Most printer breakdowns are preventable. Yet many Kenyan businesses run their printers until they fail, then scramble for repairs. A simple maintenance schedule costs nothing but a few minutes of attention – and saves thousands in emergency repairs.

Daily Tasks (1 Minute)

Yes, daily. But it literally takes 60 seconds.

Check the paper tray: Ensure paper is loaded correctly and not crumpled. Fan new paper before loading to prevent sticking.

Clear completed print jobs: Remove printed documents promptly. Paper stacking too high in the output tray causes jams.

Listen for unusual sounds: You work near your printer daily. You'll notice when something sounds different. Don't ignore it.

Weekly Tasks (5 Minutes)

Exterior cleaning: Wipe down the printer with a soft, dry cloth. In Kenya's dusty conditions, external dust migrates inward through ventilation slots.

Check consumable levels: Don't wait for empty warnings. Knowing your toner or ink is getting low gives you time to source replacements.

Print a test page: Catches problems early. Look for fading, streaks, or missing sections.

Monthly Tasks (15-20 Minutes)

Clean the paper path: Open all accessible panels. Look for paper dust, debris, or small paper fragments. These accumulate and cause jams.

Clean pickup rollers: Those rubber rollers that grab paper get dirty and slick over time. Clean with a slightly damp lint-free cloth. Never use alcohol – it dries out the rubber.

Inspect for wear: Look at visible components. Worn rollers appear shiny or cracked. Damaged parts should be noted for replacement.

Update firmware: Manufacturers release updates that fix bugs and improve performance. Check the manufacturer's website monthly.

Quarterly Tasks (30-45 Minutes)

Deep interior cleaning: With power disconnected, carefully vacuum inside the printer with a small brush attachment. Don't touch the drum or sensitive components directly.

For laser printers: Carefully wipe the corona wire with the cleaning tool (usually included with the printer). A dirty corona wire causes print quality issues.

For inkjet printers: Run the built-in printhead cleaning utility. Also manually clean the printhead contacts if print quality is poor.

Check ventilation: Ensure nothing blocks ventilation openings. Printers need airflow to prevent overheating.

Annual Tasks: Call a Professional

Some maintenance requires professional tools and expertise:

Fuser inspection: The fuser unit (laser printers) is a common wear point. Professionals can assess its condition and remaining life.

Full internal inspection: Components you can't easily access need checking too.

Calibration: Print quality calibration ensures optimal output.

Preventive part replacement: Worn but functional parts are best replaced before they fail completely.

Creating Your Maintenance Log

Keep a simple log with dates and tasks completed. Note any problems observed, even minor ones. This history helps technicians diagnose issues and shows you maintenance trends.

A spreadsheet works fine:

  • Date
  • Tasks performed
  • Problems noted
  • Consumables replaced
  • Page count (most printers track this internally)

ilexDigital Maintenance Services

Don't have time for all this? We offer scheduled maintenance visits for Kenyan businesses. Our technicians handle everything, providing detailed reports and catching problems before they become emergencies. Contact us to discuss a maintenance plan tailored to your printing volume and equipment.