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Why Take Out a Photocopier Service Contract?

By John King

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Photocopiers require regular maintenance which can be expensive when paid for on a time and materials basis. When you take out a maintenance contract, part of the service is 'preventative maintenance' this is carried out to reduce breakdowns over the period of the contract. This also means, in most cases all replacement parts required to get your photocopier back up and running, labour costs, genuine branded toner and call out fees are included.

Before buying or leasing your photocopier you will get a costing for every print you make so you only pay for what you use on a cost per copy basis, so you will know up front what you are likely to be charged without having to worry about a huge bill at the end of the month.

The Assurances

Additionally, there are some assurances you get when taking out a service contract like copy quality assurance. This means that if there are any issues with the quality of your print a copier engineer will come and sort the problem out.

A lot of companies ensure their engineers are manufacturer trained before attending any call-outs, thus ensuring quick resolutions to problems and work on your machine is carried out according to manufacturer's instructions giving a longer life to your photocopier, rather than having 'down-time' with work pending but no way to print it.

Down time is also another factor when looking at a service contract as the less time it takes for an engineer to get out to the photocopier, the quicker you get to use the machine to print again. Many good copier companies target a response time to breakdown calls, generally around 4 hours maximum. So if your photocopier stops working in the morning they can guarantee it to be working again that afternoon.

What About System Software Upgrades?

Another thing to think about before taking out a service contract would be the system software upgrades you are offered which will be carried out free of charge. A photocopier is just like a computer, over the term of your agreement, which in some cases could be 5 years, software will inevitably need upgrading so many companies do this so the equipment stays serviceable, which is beneficial to all involved.

Most photocopier companies know over a certain time period what parts will need replacing on a photocopier and the overall costs involved. It is in their best interests to fit genuine parts from the onset to help prolong the life of the part and keep the copier running smoothly. Fitting cheap, non genuine parts can have a knock on effect to the day to day running of the photocopier.

The author is based in London, England and works in the new media industry. He has successfully used DMCplc for various printing and copying equipment including: colour copiers and document scanners.

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