KNOX ACADEMY

STANDARD GRADE ADMINISTRATION

UNIT 4
REPROGRAPHICS
PUPIL NOTES

What is Reprographics? ................................................................................3 What are the features and uses of reprographics equipment? .......................3 What type of printer? ....................................................................................5 Staff Training................................................................................................6 In-house and External Agencies ...................................................................7

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 2

Standard Grade Administration Unit 4: Reprographics

What is Reprographics?
In an office different types of documents have to be copied. The process of making copies is called reprographics.

What are the features and uses of reprographics equipment?
Equipment/ Software
Photocopier

Description/Use
• Provides an exact copy quickly • Copies can be made on to paper, card, OHP transparencies and in various sizes – A5, A4, A3 • Back to back copies can be made • Multi-page documents can be enlarged/reduced in size, or darkened/ lightened. • Colour copies can be produced • Can be linked to computer to produce copies directly form the computer

Tasks
• Staff handbooks • Price Lists • Policy documents e.g. Health and Safety Policy • OHP transparencies

Laminator

• Uses heat to seal documents inside a • Plastic cover plastic coating for booklet • Document is protected from wear and • Posters/notices tear • ID passes • Documents are easily wiped clean • Hold pages of a booklet together • Looks professional • A comb binder is used to punch holes along the length of the pages; a plastic comb fits into the holes and holds the pages together • A thermal binder uses heat to fasten an adhesive (glue) spine to hold the pages together • Staff handbook • Reports • Instruction Booklets • Organisational Polices

Binder

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 3

Scanner

Digital Camera

• A document/graphic is placed into the scanner which is then transfers an exact copy to a linked computer for storage. • The scanned image can be inserted into other documents or edited • Allows incoming mail to be stored on computer, e.g. application forms • To allow incoming mail to be put onto the organisational intranet. • Allows photographs to be taken and downloaded onto the computer for storage • Photographs can be inserted into documents and edited

• • • •

Catalogues Handbooks Intranet Incoming mail

• Documents require photos e.g. staff manuals, property schedules • Magazines • Sales catalogues • Posters • Forms • Organisational booklets • Small runs of documents • Master copies of documents to be photocopied • Posters

DTP/Graphics/ • Software which allows a user to Word processing create professional looking pages software including text and graphics/photographs • A variety of fonts, sizes, styles can be used • Finished pages can be previewed on screen before printing Inkjet Printer • Text and graphics can be printed • Can print onto different sizes of paper or card e.g. A5, A4 and envelopes, labels, OHP transparencies • Can print in colour • Relatively portable • Inexpensive to buy (compared to laser) Laser Printer • Text and graphics can be printed • Can print onto different sizes of paper or card e.g. A5, A4 and envelopes, labels, OHP transparencies • Can print in colour (although this is more expensive than inkjet) • Very fast and high quality • Can be expensive to buy

• Large runs of documents • Producing personalized letters to customers or suppliers

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 4

What type of printer?
Ink Jet Printer
Advantages  High print quality  Quiet in use  Can print in colour as well as black  Relatively in-expensive to buy Disadvantages  Relatively slow  Suitable for short runs  Only advanced models can produce high quality DTP work  High running costs

Laser
Advantages  Excellent print quality  Quiet in use  Printing is relatively quick  Relatively low running costs  Printouts do not smudge or fade Disadvantages  Relatively expensive to buy compared to inkjet printers  Colour laser printers are very expensive

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 5

Staff Training
Staff working within the Reprographics Department must be trained for the following reasons:  So that they know how to use the equipment safely  So they know what to do in case of a fault  So that they can use the equipment efficiently – producing high quality output and reducing waste  To be familiar with appropriate legislation, such as copyright laws The training offered to staff should:  Reflect the level of experience and responsibility of staff  Be carried out by qualified trainer  Always be carried out when a new piece of equipment is installed  Consists of a practical demonstration of the equipment  Allow supervision until staff are confident in the use of the new equipment  Include dealing with minor faults/maintenance/cleaning of the equipment  Be offered to all new staff  Be updated regularly for all staff

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 6

In-house and External Agencies
Reprographics may be carried out within the organisation (in-house) or by using an external agency. To carry out reprographics tasks in-house, an organisation must consider the follow: The task to be completed  Does it include text, graphics, photographs?  Is it to be in colour  The number of copies required  The required quality of the finished product  The timescale involved  The cost of purchasing the equipment  The running costs of the equipment  The training of staff to use and maintain equipment

Reprographics Office

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Advantages and Disadvantages of In-house/ External Agencies
In-house

Advantages  Tasks can be competed quickly – no delays in sending work out and waiting for its return  In-house tasks can be prioritised and ‘fed-in’  Cheaper than using an external agency

Disadvantages  Costs of purchasing equipment is high  Staff must be trained to use equipment – costly in time and money  Equipment must be maintained

External Agency

EXTERNAL AGENCY

Advantages  Specialist trained staff can complete task very quickly and to a high standard  May be cost-effective for large volumes of tasks  Specialist equipment is available

Disadvantages  May be costly for small tasks  There may be difficulties in explaining the exact requirements, so delays may arise

_______________________________________________________________________________________________________ Standard Grade Administration – Unit 4 Notes 8

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