Commercial Copier Lifespan: Is Regular Maintenance necessary to Increase it?

1800 Office SOlutions Team member - Elie Vigile
1800 Team


In today’s fast-paced business environment, commercial copiers have become an essential tool for efficient operations. These machines, often combined with printers to form multifunction printers, are more than just devices for copying documents. They are integral to the workflow, enabling businesses to print, scan, fax, and more.

However, like any other piece of equipment, commercial copiers require regular attention and care. The importance of regular maintenance cannot be overstated. Whether you own the machine or have it on lease, understanding how to maintain it is crucial. Regular maintenance will increase the commercial copier lifespan, providing consistent performance and reliability.

Regular Maintenance will increase the Commercial Copier Lifespan

The Importance of Regular Maintenance

  • Extending the Lifespan of Copiers: Regular maintenance is the key to extending the lifespan of your commercial copier. By following the manufacturer’s guidelines and scheduling routine check-ups, you can ensure that your copier lasts for many years. Proper care can significantly increase the life expectancy of the machine, making it a wise investment for your business. Explore 1800 Office Solutions to find professional services that can help in maintaining your copier.
  • Reducing Breakdowns and Malfunctions: Nothing halts productivity like a copier breakdown. Regular maintenance helps in identifying potential issues before they become major problems. Cleaning, lubricating, and inspecting the parts regularly can prevent unexpected malfunctions. If your copier is on lease, make sure to understand the maintenance terms to avoid unnecessary costs. Regular servicing reduces the chances of breakdowns, ensuring that your copier or multifunction printer remains in optimal condition.
  • Ensuring Quality Copies: The quality of the copies is directly related to the condition of the copier. Dust, grime, and worn-out parts can lead to streaks, smears, and poor-quality prints. Regular cleaning of the glass, drum, and other components ensures that every copy is crisp and clear. Find the Right Copier for Your Office to ensure that you have a machine that meets your quality standards.
  • Saving Time and Money: Regular maintenance is not just about keeping the machine running; it’s about efficiency and cost-saving. A well-maintained copier operates faster and uses resources more efficiently. It reduces the need for frequent repairs, saving both time and money. Investing in regular maintenance ensures that your copier or printer may last its full potential, providing value for your investment.

The regular maintenance of commercial copiers is not just a routine task; it’s a strategic approach to ensure the longevity, efficiency, and quality performance of the machine. Whether it’s a simple copier or a complex multifunction printer, understanding and implementing regular maintenance can significantly impact its lifespan and the overall productivity of your business. It’s an investment that pays off in extended life expectancy, reduced breakdowns, quality copies, and substantial savings in time and money.


Regular Maintenance: Enhance Commercial Copier Lifespan

Reading the Instruction Manual

Every copier or multifunction printer copier comes with a specific instruction manual that outlines the manufacturer’s recommended methods for maintenance. Understanding the specific model requirements is essential for the following reasons:

  • It helps you know how long should a copier last.
  • It provides guidelines on the duty cycle, meaning how many single pages are printed or copied.
  • It offers insights into the life of your machine, ensuring that your copier will last as long as possible.

Daily Maintenance

Daily maintenance is vital for extending the lifespan for a typical floor-standing multifunction copier. Here’s what you need to do:

  • Turning the Copier Off and Letting It Warm Up: At the end of the day, turn off the office copier. When turning it back on, allow it to warm up. This practice can make your copier last as long as it should.
  • Loading Paper Properly: Use the right paper for your specific copier. Loading it properly ensures that the copier needs are met, and it’s used regularly without jams.
  • Cleaning the Glass: Regular cleaning of the glass with a proper cleaner ensures quality copies. If you’re leasing your copier, follow the guidelines provided by the leasing company.
  • Removing Dust from Inside: Regular cleaning of the innards with a copier vacuum and cleaner can greatly extend the life of the machine.

Weekly Maintenance

Weekly maintenance involves more than daily care and focuses on the following:

  • Cleaning the Glass and Trays: Regular cleaning ensures that even the best copier is going to require minimal copier repair.
  • Emptying the Waste Toner Reservoir: Regularly emptying the waste toner reservoir ensures that your new printer or copier performs optimally.

As-Needed Maintenance

Sometimes, your office machines may require as-needed maintenance:

  • Calling a Service Technician: If your copier experiences any issues, calling a professional technician ensures that your device can survive as long as possible.
  • Understanding Error Messages: Knowing what the error messages mean helps in quick troubleshooting. Refer to the manual for your copier for specific guidance.

Specific Maintenance Tips

Here are specific maintenance tips to ensure that your copier and multifunctional printer last longer:

  • Cleaning the Drum with a Mylar Bar: Regular cleaning of the drum ensures quality printing and copying.
  • Maintaining the Paper Rollers: Proper maintenance of paper rollers prevents paper jams, a common issue with floor-standing models.
  • Using the Right Paper and Parts: Using the correct paper and parts as per the maintenance instructions provided ensures that your copier could function efficiently.
  • Cleaning the Ink Cartridge Head: Regular cleaning prevents smudging and ensures that your printer usage is efficient.
  • Giving the Fuser a Once-Over: Regular maintenance of the fuser ensures that your copier that has seen minimal use lasts longer.

The Role of Professional Services

For commercial copiers, the role of professional services is efficient in ensuring the longevity and efficiency of the equipment. These services encompass a wide range of activities tailored to meet the specific needs of various copier models.

Professional services often begin with an assessment of the copier’s current condition, identifying any underlying issues that may affect its performance. This includes evaluating the copier’s duty cycle, understanding how many single pages are printed or copied, and determining the overall flow of the office.

Managed print solution services, such as 1800 Office Solutions, offer regular maintenance, security updates, and support tailored to the copier’s requirements. They ensure that the copier is used regularly and may last as long as possible, aligning with the generally accepted average lifespan for a typical floor-standing multifunction copier.

Professional services play a crucial role in maintaining high-end copiers and floor-standing models:

  • Managed Print Solution Services: Services like 1800 Office Solutions offer regular maintenance and ensure that your copier lease terms are met.
  • Regular Servicing by Professionals: Regular servicing ensures that your copier purchased at a value price provides eight years of life or more.

Furthermore, professional services provide guidance on when to upgrade your copier, considering factors like new technology advancements, energy efficiency, and changing business needs.

Professional services play a vital role in maximizing the lifespan of commercial copiers. By providing regular maintenance, security enhancements, and expert advice, they contribute to the overall productivity and sustainability of the business operations.


What People Also Ask

When Should You Replace Your Commercial Copier?

Quality copier equipment typically has a lifespan of about five years, depending on use and maintenance. Some models can last up to 10 years. Regular review and staying on top of new technology are essential. If the copier is old, broken frequently, not printing well, or if the toner is discontinued, it may be time to consider replacing it. Managed copier services can ensure a long and happy life for your office copier.

How Does the Monthly Duty Cycle Affect the Copier's Lifespan?

Every printer has a monthly duty cycle, which is the average number of copies/print jobs the machine can handle in 30 days without problems. If your business has been expanding, you need to consider if your current copier equipment can handle the increased volume of work. A managed copier service can help you find the right equipment to meet your needs.

How Can Energy Consumption Indicate the Need for a New Copier?

If you suspect that your copier is causing an increase in your energy bill, you might be correct if your model is outdated. Older copier equipment needs more energy to perform its essential functions. Investing in a new copier may save you money on your electricity bill each month, indicating that it's time to consider new copier equipment.

How Can Managed Copier Services Extend the Life of Your Copier?

Managed copier services regularly update copiers' security systems, ensuring that sensitive information is transmitted securely. They also help in understanding the monthly duty cycle and finding the right copier equipment to meet your needs. Managed services are your best bet for a long and happy life for your office copier, ensuring quick, secure, and sustainable copying needs.



Call for Services: maintenance increases commercial copier lifespan



The lifespan of a commercial copier is a critical aspect that influences the overall efficiency and productivity of business operations. Understanding the factors that impact commercial copier lifespans, such as the duty cycle, regular maintenance, energy consumption, and the role of professional services, is essential in maximizing the performance life of a modern copier.

Professional services, including managed print solution services, play a vital role in extending the life of a floor-standing copier that experiences heavy use. By aligning with the generally accepted average lifespan, these services ensure that the copier is used regularly and may last as long as possible.

Investing in professional services not only helps in maintaining the copier’s efficiency but also provides insights into when to upgrade your copier, considering variables that impact commercial copier lifespans. From assessing the copier’s condition to providing regular updates and support, professional services contribute to achieving a longer life span for the machine.

In conclusion, the commercial copier’s lifespan is intricately linked to regular maintenance, understanding specific needs, and leveraging professional services. These elements collectively ensure that the copier remains a valuable asset, contributing to the smooth flow of office productivity and sustainability for many years to come.

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