Scope: This procedure explains how equipment in LTS is maintained, repaired, and serviced.

Contact:  Lisa Maybury  

Unit: Receiving & Government Documents

  Date last updated: 11/30/2015

Date of next review: November 2016

 Equipment
 Maintenance
 Service

A.  EQUIPMENT

Equipment includes copy machines, computers, printers, telephones, and fax machines, as well as any furniture in need of repairs. Maintenance in this context means keeping the machine supplied (paper for copy machines and printers as well as toner for printers).  Desktop services supplies toner cartridges and toner drums for all of our printers, but they are paid from LTS funds. Repair is an action that has to be taken beyond the above maintenance so that a machine can be made functional. Service means routine maintenance to the machinery itself.

B.  MAINTENANCE

I. COPY MACHINES

• Olin LTS (Rooms 107E, 110, B38 & B39)
  • The Olin LTS administrative support specialist is responsible for purchasing the paper.  in LTS.  When you notice that the supply at a particular machine is low, staff replenishes as necessary.
  • The Olin LTS administrative support specialist is also responsible for replacing toner and toner bags. In her absence, the network administrator on duty serves as backup. These supplies are kept in a compartment below each machine and are replaced as needed. When the last toner and or toner bag at a machine has been used, the LTS administrative support specialist will replenish the stock.

II. PRINTERS

• Olin LTS (Room 107E, 110, B38 & B39)
  • The Olin LTS administrative support specialist supplies paper to individual machines in LTS. When you notice that the supply at a particular machine is low, staff should replenish as necessary.
  •   The Olin LTS administrative support specialist is also responsible for contacting Desktop support to replace toner cartridges and toner drums in all of the printers in 110. When the toner is low in any of the printers located in 110, let the Olin LTS administrative support specialist  know and she will send an email to desktop services who will supply the cartridge and replace it if it is needing to be replaced right at that moment.  Otherwise, she will install it when it completely runs out. In her absence, the network administrator on duty serves as backup.

I. COPY MACHINES

• Olin LTS (Rooms 110 & B38)
  • Paper jams in departmental copiers are taken care of by the nearest staff member able to do so. Do not attempt any other repairs. If a copier is out of service, notify the Olin LTS administrative support specialist via e-mail, telling her which copier is out of service and why. She then calls the vendor and requests a service call.  

 II. COMPUTERS

• Olin LTS (Rooms 107E, 110, B38 & B39)
  • Report problems with a departmental computer or printer to the departmental network administrator on duty. If the network administrator is unable to resolve a problem, he or she notifies a network technician in Desktop Services.  
      

III. OTHER EQUIPMENT

• Olin LTS (Rooms 107E, 110, B38 & B39)
  • Report breakdowns of other equipment, such as telephones, or furniture to the Olin LTS administrative support specialist, who initiates the appropriate service call.  

C.  SERVICE

The routine mechanical servicing of equipment in LTS is performed by suppliers or staff from outside LTS on schedules determined by those suppliers or staff. LTS staff are not involved in such maintenance and maintain no service records.