12-Step Checklist to Improve Your Photocopier Performance and Security

Photocopier Performance and Security

Look after your photocopier, and it will look after you. We don’t mean to bring your slippers with a cup of tea and a biscuit (although modern technology will undoubtedly have that sorted soon). No, we mean look after you with maximum productivity and efficiency. Like any sophisticated equipment, a photocopier needs regular software updates and maintenance to keep it running smoothly and securely.

Let’s take a look at why these updates and maintenance checks are so essential and how you can stay on top of them in just 12 easy steps.


Ensure Your Photocopier’s Software is Up-to-Date


  • Check for Automatic Updates


Gone are the days of manual updates—if your photocopier is from the modern era, it likely has the ability to automatically check for and apply software updates. Dive into the settings to ensure this lifesaver feature is activated and the machine is connected to your network. This simple step can save you time and ensure your copier always runs the latest software version.


  • Visit the Manufacturer’s Website


Your copier’s manufacturer is your go-to source for updates. Their website should have a support or downloads section where you can find the latest software or firmware. Downloading and installing these updates can enhance your copier’s functionality and security. Just be sure to follow the provided instructions to the letter.


  • Utilise a Managed Service Provider


If you’re partnered with a managed service provider, you’re in luck. Software updates are often included in your service package, meaning one less thing for you to worry about. This arrangement ensures your copier is always running optimally without lifting a finger.


Maintenance is Key


  • Consult the User Manual


Your copier’s user manual isn’t just for troubleshooting paper jams. It contains a goldmine of information on recommended maintenance schedules. From basic cleaning to when to replace toner cartridges and drums, the manual has you covered.


  • Consider a Service Contract


A service contract with your provider or a skilled technician can be invaluable for peace of mind. These contracts typically include regular preventative maintenance visits, ensuring your copier continues to operate smoothly and efficiently. And the good news is that Evolve Document Solutions can help you with this.


  • Proactive Monitoring


Advancements in technology mean some copiers and their service providers now offer remote monitoring. This proactive approach allows them to spot potential issues early and schedule maintenance before problems escalate, saving you the headache of unexpected downtime


Why Keeping Everything Up-to-Date is Crucial


  • Security


In an era where data breaches are all too common, the security of your photocopier is paramount. Software updates frequently include patches for security vulnerabilities, protecting your device and your network from unauthorised access.


  • Performance


Regular updates not only fix known bugs but can also enhance your photocopier’s performance. This means faster, more reliable copying and printing, ensuring your office operations run like a well-oiled machine.


  • New Features and Functionality


Manufacturers occasionally release new features through firmware updates. Keeping your copier up-to-date ensures you’re not missing out on any enhancements that could improve efficiency or introduce new capabilities.


  • Consumable Efficiency


It’s not just about the features—updates can also make your copier more efficient in using toner and paper, potentially saving you a significant amount in consumables over time.


Additional Tips for Keeping Your Copier in Top Shape


  • Document Your Updates and Maintenance


Keep a detailed log of all software updates and maintenance activities. This can be invaluable for troubleshooting issues or when planning future maintenance.


  • Know Your Resources


Familiarise yourself with your copier manufacturer’s support website and the user manual. These resources are there to help you with maintenance schedules, updates, and troubleshooting.


Regular software updates and maintenance are not just about keeping your photocopier running; they’re about safeguarding your business’s efficiency and security. By staying proactive, you ensure your copier supports your business operations without becoming a liability.


Whether you manage these tasks yourself or through a service provider, the peace of mind knowing your photocopier is in top condition is priceless. And remember, if you need help finding resources for your specific model or have questions about any steps, support is always available.