Even in this age of remote working and digital communication, the office copier remains an essential component of millions of businesses and organizations of every type and size. When the copier is not working properly, or even breaks completely, significant delays, disruption and expense can be the result. So if you’re weighing up whether to buy or rent a copier, or deciding which copier to buy or rent, factoring in the potential cost of maintenance and/or copier repairs over time is an important consideration. In this article, we’ll unpack copier repairs – the kinds of repairs copiers usually need, your options for repairing them, and other considerations.
Why Do Copiers Malfunction?
The act of making copies is usually as simple as inserting the page to be copied, pressing a few buttons, and stepping back to wait for your copies to finish printing. However, inside the machine is a complex array of components, including the drum or belt, corona wires, the lamp and lenses, toner, fuser, circuits, controllers and more.
Like all machines, some of these components will break or wear out over time with constant use, causing print errors or even resulting in the copier ceasing to work at all.
Your copier may also have a manufacturing defect, where one or more sub-optimal parts were installed at the factory, but the issues only start appearing after the copier is put to regular use.
There’s also the ever-present risk of good old-fashioned human error. Jostling, poor ventilation, exposure to extreme temperatures or humidity, and incorrect use can all damage a copier.
Common Copier Repairs
There are steps you can take to prevent your copier from breaking, and you may be able to handle some of the simpler copier repairs yourself. But for more major issues, you’ll need the services of copier repair professionals.
The best thing you can do to reduce the risk of copier issues and extend the longevity and functionality of your copier is to diligently clean and maintain it, and ensure staff are effectively trained in how to use it properly.
Some of the most common issues are:
Paper Jams
These are usually caused by human error, such as using the wrong size of paper or inserting the paper incorrectly. If it’s a minor jam, you might be able to remove the stuck paper yourself. But if the paper is jammed tight, forcing it loose may cause more severe problems, so it’s best to call in a professional technician.
Toner Issues
When toner cartridges are not installed correctly or run low, printed pages might be too light, the wrong colors, or even blank. Reinstalling or replacing the toner cartridges usually resolves these issues.
Dirty Parts
Even with regular maintenance, sometimes due to regular wear and tear, a build-up of dust and dirt can cause some moving parts to stop working properly, causing spots, smudges or lines on the printed pages. The copier will need to be cleaned and possibly have parts replaced to restore normal functionality.
Damaged Drum Unit
The drum unit or imaging unit is responsible for transferring the image to be printed onto the blank pages. If it is not able to hold the electrostatic charge necessary to print, the copier will print blanks. The drum unit is a delicate item, easily damaged even by exposure to sunlight. Even if you are skilled in printer maintenance and may be able to replace it yourself, it’s usually best to call in professionals.
Damaged Fuser Unit
The fuser unit is one of the most expensive parts of a copier to replace. The fuser has two drums which apply the heat and pressure needed to attach the toner to the blank page. If either break, the copier won’t print properly. As with the drum unit, unless you are experienced, replacing this part is best left to a technician.
Circuit & Controller Issues
If your copier turns on but flashes an error code instead of printing, the issue is likely with circuits and controllers inside the machine. The specific error will be indicated by the error code, which vary depending on the make and model of the copier. A simple reset might be sufficient, but often part replacement and additional service may be required. In fact, most of these errors almost always require a technician to resolve.
Copier Repair Options
Generally, copier repairs can be divided into two types:
- On-Site Repairs (Scheduled or Emergency), where the copier repair technicians perform the repairs at your premises.
- Depot Repairs, where the copier is taken to a workshop for repairs.
You have different options for dealing with copier repairs depending on whether your copier is rented or owned.
For Rented Copiers
Service Maintenance Contract
The rental agreement for your copier should include comprehensive maintenance including both preventative and restorative maintenance. This service maintenance agreement should provide regular maintenance such as cleaning, software updates, and toner replacement, but also include replacing broken parts or even the copier itself if required.
Some copier repairs can be rather costly. So if you’re weighing up different copier rental options, it might be worth paying a higher rental fee in return for more comprehensive maintenance and repair cover.
For Owned Copiers
If you own your copier or are looking to buy one, there are several copier repair scenarios.
Warranty
Almost all new copiers will come with a manufacturer’s warranty, which varies from brand to brand and model to model.
The warranty will normally cover defects in hardware and workmanship, but the warranty period and terms can vary for different parts. For example, the warranty for the drum unit is often only for 90 days or a specified number of copies, while other parts are guaranteed for a year regardless of the number of copies you make.
Warranties will often include consumables like toner cartridges, and be accompanied by a service maintenance contract. If the copier repairs you need fall within the warranty scope and period, the manufacturer will cover the costs.
Service Maintenance Contract
These agreements covering regular maintenance and/or repairs to your copier may come bundled with the manufacturer warranty, or be offered by the retail outlet selling the copier or by third-party copier repair services.
You’ll be charged a monthly fee for the service, but if the repairs are within the scope of the agreement, the total repair cost will be covered by the service provider.
Service Call-Out
If the required repairs fall outside the scope of your copier’s warranty and/or service maintenance agreement, you’ll have to call in a copier repair technician to handle the repairs. This will generally involve a call-out fee, per-hour charges, plus the cost of any replacement parts – all to be paid from your pocket.
Depending on your requirements, the age of the copier, the cost of the repairs, and how long it will take to repair the copier, it might be more prudent to upgrade to a new copier instead of repairing the old one.
Contact Us for a Quote
Whether you’re looking to buy a new copier, rent a copier, or repair your existing copier in the Sacramento area, Buckmaster has a solution that is perfect for you. We’ve been providing office solutions in Sacramento since 1958, and our experienced team is standing by to discuss your needs with you. Get in touch today.