Tips for Keeping Copy Machines Working Well

When copy machines aren’t working well, you find yourself dealing with paper jams and flashing lights and other tantrums. You want your copy machine to deliver the copies how you want them, when you want them. Here are some tips for keeping your copiers in good condition.

Make sure you use proper copier-quality or print-quality paper stock. Cheap, thin, paper can break easily and cause paper jams. Always store paper in a cool, dry place to prevent it from collecting moisture.

Give your copiers a regular clean each week to get rid of dirt and dust, and pay attention to the paper trays and feeders.

Always store toner cartridges in a cool and dark place, in their original packaging, to increase their longevity. Give the toner cartridge a shake before installing it into the copier.

Remove paper jams carefully. Pull the paper in the opposite direction to which it was traveling, and check the machine thoroughly for any loose bits and pieces of paper.

Because copy machine technology changes quickly, consider copy machine leasing if you have an older copier that’s giving you headaches. Copy machine leasing is a great option if you want to upgrade to a newer model but can’t afford to buy one.

Quick History of Copy Machines

Ever wondered how copy machines came about and how they work their magic? Did you know that photocopiers were developed in New York by someone who didn’t like making copies by hand? Here’s a quick history of copiers NY.

In 1937, a Bulgarian physicist named Georgi Nadjakov discovered the principle behind copy machines through his work on electric polarization. American physicist and patent attorney Chester Carlson took this research and went on to invent photocopying.

Carlson's New York office job required him to make lots of copies of important papers, but he found it to be tedious and repetitive. He conducted photoconductivity tests, and in 1938, made the world's first photocopy using a zinc plate covered with sulfur and patented the process.

In 1947, a small New York company called Haloid Corporation used this technology to develop and market a copy machine. With the help of a language professor, Haloid and Carlson came up with the term "xerography" to describe the photocopying process from the Greek words meaning "dry writing."

Haloid decided to call the new copy machines "Xerox machines" and, in 1948, the word "Xerox" was trademarked. And, as they say, the rest is history.

Save Paper When You Use Copy Machines

Copy machines are necessary in most office environments but can contribute to significant paper wastage if you’re not careful. Here are a few tips to help you be kind to the environment and save money when you use copy machines.

When preparing a large publication for print, consider using smaller font, narrower margins, and smaller or fewer images and graphics to reduce the overall number of pages. Go double-sided wherever possible; change your copier’s default setting to double-sided.

Use recycled or environmentally-friendly copy paper whenever you can. Recycled papers work just as well in laser copiers as regular paper and use less bleaching agents so they contribute to a healthier environment.

Consider “printing on demand.” Rather than printing hundreds of copies of an annual or shareholder report – and risk the chance of them collecting dust – print reports as they are requested and needed to avoid wastage.

Proof on screen. Get into the habit of proofing documents and making changes on screen using track changes – rather than printing documents on copy machines to mark-up by hand. Electronic editing can contribute to significant paper savings.

Review administrative forms and consider which ones can go paperless, such as leave application forms, timesheets, ID applications or travel bookings.

Copy Machine Leasing Saved My Accounting Business!

I run my own accounting business and guess what used to cause me the most frustration? Clients who arrived late for their appointments? Clients who didn't bring in all their salary and investment records? Accounting software freezing up? All those things are annoying, of course, but none were quite as frustrating as when my copy machines failed.

For a long time, it was common for me to be in an appointment with a client and say “let me just make copy of these documents – I’ll be right back.” I’d go into the next room, put the documents into the copier – and the copier would proceed to scrunch them up. I’d never “be right back” at all because I’d be pulling my hair out, consumed with opening and closing the various compartments and flaps of the copier, trying to rescue the documents.

It was becoming obvious that this could not go on. I was spending more time with my copier than with my clients. The copier was threatening to destroy my clients’ documents and was demanding more and more of my time. I needed a new copy machine.

I did a Google search for “copiers NY,” looked at the prices, and realized I couldn’t afford to pay for a new machine. So, I looked into copy machine leasing and picked out a deal that worked for me. Now, when I’m with my clients and say “I’ll be right back,” I really do come right back!