How to Schedule Preventive Maintenance
Keep your copier running reliably with properly scheduled preventive maintenance and service
Why Preventive Maintenance Matters
Reliability Benefits
- Reduces unexpected breakdowns by 60-80%
- Maintains consistent print quality
- Minimizes disruptive downtime
- Extends equipment lifespan 30-50%
Financial Benefits
- Prevents expensive emergency repairs
- Maintains warranty and service coverage
- Reduces total cost of ownership
- Improves supply efficiency and reduces waste
Scheduling PM Service
Review Manufacturer Recommendations
Check your copier's service manual or manufacturer website for recommended preventive maintenance (PM) intervals. These are typically based on page count (every 50K, 100K, 200K pages) or time intervals (quarterly, semi-annually, annually).
Understand Service Contract Coverage
Review your service contract or warranty to understand what maintenance is included. Full service contracts typically include all PM visits, while basic warranties may require separate PM scheduling and payment.
Set Up Maintenance Calendar
Create a maintenance schedule based on manufacturer intervals and your usage patterns. Track meter readings monthly to predict when next PM is due. Schedule PM before major issues occur, not after.
Contact Service Provider
Call your authorized service provider or dealer 2-4 weeks before PM is due. Provide current meter readings, any current issues, and preferred service window. Schedule during low-usage periods when possible.
Prepare for Service Visit
Ensure clear access to copier, have admin password ready if required, inform users of scheduled downtime, and document any current issues or error codes for technician to address during PM visit.
Document and Track Service
After each PM visit, document what was performed, parts replaced, meter readings, and next scheduled PM date. Keep service records organized for warranty claims, troubleshooting, and equipment lifecycle planning.
Recommended PM Intervals
Desktop/Small Office Copiers
Usage: Under 5,000 pages/month
PM Interval: Annually or every 50,000 pages, whichever comes first
These light-duty models require less frequent PM. Annual service is usually sufficient unless usage spikes. Focus on regular user maintenance (cleaning glass, replacing toner) between PM visits.
Workgroup Copiers
Usage: 5,000-20,000 pages/month
PM Interval: Semi-annually or every 50,000-75,000 pages
Most common office copiers. PM twice per year keeps them running smoothly. Track meter readings monthly to predict next PM date. Schedule around fiscal quarters if possible.
Departmental Copiers
Usage: 20,000-50,000 pages/month
PM Interval: Quarterly or every 75,000-100,000 pages
Higher-volume devices need more frequent attention. Quarterly PM prevents wear items from failing mid-cycle. Consider service contracts for predictable costs.
Production Copiers
Usage: 50,000+ pages/month
PM Interval: Every 100,000-200,000 pages (often monthly or bi-monthly)
Production equipment operates near capacity and requires frequent PM. Most have automated PM alerts. Full service contracts are essential. Some require on-site technician support.
Important: Check Manufacturer Specifications
These are general guidelines. Always consult your copier's service manual for manufacturer-specific PM intervals, as they can vary significantly by model and technology (laser vs inkjet, mono vs color).
What's Included in PM Service
Cleaning & Inspection
- Thorough cleaning of all internal components, mirrors, and optics
- Removal of toner buildup and debris from internal assemblies
- Cleaning or replacement of scanner glass and document feeder components
- Visual inspection of all major assemblies for wear or damage
- Inspection of paper path for obstructions or wear points
Parts Replacement
- Replacement of pickup rollers and separation pads (wear items)
- Installation of new transfer belts or drums as needed
- Replacement of fuser assembly if showing wear or approaching life limit
- Installation of maintenance kits at designated intervals (100K, 200K pages)
- Replacement of worn gears, clutches, or sensors as identified
Adjustments & Calibration
- Color calibration and registration alignment for color copiers
- Print density and contrast adjustments for optimal quality
- Paper feed timing and registration adjustments
- Fuser temperature calibration for proper toner adhesion
- Scanner calibration and image quality optimization
Lubrication & Updates
- Lubrication of all moving parts, gears, and bushings
- Application of specialized lubricants to prevent wear
- Firmware and software updates to latest stable versions
- Security patches and performance enhancements
- Reset of maintenance counters and PM schedules
Testing & Documentation
- Print quality test pages (text, images, halftones, color charts)
- Copy and scan quality verification
- All paper tray and finishing option functionality tests
- Documentation of meter readings (total, B&W, color)
- Service report detailing work performed, parts replaced, and recommendations
Service Contract Options
Full Service Contract (All-Inclusive)
Covers all maintenance, repairs, parts, labor, and supplies (toner, drums) except paper.
Cost: Typically $0.01-0.03 per page for B&W, $0.08-0.15 per color page. Best for: Predictable budgeting, high-volume environments, peace of mind. No surprise repair bills.
Parts & Labor Contract
Covers PM visits, repairs, and parts, but not toner or supplies.
Cost: Lower per-page rate or flat monthly fee. You purchase toner separately. Best for: Organizations comfortable managing supply procurement, lower volume users.
Time & Materials (No Contract)
Pay for each service call, PM visit, parts, and labor as needed.
Cost: $150-300 per service call plus parts. PM visits $200-1,500 depending on model. Best for: Very low volume, newer equipment still under manufacturer warranty, tight budgets.
Manufacturer Warranty
Typically 1-year parts and labor coverage included with new copier purchase.
Coverage: Repairs and defects covered, but PM visits may or may not be included. Note: Many warranties require documented PM to remain valid. Verify what's included.
Managed Print Services (MPS)
Comprehensive outsourcing: equipment, service, supplies, monitoring, all included.
Cost: Per-page or per-user monthly fee covering everything. Best for: Organizations wanting hands-off print fleet management, multi-location businesses, IT resource constraints.
Pre-Service Visit Checklist
Before Technician Arrives
- Clear access path to copier
- Have admin password ready if required
- Document any current issues or errors
- Notify users of scheduled downtime
- Record current meter readings
After PM Service
- Review service report with technician
- Test all functions (copy, print, scan)
- Verify print quality is acceptable
- Note parts replaced and next PM date
- File service documentation for records
Frequently Asked Questions
Q:What is preventive maintenance and why is it important?
Preventive maintenance (PM) is scheduled servicing performed before problems occur, including cleaning, inspections, adjustments, and replacement of wear items. PM prevents unexpected breakdowns, maintains print quality, extends equipment life, ensures warranty compliance, and reduces total cost of ownership by catching issues early before they cause major damage.
Q:How often should copiers receive preventive maintenance?
PM frequency depends on usage: Low volume (under 5,000 pages/month): annually. Medium volume (5,000-20,000 pages/month): semi-annually or every 50,000 pages. High volume (20,000+ pages/month): quarterly or every 50,000-100,000 pages. Check manufacturer recommendations for your specific model. Usage-based (page count) scheduling is more accurate than time-based.
Q:What's included in a typical PM visit?
Typical PM service includes: thorough cleaning of all internal components, replacement of wear items (pickup rollers, separation pads, transfer belts), lubrication of moving parts, calibration and adjustments, firmware updates, inspection of all major assemblies, test prints for quality verification, and documentation of meter readings and service performed.
Q:How much does preventive maintenance cost?
Costs vary widely: Full service contracts (all-inclusive): Included in per-page cost or monthly fee. Individual PM visit (no contract): $200-500 for desktop, $500-1,500 for production copiers. Per-page contracts: Typically $0.005-0.02 per page covers all PM. While PM has upfront costs, it saves 3-5x in avoided repair costs and extends equipment life 30-50%.
Q:Can I perform preventive maintenance myself?
Basic user maintenance: Yes - clean scanner glass, wipe rollers, run cleaning cycles, replace toner. Internal PM: No - requires training, special tools, and genuine parts. DIY internal PM may void warranties, cause damage if done incorrectly, and miss critical issues. Leave internal PM to authorized technicians unless you have proper training and equipment is out of warranty.
Q:What happens if I skip preventive maintenance?
Skipping PM leads to: increased breakdown frequency, deteriorating print quality, shorter equipment lifespan, voided warranties (most require documented PM), higher emergency repair costs, more downtime disrupting operations, and accelerated wear on expensive components. Regular PM costs 60-80% less than reactive repairs over equipment lifetime.
Q:How do I know when my copier needs preventive maintenance?
Signs PM is overdue: Approaching or exceeding recommended page count interval, declining print quality despite cleaning, frequent paper jams, error messages about service due, visible wear on rollers or belts, unusual noises during operation, longer warm-up times, or simply 6-12 months since last PM. Don't wait for major problems - schedule proactively.
Q:Should I have PM done by the manufacturer or third-party service?
Manufacturer/authorized dealers: Use if under warranty (required for warranty coverage), have service contract, want OEM parts guaranteed, or own expensive production equipment. Third-party service: Can be 20-40% cheaper, may offer faster response, good option after warranty expires. Ensure they use OEM or quality-equivalent parts and have manufacturer training.