Ask your office supplies company to accumulate all of your purchases for the year (or last year) and list those items purchased from high to low dollars spent. The top five or six items that show up will more likely comprise 30-50% of all your purchases. You might want to exclude copier paper and bid that out separately if it makes up a large amount of the dollars on the list. It is normally a large expense, as well as printer and scanner cartridges, toner and other inks.
Print easy to mark laminated page size calendars and hang them off of your copiers, faxes and other large office equipment in order to track service calls and repair dates, using grease pencils. There are several reasons why you want to keep track of the work required for these machines. If you have new equipment that requires frequent maintenance, this may be the proof you need to demand a new replacement machine, especially if it is under warranty.