In most offices that work on daily basis with a lot of paperwork require fast running and quality printers and there needs to be an efficient running of these printers throughout the day, disruption in printing can cause many problems and increase work load while decreasing work speed.
Maintenance of these printers is essential because they need to run smoothly to avoid problems. Most companies would hire technical staff to take care of the machines so that they can be fixed and taken care of on a regular basis. But it is wiser to sign up for a printer service contract, which usually accompanies every printer that you purchase, to avoid having to employ additional people to take care of the printers. These contracts are issued by the companies that you purchase the printer for, and is applicable similar to an insurance; in the case that the printer stops working or has trouble printing, then these contracts are used to get the company to provide service for the printer then.
The number of times you may need service for your printer depends on the kind of environment that it is being used in. Usually if the printer runs in a dusty environment, then it can have more problems and you may need to service it from 2 to 3 times depending on the surroundings, in the case mentioned service at least twice is necessary to prevent permanent or greater damage. Having to maintain the printer through technical staff will make it harder to keep up because an appropriately populated office had around a thousand employee and many printers, and printers are essential to their work, if the company that sells the printers issue a contract that the problems can be tackled effectively and quicker.
Although buying a service contract seems like an easier way of maintaining the printers, but make sure that you are fully aware of the terms of the contract and the services it covers, for example, if your printer experiences problems in the toner or ink, or it needs to be cleaned, you need to make sure that the contract that you buy offers these services otherwise there is no point buying the contract. Also check the warranty that the contract offers and always go for the one that last longer, so that you wont have to bother with switching contracts or re-issuing one.
Price of these contracts would vary with the quality and credentials of the printer that you have. If you have a contract for a black or white printer, that would automatically reduce the maintenance cost for you, while if the contract is for a color toner printer then the price would increase because color ink toner printers are very expensive and are harder to maintain as they have constant hazard of running out of ink or spilling.