Managed print services tips – additional problem solving

For companies outsourcing managed print services, one of the primary services utilised is printer problem troubleshooting. Printers often develop problems, and MPS companies will be able to identify problems and fix them, as well as maintain the printers to ensure that problems are prevented where necessary. In addition to printers however, certain other machines are also included in the MPS service umbrella, all of which use paper and print resources.
 
The following machines are all prone to their own issues – including the most common problems listed below:
 

Fax problems

 
The most common fax problems occur while sending and/or receiving faxes. You can start resolving these fax issues by checking the telephone cord that connects the machine – try plugging a telephone into this line to see if there is a dial tone; if there is no dial tone then it is most likely a line issue. Other issues include malfunctioning wall jacks, which act as a junction in the fax line system – your managed print services company will be able to check this, and arrange for it to be fixed or replaced if needs be. Broken or worn lamps in the fax machine can also cause problems with sending and receiving of faxes. Yet another common problem is paper jams inside the fax machine. This could be within the document feed compartment, or the printing compartment, and causes paper to jam inside the machine. Try gently pulling the paper in the direction that it moves, while the fax machine is running. If this still persists, you know it's time to call in the MPS. The last type
of problems you may have is printed pages marked with streaks or ink spots – this could be caused by leaking toner or ink – check the ink cartridges in the machine to see that they are placed correctly, and replace if the problem still persists.

Phone problems

 
Another area covered by managed print services is phone problems. Switchboards and PBX systems especially can be prone to problems, with calls not going through, print outs not working properly and many other issues being reported. MPS companies are able to audit phone systems to help companies track all calls made within certain departments, and a fault PBX can cause many delays or issues. If you experience any problems with your phone system that is not connected to your phone line, contact your MPS company to have them investigate the system.
 

Copier problems

 
Whether you have an old Canon copier, or a new all in one fax-printer-copier machine, the copier also plays a key role in managed print services solutions. The most common type of issues with copiers is problems with the paper feed, with jams, paper level not being read correctly, paper double-feeding into the machine and other related issues all common. Ink levels can also be affected, causing ghost copying or very faint copies – or even too dark copies. Copiers can also sometimes produce all white or all black pages, an issue that is sometimes caused by the toner levels. A good MPS will be able to identify the problem, and troubleshoot to get the copier back up and running in no times. Copier management and auditing is just one of many services offered by managed print services companies.

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