Reprographics

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REPROGRAPHICS

Standard Grade Administration

Unit 4

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What is Reprographics

How we copy information.

The Reprographics department in an organisation will be responsible for duplicating and copying documents.

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Reprographics DepartmentThe Reprographics Assistant makes copies of documents,

produces booklets and posters for notice boards

Photocopier used for long

‘runs’In trays for photocopying

requests

Colour photocopier used for short ‘runs’

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Photocopier

Document Loader

Sorter

Paper Trays

Function Keys:

•No. of Copies•Collate and Sort

•Staple•Back to Back

Copies

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Photocopier Functions

Most Organisations will have a photocopier: Provides an exact copy Quick Copy on to many things. E.g. Paper, Card Copy in various sizes Collated (grouped together) Staple multi page documents Adjusted for light/dark copies May require password/identification to use.

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Printer

Ink Jet Printer

Advantages High print quality Quiet in use Relatively in-expensive to buy

Disadvantages Relatively slow Suitable for short runs High running costs

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Printer

Laser Printer

Advantages Excellent print quality Quiet in use Printing is relatively quick Relatively low running costs

Disadvantages Relatively expensive to buy compared to inkjet printers Costs higher. E.g. Toner.

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Equipment

Scanner Exact copies for electronic storage Upload a graphic

Laminator Melts a plastic cover over a document to protect it

from wear and tear Useful for displays

Binder Used to keep pages of a booklet together. Thermal/Comb

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Desk Top Publishing Software

Allows use of templates to create professional looking documents

Can include graphics, photos, text and manipulate them easily within a document

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Staff Training

How to use the equipmentHow to carry out routine tasks –

changing tonerHealth and Safety issuesUse equipment effectively eg no wasteWhat to do if a fault occurs

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In-House Vs External Agencies

In House (by own staff)

OR

External Agency (another firm)

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Consider what needs to be done

Graphics, images, photos etcNumber requiredQuality of finished product requiredTimescaleCost/availability of equipmentTraining required for staff

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In-house

Advantages Usually quicker than

external agency

Can be prioritised

Cheaper then external agency

Disadvantages Cost of purchasing

equipment expensive

Staff training requires time and money

Equipment costly to maintain

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External Agency

Advantages Specialist trained

staff complete task quickly and to high standard

Cost effective especially if large volume

Specialist equipment available

Disadvantages Costly for small task

Difficult to explain exact requirements

Time in sending/receiving work.