Real tips from a team that’s been fixing machines since the typewriter days.

Downtime is frustrating. Whether it’s a paper jam, ghost lines on the page, or the ever-blinking red light of doom—copier problems can grind productivity to a halt.

But here’s the thing: most of it is preventable.

“Over our many years of servicing clients’ equipment, we’ve seen a lot. But when it comes to downtime, the same issues show up time and time again. The good news? Most of them are easy to prevent.”
— Sam Stone, President, Stone’s Office Equipment

Here are some of the most frequent service issues we encounter—and what you can do to avoid them:

1. Use OEM Supplies

Toner, drums, and parts should always come from the Original Equipment Manufacturer (OEM) or a trusted source. Generic knockoffs might save a buck upfront, but they often cause streaks, error codes, and even breakdowns.

What you save in toner, you’ll spend in service calls.

2. Get a Service Agreement (For Copiers and Printers)

A solid service agreement is your safety net. It typically covers:

• Parts and labor
• Toner and maintenance kits
• Loaner equipment if needed
• Priority service response

Stone’s even monitors your supply levels and ships toner before you run out—because nobody wants to be “the one who forgot the toner.”

3. Clean the Glass

Streaks and smudges on copies are often caused by “Wite-Out”, dust, fingerprints, or sneeze residue (it happens). Use a soft cloth and non-abrasive glass cleaner regularly.

Think of it like your windshield—clean glass = clear results.

4. Make Sure You Have the Right Equipment

An overworked desktop MFP trying to keep up with 10 employees will burn out fast. Likewise, too much machine can be a waste of money.

We help businesses right-size their devices by evaluating:

• Monthly volume
• Scanning
• User count
• Finishing needs (staples, hole punches, etc.)

5. Fan Your Paper (All 4 Sides!)

Before loading paper into drawers, fan it on all four sides. It helps prevent static cling and keeps sheets from sticking together—reducing jams significantly.

Bonus Tip:

Store your paper in a temperature-controlled area.
Humidity warps paper and leads to feed issues, jams, and ghost sheets.

Bonus: Preventive Maintenance Saves the Day

Preventive service visits keep your machines in shape before things go south.
Technicians catch early signs of:

• Worn rollers
• Dusty sensors
• Paper feed misalignments
• Early hardware fatigue

Stone’s offers proactive maintenance plans to make sure you never have to hit the panic button.

Final Thought: A Happy Copier = A Happy Office

Copier (and printer) downtime is avoidable—and these simple changes can keep your equipment (and your team) running smoothly. Whether you’re in Richmond or Fredericksburg, we’re here to help.

Let’s Talk

Stone’s Office Equipment has been helping Virginia businesses print smarter since 1970. If you’re ready to eliminate copier chaos, we’ve got your back.

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