How to Set Up an Ergonomic Copy Room
A well-organised copy room improves productivity, reduces accidents and extends equipment lifespan. Whether you have one machine or ten, ergonomic principles apply. Here’s how to optimise your space.
Basics of an efficient copy room
Necessary space
Around each machine:
- 60cm minimum at front (access, output)
- 50cm at sides (consumables, jams)
- 30cm at rear (ventilation)
- 100-150cm of circulation around
Total room:
- Minimum 6m² for one multifunction
-
- 3m² per additional machine
-
- space for storage (paper, consumables)
Traffic flow
Plan logical circulation:
- Entrance: user approaches
- Machine area: printing, copying, scanning
- Finishing area: stapling, binding (if manual)
- Storage area: paper, consumables
- Exit: user leaves with documents
Avoid bottlenecks and path crossings.
Optimal machine positioning
Height and accessibility
- Control panel: at eye level when standing (~150cm)
- Paper trays: accessible without bending
- Output tray: at hand level (~90-100cm)
- Scanner: if frequent use, consider slight inclination
Orientation
- Control panel: towards circulation (no one behind the user)
- Rear: accessible for maintenance
- Cables: hidden but accessible
Spacing between machines
If multiple copiers:
- Minimum 100cm between two machines
- Space for one person to pass between
- Avoid head-to-head positioning (uncomfortable)
Lighting
Intensity
- Recommended: 400-500 lux for work areas
- Avoid: too intense lighting (reflections on screens)
- Avoid: too weak (reading difficulty)
Type
- Diffused light: avoids hard shadows
- Without direct glare: not facing eyes
- Natural: good if well controlled (avoid sun on screens)
Scanner specifics
Intense light near scanner can interfere with scanning quality. Consider light orientation.
Air quality and ventilation
Why it’s important
Laser copiers and printers emit:
- Ozone (in small quantities)
- Fine paper particles
- Organic compounds (toner)
Recommendations
- Minimum ventilation: 2-3 air changes/hour
- No direct airflow: on machines (causes dust)
- Room temperature: 18-25°C ideal
- Humidity: 40-60% (paper and machines)
Warning signs
- Persistent smell of “new”
- Headaches in the room
- Frequent paper jams (humidity)
If these signs appear, improve ventilation.
Acoustics
Noise levels
| Machine type | Noise level |
|---|---|
| Desktop printer | 45-55 dB |
| Office multifunction | 50-60 dB |
| Production copier | 55-70 dB |
For comparison: normal conversation = 60 dB.
Mitigation
- Carpeted floor: absorbs vibrations
- Sound-absorbing panels: on walls if necessary
- Room away from offices: if high volumes
- Enclosure: for production machines
Storage optimisation
Paper
- Dedicated storage: shelves or cupboards
- Off the floor: avoid humidity
- Horizontal: avoid bending
- Away from heat: radiators, windows
- Rotation: first in, first out
Consumables
- Visible stock: to anticipate orders
- By machine type: if several models
- Instructions: where to find references
Waste
- Recycling bin: paper, cardboard
- Toner bin: specific collection
- Confidential paper: if applicable
Safety
Risks to consider
- Fire: paper + electricity = risk
- Tripping: cables, boxes on floor
- Jams: risk of cuts, burns
- Ergonomics: carrying heavy paper packs
Precautions
- Fire extinguisher: nearby, accessible
- Clear floor: no obstacles
- Cable management: covered or raised
- Training: jam handling, heavy loads
Regulatory signage
- Machine operating instructions
- Jam clearance procedure
- Emergency contact (IT, maintenance)
- Evacuation route
Specific equipment
Work table
A small table allows:
- Preparing documents before copying
- Sorting after printing
- Manual stapling, binding
- Checking prints
Dimensions: 60×80cm minimum, at standing height (90cm) or adjustable.
Seating
If long waiting times:
- Stool or standing support
- Comfortable for short waits
- Doesn’t obstruct circulation
Computer station
For print from scan or emailed documents:
- Dedicated workstation
- Secure session
- Connected to copiers
Practical organisation
Reservation system
For high demand:
- Shared calendar for large jobs
- Schedules by department
- Maximum slot duration
Usage rules
Posted near machines:
- Duplex priority
- B&W default
- Paper jam procedure
- Technical support contact
Supply management
- Minimum stock defined
- Low stock alerts (visual or digital)
- Designated restocking manager
Accessibility
Reduced mobility
If users with reduced mobility:
- 90cm wide access
- Control panel at accessible height
- No obstacle on floor
- Possible voice assistance
Visual impairment
- Audio signals
- Tactile controls (if available)
- Clear contrast on markings
Specific example: medium company (50 people)
Configuration
- 1 A3 colour multifunction (main)
- 1 A4 B&W multifunction (secondary/urgent)
- Work area
- Paper storage (3,000 sheets)
- Consumable storage
- Recycling point
Layout
+------------------------------------------+
| Door |
| ↓ |
| +------+ +---------------+ |
| | Work | | A3 Colour | |
| | table| | multifunction | |
| +------+ +---------------+ |
| |
| +------+ +---------------+ |
| |Recycle| | A4 B&W | |
| | bins | | multifunction | |
| +------+ +---------------+ |
| |
| +---------+ +-----------+ |
| | Consum. | | Paper | |
| | storage | | storage | |
| +---------+ +-----------+ |
+------------------------------------------+Dimensions
- Total room: 15m²
- Circulation width: 120cm
- Machine zone: 8m²
- Storage: 4m²
- Work/waiting: 3m²
Checklist for an ergonomic copy room
Space
- 6m² minimum per machine
- 60cm clearance in front of each machine
- 100cm traffic circulation
- Logical flow (entry → machines → exit)
Environment
- 400-500 lux lighting
- 18-25°C temperature
- 40-60% humidity
- Adequate ventilation
Equipment
- Accessible control panels
- Preparation work table
- Organised storage (paper, consumables)
- Sorted bins
Safety
- Fire extinguisher accessible
- Clear floor
- Managed cables
- Posted instructions
Accessibility
- 90cm wide access
- No floor obstacles
- Accessible panel heights
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