5 Simple Things To Keep Your Copier Performing in 2025

Your office copier—some days, it’s your best friend and other days, it makes you want to pull your hair out. Like your car or home, your copier needs a little TLC to keep it running at peak performance. Regular maintenance can help you avoid unexpected breakdowns and keep your device working efficiently.

While some copier issues require a professional's attention, there are simple steps you can take to extend the lifespan of your copier and prevent disruptions. Here are five easy ways to keep your copier running smoothly between service calls.

1. Keep Your Copier Clean

Dust, dirt, and debris can cause internal issues, leading to paper jams and poor print quality. Regular cleaning is one of the easiest ways to maintain your copier’s performance.

• Turn off the copier before cleaning to avoid electrical issues.
• Use a soft, damp cloth to wipe the exterior from top to bottom, ensuring dust doesn’t settle into the device.
• Never spray cleaning solution directly onto the copier—electronics and liquid don’t mix!
• To sanitize buttons and touchscreens, use a lightly dampened alcohol wipe and gently clean the surface.

2. Clean the Copy Glass for Clear Prints

Have you ever printed a document only to find annoying streaks or smudges? If your prints look fine but copies have lines, it’s likely due to dirt on the scanner glass.

• To wipe the surface, use a soft cloth and a small amount of glass cleaner (sprayed onto the cloth, not the glass itself).
• Check the underside of the copier lid for dust or toner buildup, and wipe it down.
• Regular cleaning ensures crisp, professional-looking copies every time.

3. Follow the Rules of Paper Handling

Paper jams are one of the most common copier issues and are often preventable. Follow these simple rules to minimize jams:

• Store paper properly – Humidity is your copier’s enemy. Keep paper sealed and stored in a dry place to prevent pages from sticking together.
• Fan the paper before loading – Gently fanning the stack helps separate sheets and reduces static, minimizing jams.
• Don’t overfill the tray – Every copier has a fill line inside the paper tray. Exceeding it can cause multiple pages to feed at once, leading to frustrating jams.

4. Remove Staples, Tape and Clips Before Copying

When rushing to make copies, it’s easy to forget that staples, tape, and paper clips can damage your machine. These small items can scratch the glass, jam the document feeder and cause costly repairs.

• Always remove any paper fasteners before placing documents in the feeder.
• Double-check that no adhesive residue or torn pieces of paper are left behind.
• If a staple does get stuck, do not try to remove it yourself—call a professional to prevent further damage.

5. Schedule Regular Preventive Maintenance

Just like your car needs routine oil changes, your copier requires scheduled maintenance to function optimally. Many service contracts include preventive maintenance, ensuring your device stays in top shape.

• If you have a service agreement, check if maintenance is included and schedule regular checkups.
• If not, proactively contact your service provider to set up routine maintenance before problems arise.
• Preventive care helps you avoid costly repairs and downtime, keeping your office running smoothly.

Bonus Tip: Communicate with Your Service Provider

If you’re experiencing recurring issues, don’t wait until it’s too late! Keeping an open line of communication with your copier provider ensures problems get resolved quickly.

• Report ongoing issues—sometimes, a simple adjustment can fix the problem.
• If your copier is outdated or frequently breaking down, it may be time for an upgrade.
• A reliable service provider should work with you to ensure your equipment supports your business’s needs.

Fraser Keeps Your Business Running

Fraser Advanced Information Systems is committed to providing top-tier service and cutting-edge office technology to keep your business running smoothly. With a Net Promoter Score (NPS) of nearly 95, our customers trust us to deliver reliable solutions and superior support.

Don’t let copier issues slow you down—contact Fraser today and experience best-in-class service that helps you focus on what matters most: growing your business.