They say nothing lasts forever and that’s especially true of office equipment. Even if your office copier isn’t destroyed by a screaming employee trying desperately to print a report for a meeting in five minutes, there is a definite lifespan to these hardworking machines.
By properly understanding your copier’s lifecycle, you’ll be more easily able to plan for the inevitable, and also take proactive steps to care for and extend its life as much as possible. This article will be your guide.
The Average Lifespan of an Office Copier
There’s a lot that goes into helping determine how long an office copier will last. The entire copying industry was valued at a staggering $685.6 million in 2022 alone. There’s a lot of variety out there.
Even accounting for planned obsolescence and the advancement of technology, conservative estimates place the lifespan of a hardworking machine at two to three years. On the other hand, many businesses have held on to their copiers for close to a decade.
Common wisdom dictates that you can count on a machine lasting for around five years, barring any major hiccups.
But what are the factors that influence the lifespan of a copier? Here are some of the major ones:
Print Volume
Printers and copiers can vary widely in their output. Smaller machines can handle about 1,000 copies per month, while industrial machines found in larger offices can accommodate 50,000 prints on average. However, all the moving parts involved in the printing process mean that wear and tear are inevitable.
As such, you might be forgiven for thinking that lower-output printers have a longer lifespan. In truth, high-output printers are built from sturdier materials and can better withstand the rigors of sheet after sheet.
Printer Quality
You’ve heard it said that you get what you pay for. This goes for office copiers and their lifespans. Brand names may cost you more, but they come with trusted reputations, easy-to-find replacement parts, and manufacturer guarantees against mishaps. Buying a low-cost copier might save you in the short term, but having to buy one again after only a few years can be a nasty wake-up call.
Dedicated Maintenance
All machines are liable to break down or malfunction at some point. A reliable office copier provider will often offer some form of maintenance or managed print services (MPS) to ensure that things never get to that stage, or if they do, that they can be resolved quickly.
A broken copier can cause costly delays, so a print service will ensure that preventative maintenance is carried out regularly, either by an on-site team (in the case of larger companies) or specialists on call.
New vs. Refurbished
A refurbished office copier is typically a veteran machine that has been repaired to good condition and can be bought for a lower price through a retailer. Leased machines and trade-ins are often returned to their providers for fair market value (FMV) and repurposed for a new life elsewhere.
Just like used cars, though, these machines have some mileage on the clock. A well-maintained refurbished copier can still provide you with many years of functionality, but compared to a mint machine, there’ll always be a reduced lifespan.
If the buyer is aware of this shortcoming, and plans for a more short-term printing solution, refurbished office copiers can provide great value for money, providing that they can still be repaired and parts replaced easily.
Getting the Most Out of Your Machine
An office copier is an investment and a little care in a few areas can go a long way toward keeping it operating. Here are a few ways to extend the lifespan of yours:
Don’t Push It
Just because a copier can handle up to 50,000 prints a month doesn’t mean that it should. Not only should a limit not be exceeded, it ideally shouldn’t even be reached in a month. Most copiers will come with a recommended print output, which is calculated to provide the longest life for your machine possible. The less strain you put on your copier, the longer it’ll last.
Let the Experts Handle It
The temptation to rip a jammed sheet out of a malfunctioning printer is immense, but such rough treatment of your machine can drastically shorten its life. When attempting any troubleshooting or repair, be sure to consult the manual or the on-screen help guide for the best process to follow.
In the event of larger malfunctions, for the sake of your sanity and the machine’s warranty, it’s best to call either the print service or a professional repair team.
Keep It Clean
It’s not just dried ink and toner that can clog up your machine, but dust and other workplace debris that can cause unnecessary friction in your copiers moving parts and heat things up through blocked filters and clogged fans. Ensure that your printer is regularly cleaned and dusted (biannually at least) with particular attention given to moving parts.
If your copier is equipped with it, be sure to use the machine’s automatic cleaning processes once in a while.
Software Updates
An office copier needs to be regularly updated to the latest firmware in order to guard against cyberattacks and offer the best printing possible. The newest drivers and software from the manufacturer will ensure that your printer is doing the best it can.
Choose Good Supplies
If you’ve spent a bundle on your printer, it’s important not to skimp and equip it with subpar supplies. Low-quality paper can jam, and cheap toner drums can malfunction easily. All can damage your machine. It’s best to let your print service handle supplies or you can purchase them through reputable sellers.
Disposing of an Old Office Copier
Once your copier has finally given up the ghost, or you’re ready to move on to something new, there are a few ways to dispose of it in a compliant way:
- Return it to the company you purchased or leased it from. They’ll usually have ways of salvaging and disposing of it.
- Take it to an e-waste disposal or recycling center.
- Donate it to a non-profit organization.
It’s important to note, however, that an old printer can still contain sensitive business information that could easily be compromised. Be sure to properly reset the device before disposing of it.
A Long Life Together
Even though an office copier can’t be part of your business journey forever, the right care and attention will ensure that the years you do spend together will be fruitful. And if you’re looking for the best copier provider in New York, Totowa, Cherry Hill, Edison, or Ft. Washington, then Docutrend is your answer.
Our 20 years of expertise in modern office and workforce technology is ideal for ensuring that we can find the best printing solution for your business’s needs. Contact us today.