Common Copier Problems Every Office Runs Into (And How to Fix Them)

Every office copier eventually acts up- a jam here, a streaky printout there and most of it is fixable without calling in a technician. But repeated breakdowns are also usually the first sign that a machine has reached the end of its useful life, which is why more businesses now turn to rental and leasing partners like CPC Solution Pte Ltd rather than sinking more money into an aging machine. Here’s a rundown of the problems that come up most often, and how to tell which ones are worth fixing yourself.

Paper Jams

The No. 1 most frequent complaint. The most common causes of most jams are one of four things: paper is stacked above the fill line, humidity causes sheets to stick together, worn feed rollers, or paper is not heavy enough for the tray settings.

Streaks, Smudges, and Faded Prints

There are very few reasons for poor print quality other than the toner cartridge or the drum unit. If there is a faint vertical line, it usually indicates a scratch on the drum; if the line is horizontal, then the toner cartridge is either low or unevenly distributed; and if it rubs off on the paper, then the fuser is not heating properly.

There are plenty of other problems that can be solved by running a cleaning cycle from the machine’s control panel that do not necessitate a service call.

Network and Scan-to-Email Failures

If the networked multifunction device has a problem – and on most such devices the problem is a network issue – then the issue is not the MFD; it’s the network. If the scan-to-email function is no longer working, verify that the computer’s IP address has changed (occurs after a computer’s router reboots), that SMTP authentication settings have been reset, or that an IT policy change has closed the port that the computer has used to send mail.

A quick way of narrowing the problem down: If printing is working over the network, but the scanner is not, it is most likely not a network problem, but rather a problem with the SMTP/email configuration.

Error Codes That Won’t Clear

Some stuck error codes can be cleared with a power cycle: fully shut down, wait 30 seconds, then restart. If the same code is repeated right after a restart, it is probably time to take a break from troubleshooting and request assistance — if you continue to reset after a true hardware failure, the problem may worsen.

When Repairing No Longer Makes Sense

As a rule of thumb, if a machine needs a service call more than once every couple of months, or if a single repair quote starts approaching what a few months of rental would cost, it’s worth comparing that against moving to a rental or copier leasing plan instead. When you lease a machine, you also have maintenance included, so you don’t have to worry about whether the next time the machine breaks down, it is going to cost you more or less.

Frequently Asked Questions

Why does my copier keep jamming even after I clear it?
Typically, a worn feed roller or perhaps a bit off-center paper sensor – both require a technician to fix properly.

Is it normal for a copier to need servicing this often?
Not if itis happening more often than every couple of months. That is typically an indicator of the machine’s end-of-life and not an isolated problem.

Can I fix a fuser issue myself?
Not safely; the fuser is heated to a high temperature and can usually only be replaced by a trained technician.

Final Thoughts

Most of the problems that occur with a copying machine can be easily resolved, and a service call is not required. Those that aren’t are typically a sign that the machine is ready for repair or that a switch to a rental or leasing program is in order.