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Routine mainteance is the regualr checking, cleaing and servicing of office equitment to maintain ans improve its effiecincy to ensure the smooth running of any enterprise is carried out.Businesses need many different forms of office equitment in order to carry out daily activities and contact external bodies that are envolved with the business in any way. without regualr maintenace this equitement can break down at any innconvinient time and cause a lot of inefficinecy when carrying out tasks within the organisation. routine maintenace tasks may include; for example: - clear paper jams. - system failures -replacing low ink or toner cartridge. - being familiar with backup drive. staff are often put under stress due to working long hours, having a work overload, and a specified time frame in which these tasks need to be done.by making sure that routine maintenace is carried out on a regular basis, tasks of staff can be done more quickly and without inturruption or error. for example, by making sure there is always toner in the printer, photo-copier and fax machine documents are able to come through without stopping due to empty cartridges or paper jams. computer work can be done more efficiently without breakdowns caused by viruses ( this can be avioded by using anti virus scans and continually replacing it is ensured that the equitment is always ready to be used by the next person.
 * regular cleaing of glass scanner and photo copier.
 * cearing paper jams from photo-copiers and printers.
 * regular servicing by technicians should be conducted. (a log book service must be kept)
 * all staff should paticipate in training so they know how to solve common machine faults and repalce consumables.

there is a lot of expensive and valuable office eqitment that is essentail for the smooth running of any business. Therefore maintaing this equitement on a regular basis is very important in order to reduce the number of faults some of this equitment may include; -->__Photo-copiers__ - check paper -repalce toner when necessary -clean platen glass -ensure machine is free from dust

--> __Fax machines__ -clean main unit -clean scanning glass -check / refill stamp ink -check toner cartridges -check paper is stored correctly Organisations benifit from this regular maintanence of equitment as disruptions caused by equitement breakdown are minimised, cost of major repairs and purchase of replacement of equitment are minimised are minimised. tasks involving equitment can be completed to a high standard.

In many organisations a checklist of procudures is written out by the person responsible for maintaining office eqitment. This checklist of procudures must be regularly followed to ensure that equitment is kept in good working order.This checklist may include tasks such as adding toner, replacing paper and checking consumbles stock level.It should also include contact details for the supplier and service centre.By providing a checklist equitment is kept in good condition and the risk of a breakdown is minimised. for example a medical practice workplace all staff are required to check all office equitement continuously and are trianed as to how to replace and where to get the consumables needed. There is also a servicing company contact number located at the front desk for all staff to see.

Most office equitment dispalys an error message such as paper jam in a photo-copier, flashing lights and beeps.it is an obligation of employees that are trained to attend to the problem as soon as it is identified and fix it, depending on the nature of the problem. For example faults such as removing paper jams can be done straight away however more complex problems should attened to by contracting a service company. when reporting faults to a service centre staff need to provide the following information. servicing should take place on a monthly basis so that sudden breakdowns do not occur and impact on the smooth running of the business.
 * location of the organisation ( address, floor location/room etc)
 * account details: company may require the account number that they have with the servicing company.
 * description of fault: a brief description of the fault needs to be given, this often displayed on the screen of the equitment.

A lot of the office equitment that is used within an enterprise is very delicate and comes with its own cleaning and caring precautions. Signs should often be placed somewhere near the equitment that they belong to so that when staff go to use the eqitment they can read the instructions and use it the right way thus avoiding damage or faults.For example the may have a caring for eqitment instruction manuel whcih tells staff what to do and what not to do with certain equitement. __when caring for equitment we:__ -use a soft brush to clean dust from comptuer keyboards -use correct cleaning materials -estabish a regular cleaning routine when caring for office equitement we do not: -eat or drink near equitment -use correction fluid near equitment -use household cleaners

Any office workplace such as real-estate agency that depend on a lot of office equitment in order to carry out daily tasks follow equitment care manuals to ensure they are using the equitment correctly. this ensures that the equitment remains longer lasting and works to its greatest capacity.

finally it is evident from the above information that by caring nand maintaing office equitment the risks of faults and breakdowns are minimised so that tasks can be carried out in the most efficient way to ensure the smooth running of an organisation.