Scanner Protection and Maintenance for Maximum Office Efficiency

One of the most effective ways to keep your office running smoothly is to make sure that all of your office equipment is properly managed and maintained. This task is easy when it pertains to something you use every day like your computer or printer, but what about the devices that only get used periodically? Keeping them up to and running properly is just as important to maintaining office efficiency so that they are ready to tackle the job when you need them.

Protecting Your Investment

When it comes to protecting the investment you made in your office equipment, you can never be too safe. With that in mind, it is helpful to follow some do's and don’ts guidelines to maintaining lesser used devices such as a scanner or wide format printer.

Usage Basics

One of the biggest hindrances to the efficiency of the office scanner is user error or dysfunction. When employees are operating the scanner, they are (understandably) focused on the project they are engaged in and not thinking about proper operating procedures.

For example, while many office printers have staple detection, most scanners do not, and busy employees often forget to check for impediments like staples and paperclips before scanning a document. Seemingly harmless staples and paperclips can scratch the scanner glass and reduce the quality of all future scans. Having a reminder checklist available can be helpful to maintaining the peak performance for your device.

Advanced Operations

If you want to increase the office efficiency, you must ensure you are following proper protocols when using devices such as scanners, copiers, and printers. When it comes to the office scanner, the types of documents scanned, copied, stored to your network are as important as the network it runs on. And, the scanner model you are using affects the overall results and quality of your documents. Investing in a high-quality, high-output scanner will increase excellence and efficiency. Be sure to look for a scanner that meets your specific demands so that you are improving productivity not wasting time.

Maintenance Requirements

Although it is critical to maintain your office scanner, be sure to follow basic guidelines so that you don’t inadvertently damage the machine. When cleaning, never spray cleaner directly onto the glass; spray onto a cleaning cloth. And, always use a soft cloth intended for glass cleaning rather than rough paper towels, which can scratch the surface. When the scanner is not in use, always keep the cover and feed trays closed to reduce the possibility of accidental damage and help keep the device dust-free. If you are unsure of cleaning or maintenance procedures, consult your user guide since a damaged scanner will negatively impact office efficiency.