You probably know the feeling – your trusted office copier workhorse suddenly stops working and your business grinds to a standstill. Important documents can’t be printed, productivity comes to a standstill, and customers get irritable as they’re left waiting for projects they desperately need. One of the best ways to prevent this disastrous situation from occurring is regular copier service for your machine. Skilled technicians ensure that your copier is in excellent working order and will remain that way until the next scheduled copier service. But what does a copier service actually entail, and how can you ensure that you get the most from a copier service agreement with your service provider? Let’s explore.

Coper Service Essentials

The point of a regular copier service is to keep your copier running efficiently for the duration of its lifespan – and beyond – while limiting downtime and maintaining the quality of your prints and copies that you expect.

The exact procedures that a copier service technician will conduct on your copier may vary depending on the make and model of the machine. However, a copier service will typically include the following services:

Thorough Cleaning

The first step in a copier service is a meticulous cleaning of all exterior and interior components of the copier, including removing dust, dirt, and debris from contact areas, lenses, mirrors, and rollers. This helps to prevent paper jams and ensure your prints maintain a high quality, without blurring, unwanted lines, inconsistent quality, and other image defects.

Lubrication

The inner workings of a copier include several moving parts, such as belts and rollers. Copier service technicians will closely inspect all working parts to make sure that they’re properly aligned and not showing any signs of wear and tear. Often, a bit of lubrication is all that’s needed to keep your copier running smoothly until the next service.

Replacement of Worn-Out Parts

During the inspection part of the copier service, the technicians may discover some parts that cannot be optimized by cleaning, realignment, or lubrication. They need to be replaced.

Depending on your copier service agreement (more on that below), replacement parts may be included in the deal. These can include toners, drums, fusers, developers, waste containers, and rollers – parts that can be pricey, depending on your copier’s make and model.

Diagnostic Tests

As an integral part of the copier service, technicians will run diagnostic tests to check that your copier is running optimally. They’ll often start the service with a set of tests, which can help to identify where any underlying issues lie.

After the copier has been cleaned, lubricated, and worn-out parts replaced, a set of diagnostic tests to calibrate the machine properly will be run. This ensures that pages load and print properly, and that the copier is delivering its expected pages per minute.

Software Updates

Of course, a copier doesn’t just consist of hardware. It uses software to communicate with the computers from which print jobs are sent to it, and also with your router and other network components. Copier service technicians will check that your copier is running the latest firmware and perform any necessary upgrades.

Depending on the type of agreement, they may also check that the machine is free of viruses and other forms of malware, and make sure you’re running the latest anti-virus software.

Test Run

The copier service process should conclude with a test run to check that all functions, such as printing, copying, scanning, and faxing, are operating as expected.

Topping Up Consumables

If your copier service agreement covers the supply of consumables (like toner and paper), these will be topped up as part of your copier service. However, in most cases where the supply of consumables is bundled into a copier service agreement, consumables will be topped up whenever you run low, and not just during scheduled copier service times.

Copier Service Agreements

Speaking of copier service agreements, let’s take a look at what these entail.

In a nutshell, as the name suggests, a copier service agreement is a contract with your copier provider that typically covers the cost of maintenance, repairs, replacement parts, and optionally supplies for one or more copiers or printers.

The agreement can run for the lifespan of a copier – typically five to seven years for an office copier or up to 10 years for a production copier – or for a pre-determined period, like one year. Here are the main points the agreement should cover:

  • Schedule – How often will copier services be conducted?
  • Service location – Will the copier service take place at your premises or at the provider’s workshop? If it’s at the service provider, who pays for the transportation of the machine from your premises?
  • What’s included – Does each copier service include all replacement parts, or are some excluded? What diagnostic tests and software updates are included? Is staff training included?
  • Availability – What response times is the service provider willing to guarantee? Is service available on weekends or after-hours for emergencies?
  • What’s excluded – Are some consumables, such as staples, not covered under the consumables supply section of the agreement? How are network-related issues, such as driver or connectivity issues, and physical damage caused by accidents or negligence dealt with?

Pricing Model

Copier service agreements usually come in three different varieties – cost-per-click, fixed cost, and flat-rate.

A cost-per-click model involves charges based on your actual print volume. If your volumes are low, this can be a much cheaper option than a fixed cost solution. However, it does introduce an element of budgetary uncertainty.

A fixed monthly rate provides a set rate for a fixed number of copies. This obviously delivers far more reliable cost estimates than a cost-per-click model; however, you will still be charged for excess copies. Some providers charge a significant excess, up to 25%, so it’s worth checking the fine print before you sign up.

The flat-rate option generally covers unlimited copies and is the most expensive option. However, you are guaranteed no nasty surprises when the bill arrives.

Choosing the Right Partner

Arguably, the most important aspect when it comes to copier servicing is choosing the right provider. It’s always worth going for a provider with a great reputation that is a member in good standing of reputable industry associations like the CDA.

If you’re in Philadelphia, eastern Pennsylvania, New Jersey, or Delaware, look no further than KDI Office Technology. With decades of experience, we specialize in providing bespoke sales and copier service solutions for businesses large and small. Contact us today for a free assessment.