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No matter how much we try to maintain a paperless office, there is always and will always be paper around. As a result, those papers need to somehow become permanent records for our office to copy and to file. Many copiers on the market, big and small, that can do amazing things with their bells-and-whistle attachments, so it is important to know about how to match your needs with the best copier.

Training and Authorizations

Although everyone in your office should know how to operate the copier, there should be one or two people who know everything there is to know about the copier and what it will and won’t do. Most people will only need to step up to machine, place their original in the document feeder and press the green button; others may need to know how to reduce and enlarge, collate, use the duplex feature and the 3-hole punch or staple feature. Everyone should know what the symbols on the dashboard mean and how to change the toner and used toner receptacle, and how to tell which paper drawer is signalling for paper. The two people who know all there is to know about the machine should also be the ones most adept at removing paper jams. A wrong move here, such as wearing a ring that could scratch, could cause damage to a roller or drum that might not be covered under a maintenance agreement. These two people should also be the only ones authorized to order supplies for the copier to avoid having too much on hand or being caught by a “toner phoner” that can cost a company a lot of money. These two people should also be the only ones to call in a service person to fix the copier. Take the time to really get to know what you need to know about the copier. Read the manual or have the installer show you the steps involved. Take good notes and you should be a wizard in no time.

Maintenance Agreements

Although maintenance agreements may seem like an expensive outlay, generally speaking, they are worth the money. Without one, you face paying a technician parts and labor to come in. One fried electronic board can easily take the money you thought you saved by not having a maintenance agreement. Generally speaking, you should tie up everything into one agreement, supplies (except paper) included. You can usually have it set up on a quarterly or semiannual payment for budgeting purposes.

Are You Connected?

Most large copiers are connected into your computer network, allowing you to issue commands to the copier from the monitor on your desk. This can be a huge savings in time, which is money, but it takes some getting used to. Others that are copying papers may accidentally pick up your project, or the copier may be tied up doing someone else’s large project. Many offices go with one large connected copier and several smaller ones placed conveniently for the office staff.

Other Tips

In summer weather, paper can become moist and cause more paper jams than normal. Keep your paper in either plastic bags or large tubs with a sealing top. Copiers can be very affected by static, which can cause damage to it. Place a rubber mat in front of it and make sure the installer properly grounds it. The copier should be plugged into a surge protector. Turn off office equipment at the day’s end to save energy.

Source: http://smallbusiness.chron.com/tips-copiers-16987.html

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