 by Aaron Hodge, Sales Manager When you take stock of your branch equipment this season, you might want to do more than just polish these devices. Branch equipment needs a periodic evaluation that includes regular maintenance to optimize its performance. Tellers and universal bankers rely heavily on check scanners, printers, and other devices to deliver seamless customer service. But when this technology is not well maintained, it can negatively impact customer experiences. Additionally, when poorly functioning devices are left abandoned on counters and desks or stowed away in cabinets or storage closets, they create hardware clutter that hurts productivity. In fact, recent studies indicate that clutter negatively impacts workers’ productivity and performance and contributes to poor customer experiences. Now is a great time to establish the habit of quarterly evaluations of equipment — a systematic review of all devices, both those in use and those that have been put aside. After your evaluation, be prepared to take actions that promote the health of your technology and the productivity of your team. Getting Started on a Branch Technology Health Check A branch tech health check should start with an initial evaluation of your branch equipment to separate valuable assets from hardware clutter. You’ll want to document this process with a log that you can use for subsequent reviews, if you don’t already have one. This log will include columns to capture each item’s Name, Serial Number, Model, Warranty, Condition, and Action. Once you have a way to document your assessment, plug in each device to see if it works. Get input from frontline workers to identify any performance issues that wouldn’t be immediately apparent. Also, check the model numbers of dormant equipment, as the device may not be in use because it no longer aligns with your branch’s technology strategy. If that’s the case, set it aside to be decommissioned. As you evaluate your equipment, assign each unit to one of these four buckets:
How to Take Care of Fully Functional Equipment The hardware that’s driving efficient customer transactions in your branches should function flawlessly and look great in your branch. For example, in addition to keeping your check scanners and receipt printers dust-free, it’s very important to perform regular maintenance on them. Power down and unplug the device before cleaning the internal mechanisms. Approved cleaning cards and compressed air can clear the feed path and sensors. For printers, you can use swabs to gently clean key components like rollers or print heads. Finish by running a test scan or print to ensure smooth operation and software recognition. Most manufacturers provide detailed cleaning instructions on their websites. It’s always best to follow their guidelines. Here are the resources from leading printer and scanner manufacturers:As you complete your review, you should also look for gaps in your fleet of printers, check scanners, signature pads, etc. Prices are rising due to tariffs and other supply chain challenges. You may have to move quickly to get the best deal on new hardware or take advantage of remanufactured equipment, which is in high demand. Remanufactured products cost a quarter to a third less and often come with a generous warranty. Stocking your fleet or replacing outdated devices with newer refurbished technology is often more cost-effective and environmentally sound than buying new products. If you have excess equipment, keep some as spares or have them redeployed at another branch. Some banks have the capacity to warehouse excess equipment. If you believe you may have a need for your extra units within the next 1-3 years, it might make sense to warehouse them. Otherwise, you can sell your excess equipment and fund other priorities with the proceeds.  What to Do About Malfunctioning Devices Malfunctioning devices can slow transactions and frustrate both staff and customers. Should they be tossed immediately? Definitely not. These technology assets may still be under warranty, or your financial institution may have a contract with an OEM-certified repair services provider who can restore them to excellent working condition. Typically, these repair services providers offer a 6- to 18-month warranty on their work, which makes the repair worth it. Planning What’s Next for Decommissioned Equipment The hardware that’s not in use can be redeployed in another branch or sold to a banking technology reseller, who can then refurbish or recycle the device. A reseller may also salvage them for parts and properly dispose of any e-waste. By remarketing your excess equipment, you can maximize the return on investment on unneeded devices while minimizing environmental impact. It’s essential that you follow the right protocols to securely decommission devices. Unwanted equipment may still carry sensitive customer data. Improper disposal can lead to compliance breaches or reputational risk. Before removing any technology from your environment:
Train Your Team One of the main reasons tellers and other personnel don’t complete device maintenance is that they do not know how or they don’t understand its importance. Your quarterly health check is a great time to gather your team together to provide hands-on training on how to maintain check scanners, printers and other devices.
Make Quarterly Device Maintenance a Habit When every device is in pristine working condition and tech clutter is eliminated, your team spends less time troubleshooting and more time serving customers. Your quarterly technology health check is the new habit your branch needs to operate at this high standard all year round. Need help with technology lifecycle planning or certified device disposal? Looking to stay on budget despite tariffs as you refresh your branch technology? We can help. Benchmark offers end-to-end services, from procurement and fulfillment to repair, warranty, and secure e-waste services, designed specifically for financial institutions. Contact us for a free consultation.
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