Optimizing Efficiency: Solutions for Photocopier Maintenance in Schools

Educational institutions rely on photocopiers for a variety of purposes. However, some copying is prohibited by copyright law and the guidelines issued by universities.

Time is a precious resource in an education setting. Instead of waiting for an article to be distributed by the library, a professor could save time by photocopying it and distributing it himself.

Benefits

Schools often have limited resources but the use of photocopiers can help to cut costs. By consolidating and streamlining printing infrastructure, implementing sustainable practices and proactively managing maintenance, educational institutions can unlock hidden savings that can be used towards enriching the student experience.

Today’s multifunctional printers (MFPs) make it easy for teachers and students to scan documents directly into a flash drive or email them, reducing manual filing, paper waste, energy costs and storage space. Additionally, many of the newer models have stronger security features that can keep sensitive information out of the wrong hands.

Using software like PaperCut or Dispatcher Paragon allows administrators to track and manage print volumes, allowing for specific black and color quotas to be allotted to a department, building or individual user. This helps schools stay within budget and reduce waste and overspend. Moreover, this real-time data can also be used to create policies that encourage responsible printing behaviour. This is especially important in a school environment, as copyright infringement by faculty or students can lead to serious legal consequences.

Photocopying for teaching materials

Photocopiers can print in colour or monoprint (black and white). They use a dry powder called toner to create copies of documents. Photocopiers work by a combination of light, heat and static electricity. Light illuminates the text and images on the page and charges them with a positive charge. Heat then fuses the toner to the paper and produces copies.

The Copyright Act allows educators to make photocopies of copyrighted material for classroom purposes without the permission Thue may photocopy mau HCM of the author, if the teacher reasonably believes that such copying falls within the “fair use” doctrine. However, the Act’s vague language and lack of case law has led to a great deal of uncertainty about what constitutes fair use.

It is recommended that schools consult with a qualified Service Engineer to determine the suggested monthly cycle for their specific machine. Exceeding this cycle can reduce the life of the printer and cause damage. In addition, it is advisable to advise teachers and school staff on how to design teaching materials around double-sided printing.

Administrative use

Whether it’s printing out reports, spreadsheets or student assignments, copiers are often one of the most utilized devices in schools. The best copier models offer huge functionality, which makes them a great addition to any school.

These multifunctional printers can be used to scan documents directly into a folder on a network or even emailed, which reduces manual filing, paper waste and energy costs. Some of these models also make it easier to enlarge texts, which can help students with specific learning needs.

Some schools will have guidelines for faculty members on what can be photocopied. For example, UNR recommends that faculty “exercise good judgment in avoiding copying of works that constitute fair use without explicit permission for each individual work.” A well-chosen managed print service or Print Monitoring software can help manage these resources by ensuring supplies are stocked only as needed and orders are routed directly to the right copiers, MFPs or printers.

Photocopier maintenance

Taking care of a photocopier is important for keeping it in good working condition. Regular cleaning can remove dust and prevent issues like paper jams or poor print quality. It’s also recommended to use the highest-quality paper available for your copier. This will help to reduce crinkling and overall wear and tear, saving you money in the long run.

Be sure to turn off the machine before attempting any maintenance, and always wait for it to cool down if it’s been recently used. This helps to prevent injuries caused by heat or electric shock.

Photocopiers are a workhorse in many schools, but they can’t function without adequate maintenance. Gulf Coast Office Products offers high-quality multifunction printers, copiers and managed print services for educational institutions. Contact us today to learn more about our solutions.