

5. Scheduled Professional Maintenance

Professional maintenance helps identify and resolve potential issues before they become major problems.

  • Regular Servicing: Schedule regular maintenance visits from a professional technician. They can perform thorough inspections, clean internal components, and replace worn parts.
  • Service Contracts: Consider signing up for a service contract with Tangerine Office Machines. This ensures timely maintenance and priority service when issues arise.

6. Monitor Usage and Performance

Keeping an eye on your copier’s usage and performance helps identify patterns that could indicate potential problems.

  • Usage Logs: Use the copier’s built-in tracking features to monitor print volumes and identify any unusual activity.
  • Performance Metrics: Pay attention to print quality, speed, and any error messages. Addressing minor issues early can prevent larger problems.

7. Educate Your Staff

Proper usage by all employees reduces the risk of misuse and accidental damage.

  • Training: Provide training sessions for staff on how to use the copier correctly. Include instructions on loading paper, changing toner, and basic troubleshooting.
  • User Manuals: Keep user manuals accessible for reference. Encourage employees to consult the manual before attempting any unfamiliar operations.


By following these seven maintenance tips, you can significantly reduce the risk of copier downtime and ensure your equipment remains in optimal working condition. At Tangerine Office Machines, we are committed to helping you get the most out of your office technology.

Regular maintenance not only enhances the performance of your copiers but also extends their lifespan, providing you with reliable service for years to come. For professional maintenance services and top-quality supplies, contact Tangerine Office Machines today. Let us help you keep your business running smoothly and efficiently.

Skip to content