Are you up to speed with photocopier and printer safety? Office printers and photocopiers are the unsung workhorses of modern workplaces. But while they’re great for keeping the business running smoothly, they may also pose unexpected risks if not handled or maintained properly.
From toner dust to electrical hazards, this guide will walk you through everything you need to know to keep your team – and your equipment – safe.
Are Office Printers and Copiers a Health Risk?
We can confidently say that all our Evolve-installed machines – backed up by our reliable, comprehensive and informed servicing support – are completely safe. But not all copier companies work to our high standards. If your machines are misused or poorly maintained.
It’s OK! You’re not going to keel over from printing a spreadsheet, but here’s what may cause problems without the correct procedures and advice:
- Ozone and VOC emissions from high-volume laser printers (can irritate your lungs and eyes)
- Ultrafine particles that hang in the air and head straight for your lungs
- Toner dust – especially messy when changing cartridges
- Hot parts inside (like the fuser unit) that can cause burns
- Strain injuries from poor placement or awkward lifting
- Electrical faults and, in extreme cases, fire hazards
Basically, the longer you’re around poorly-maintained machines and the more you use them, the more these risks stack up – especially in smaller or poorly ventilated spaces.
How to Change Toner Safely
Changing toner isn’t exactly surgery – but it’s also not something you want to do in a rush.
Here’s how to do it safely:
✅ Wear gloves (and a face mask if you’re sensitive to dust)
✅ Open the cartridge packaging only when you’re ready to install it
✅ Avoid shaking cartridges – even the empty ones
✅ If you spill toner, don’t grab a Hoover – it needs a special toner-safe vacuum or damp cloth
✅ Bag up used cartridges in their original packaging or a sealed plastic bag
✅ Recycle – most manufacturers offer free collection or drop-off schemes
Whatever you do, don’t bin it. Toner cartridges count as hazardous waste.
What Does the Law Say?
If you’re in the UK and you’re an employer, you’re legally responsible for keeping your team safe – including from office equipment hazards.
Here’s a quick rundown of what’s relevant:
- Health and Safety at Work Act (1974): Your big-picture legal duty to protect employees.
- COSHH Regulations (2002): Covers substances like toner and ozone.
- PUWER (1998): Your equipment must be suitable, maintained, and used by trained people.
- Electricity at Work Regulations (1989): All electrical gear (including MFPs) must be safe.
- DSE Regulations (1992): Mostly for screens, but relevant if staff spend a lot of time using multifunction devices.
In other words, you need to assess the risks, train your staff, maintain your machines, and keep records of checks and servicing.
Where You Put Your Printer Actually Matters
Shoving the office MFP in the corner by someone’s desk? Not ideal.
Proper ventilation is vital – especially for laser printers. Ozone, VOCs, and fine particles can build up in stuffy rooms. Here’s how to stay safe:
- Don’t place printers in tiny, enclosed spaces
- Keep at least 50cm of clearance around the machine (more for heavy-duty models)
- Don’t put machines right next to desks – give your lungs a break
- Use mechanical ventilation if you’re dealing with big copiers or high print volumes
If you’ve got a print room, make sure it’s well-ventilated and regularly aired out.
Safety Checks: What You Should Be Doing
Regular checks don’t just protect your people – they prevent breakdowns too.
Quick Weekly Checks:
- Are the power cables frayed or damaged?
- Is there a burning smell or odd noise coming from the machine?
- Are the vents blocked?
- Any paper jams? Deal with them safely (more on that in a sec).
Annual Must-Dos:
- Professional servicing: Get an engineer like Evolve’s experts to give it a proper clean and inspection
- PAT testing: Every MFP in your office should be PAT tested once a year (it’s the law)
- Maintenance log: Keep a record of every check, repair, and service
Being proactive here can save you from nasty surprises – like electrical fires or machine downtime mid-deadline.
Clearing a Jam – Without Injuring Yourself
Paper jams are annoying. But if you’re not careful, they can also be painful.
Follow this basic rule: power off first. Always unplug the machine before sticking your hand inside.
Here’s what else to remember:
- Use the manual – every printer is different
- Never yank paper out – pull gently along the feed path
- Avoid hot bits – the fuser gets really hot
- No metal tools – poking around with a paperclip is asking for trouble
- If in doubt, call support – don’t force it
Fire Safety and Printers: What You Should Know
While rare, fires from printers and copiers do happen, usually from electrical faults or overheating.
To stay safe:
- Don’t overload sockets or use dodgy extension cords
- Turn machines off overnight or when not in use
- Give them breathing room – no paper stacks or boxes piled up nearby
- Have a CO2 or Water Mist extinguisher nearby (and make sure people know how to use it)
- Regular PAT testing helps spot risks early
It’s common sense stuff, but easy to overlook until something goes wrong.
Think Ergonomics – Save Your Back
Yes, even the printer can cause backache if it’s in the wrong place.
- Keep it at a comfortable height – no crouching or over-reaching
- Make sure there’s enough room around it for staff to move easily
- Use machines with an ADF (Automatic Document Feeder) if you do lots of scanning
- Lift toner and paper reams properly – bend your knees, not your back
- Avoid constant trips across the office – place printers within easy reach of those who use them most
Printers shouldn’t make your workday physically harder than it needs to be.
Toner Dust: Don’t Breathe It In
Changing toner cartridges? Here’s how to do it without coughing your way through the rest of the day:
- Gloves and a mask – especially if you’re sensitive or there’s a risk of spills
- No shaking the cartridge – it’s not a ketchup bottle
- Use a toner-safe vacuum or a damp cloth for clean-ups
- Wash your hands properly afterwards
- Never touch your eyes after handling toner – it stings
Again, most of the risk is from poor handling. Do it right, and you’re golden.
Final Safety Tip: Keep the Records
If you’re an employer, document everything. It’s not just good practice – it keeps you compliant.
✅ Keep a log of all maintenance and servicing
✅ Record every PAT test
✅ Note down any staff training on equipment use
✅ Store toner safety data sheets (SDS) for reference
Because if anything goes wrong, having that paper trail matters.
Wrapping It Up
Photocopiers and printers aren’t dangerous by default – but they can cause problems if left unchecked.
By placing them properly, handling consumables carefully, and doing regular maintenance, you’ll keep your team safe, your office running smoothly, and your machine chugging along without drama.
And let’s be honest – no one wants a workplace injury involving a jammed A4 sheet and a rogue toner puff.
So go on, give your printer a once-over. Your future self (and your office manager) will thank you.
