Hello there! I know, the post is a day late.
Today, I’d like to talk about why it matters where your copier is located in your building. Yep, that’s right! Where your copier is within your office can affect how it performs. So we’ll talk about the best, and worst places to have your copier at, as well as what you should and should not keep around it.
GOOD PLACES:
* In a central location of your office: Not only does this give your employees easy access to the copier, but it also allows for easy service if needed. Such a placement also ensures proper climate control.
* In a medium to large size room: This placement is also OK. This is common for dedicated copy/print rooms. If there is an air vent in that room, try to avoid positioning your machine directly under it. Thermal cycling when the AC turns on and off can cause condensation to form in and on the machine, causing jams and malfunctions. Also try to avoid placing your copier near a window that receives direct sunlight exposure.
* Behind a reception desk: This is generally OK too, and another common placement.
* On a sturdy desk, counter or table: Excellent for desktop models. Be sure that whatever you place your machine on can support the weight of it. Having it on or at your desk definitely will make life better!
* In a hallway: Another common, yet good place for a copy machine, especially if you do not have a large, open space or a dedicated copy office.
BAD PLACES:
* Near an exterior door: As people come and go from the building, the constant opening/closing of the door can cause huge temperature swings between the AC inside, and the weather outside. This can result in condensation and humidity build up not only in/on the machine, but with the paper as well. This can cause frequent jams, and even machine faults.
* Near a window that is exposed to direct sunlight: Not only can the heat from the sun cause temperature fluctuations in the machine, the UV rays can also degrade the plastic components of the machine. The heat from the sunlight can also cause the machine to trigger false overheat warnings.
* In a direct outdoor environment, or an environment exposed to the outdoors: This can cause a multitude of issues, ranging from overheat warnings to humidity fueled paper jams. Exposure to direct sunlight can cause issues too, such as overheating. The UV rays in sunlight can also break down plastic components on the machine.
* In a tight, narrow space: While this isn’t necessarily a bad placement in terms of function, it can make servicing your machine a tad difficult due to lack of space. Tight spaces can also contribute to overheating issues if the copier’s vents are blocked in any way, or if the room has little to no ventilation. If you must place your machine here, be sure that there is adequate ventilation and cooling, and that our service techs can access the machine whenever service is needed.
* In a hot environment: Environments with lack of proper cooling can cause the machine to overheat. Hot environments include areas near heating equipment, such as furnaces or boilers, or near kitchen cooking equipment, such as ovens, grills or deep fryers. The grease from these is bad for your copier too!
* Anywhere near sources of liquid: Avoid locating your copier or printer close to where any sort of liquid is used, such as a mop basin or a kitchen sink. Trust me, copiers do not like water. Avoid setting any food or drinks on the copier.
OTHER THINGS TO CONSIDER:
* Keep the trash can away from the copier: This is especially true if your machine has a finisher. As the finisher tray moves up and down while in operation, a fault will occur if the tray is prevented from moving in any way by an external force, such as by a tall trash can being under the tray. The same can happen if cases of paper are being stored here, or if the machine is positioned too close to a nearby counter, table or other stationary object.
* Don’t store open reams of paper: If you open the ream, put it ALL in the copier. Split it between trays if you have to. Exposed paper can, and will soak up moisture in the air. Using paper that has soaked up moisture can cause severe jamming.
* Avoid using extension cords: Copiers, especially high speed laser units, require quite a bit of juice to run. Most extension cords are unable to handle this much power safely. Long extension cords can also experience what is known as voltage drop, where the voltage at the other end of the cord is considerably lower. This can cause errors and other glitches when using your machine. This also presents a fire risk.
* ALWAYS use a surge protector: You should ALWAYS have a surge protector on your copier. Power surges and malfunctions can damage your copier. Don’t worry, we will provide one with your machine! ONLY use the dealer supplied surge protector, and call us if there is an issue with it.
* NEVER connect your copier to a battery backup (UPS): While these are great for computers and other small equipment, they are no good on power hungry copiers. Powering a copier this way WILL cause errors and glitches to happen, along with repeated tripping of the UPS’ overload protection. Did I mention that a tripped UPS is extremely loud and noisy? Ask me how I know!