A number of factors can cause problems with a copy machine, but paper quality and poor maintenance top the list. Proper paper handling and storage, along with regular machine service, will minimize copy machine problems that plague offices everywhere.

Paper Storage

Paper is extremely sensitive to humidity. Copy paper should always be stored flat, preferably on a shelf or elevated area above floor level.

Paper Handling

Bent or folded paper will cause copy machine jams almost as frequently as humid paper. Use care when opening paper packages to prevent paper bending or folding, and never use a knife or sharp object to pierce the package.

Dust

Dust is every copy machines' enemy, as these machines are highly engineered, and quite sensitive. Although interior copier cleaning is best left to professional service techs, but regular copier glass and outside surface cleaning can easily be done by an office staff.

Foreign Objects

Paper clips and staples placed on the machine will invariably end up inside it, destroying delicate components and causing frequent jams. Make it a habit to never place anything on the copier, including larger objects, such as pens and jewelry.

Copier Maintenance

Copier maintenance agreements or service contracts are not just a way for copy companies to make money. Having the machine checked and serviced regularly will not only prevent problems, but will save money on expensive repairs over the life of the machine.

Source:

RechargeKits.com: Basic Copier Trouble Shooting

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Federal Network for Sustainability: Greening Federal Copy Paper

More Information:

Paper On Web: Paper Needs of Xerographic Machines