Photocopiers have been around for years, yet they are still an integral part of office life. Whether you are a small business or a large corporation, having a reliable photocopier is important to get work completed. Just like any piece of equipment, photocopiers need help sometimes to keep them working effectively. Here are some tips on how to keep your photocopier running like new.

Give Your Photocopier a Break

Just like any machine, if it is used constantly, then it can wear out sooner and require more maintenance. If you close your office at night, consider turning off the photocopier when no-one is there. You can even place a timer switch so it turns off itself after a certain time of day.

Alternatively, you can hire or buy a second digital duplicator machine to take the load off the other one. This is especially important if you use your photocopiers constantly day and night.

Keep it Clean

Photocopiers can get dusty and attract dirt because of the way they work. Although this might not be an issue on the outside, the glass can become so dirty that it affects the quality of the copies.

Ensure that the glass on the photocopier is cleaned at least once per week, or more if you are working in a dirty environment such as on a building site. Going over the photocopier with the vacuum cleaner will also help remove dust and dirt from the vents and ensure a longer life of the machine.

Regular Maintenance

It can be easy to take your photocopier for granted and just leave it to do its thing. However, when it does go wrong, it can cause a lot of hassle and delay.

To help ensure that it stays error-free, try to get your photocopier checked and serviced at regular intervals. The company where you got the photocopier will have a service schedule that they will keep, and so will be able to arrange a suitable time with you.

Choose the Right Machine

Choosing the right photocopier for your needs is important. Some machines are smaller and not designed for large amounts of copying. This can cause them to fail if they work too hard.

You can also find photocopiers that will sort and staple your documents for you if that is what you want. These machines are often designed to work hard without too much supervision.

When you start looking for a suitable photocopier, the company will ask you what your requirements are and they can then match you to the right machine.

If as your company grows, your copying needs increase, it is always a good idea to change your photocopier to a model that can handle the additional work.


Photocopiers are the unsung heroes of the office, so taking the time to look after them will give you a much longer lifespan and less breakdowns in the future. With these top tips, you will be able to keep your photocopier running in tip top condition. This way, you can carry on with your office work more productively without the worry of delays or dirty copies.