Unit 4 - Reprographics

1. Reprographics
Unit 4

2. 2
Learning Outcomes
What is Reprographics?
Reprographics Equipment
Heather’s Discovery!
The importance of Training
The need for expertise?
In-House Copying
External Agency Copying

3. 3
What is Reprographics?
There are many different types of
documents which need to be copied within
Caledonian Health & Fitness. Examples are:
–Legal documents eg employee contracts
–Educational documents eg training
manuals
–Memorandums; Letters; Notices etc.
The process of copying documents is known
as reprography.

4. 4
Reprographics Equipment
Reprographics involves carrying out a range of
tasks some of which are more complex than
others.
As a result, a variety of equipment is required
for the Reprographics department to act as an
efficient support function to the organisation.

5. 5
Reprographics Equipment
Mr Millar has asked Heather to carry out an inventory
(an audit) of the reprographics equipment currently
used within Caledonian Health & Fitness.
Heather noted the following pieces of equipment:
Photocopier
Printer: Ink Jet and Laser
Scanner
Binder: Comb and Thermal
Laminator
Desk Top Publishing Software
Let’s now find out how each piece of equipment works ………

6. 6
The Photocopier
This is the most common piece of reprographics
equipment used in modern offices.
Photocopiers come in many shapes and sizes!
They range from desktop models to larger models – some
are very technical and can be operated from a VDU
screen!!
Caledonian Health & Fitness has a number of
photocopiers to cater to the needs of each department.
For security purposes each department has a SECURITY
PIN NUMBER for accessing the photocopier to ensure
that only authorised personnel have access to such an
expensive resource.

7. 7
Features of The Photocopier
The photocopier can perform the following tasks:
Produce an exact copy of the original document (the
original document can then be filed away, kept safe and
referred to in the future)
The document can be copied onto paper, card or overhead
transparencies (OHPs)
Single or multiple copies can be produced
Back-to-back copies can be made
The size of the document can be altered
eg A4 to A3
Booklets can be made

8. 8
The Printer
This is a very clever piece of equipment!
It enables the document which has been created on
the PC (this is known as the soft copy) to be copied
onto paper (this is known as the hard copy)
There are 2 main types of printers:
–The INK-JET Printer
–The LASER Printer

9. 9
The Ink-Jet Printer
1)Good standard of print
quality
2)Can print in colour as
well as black
3)Less costly than a laser
printer
1)Operates slower than a
laser printer
2)Not suitable for long-
print runs (some
higher-priced models
may cope with this)
3)Smudging or fading
may appear on the
printouts
4)Running costs are high.
ADVANTAGES DISADVANTAGES

10. 10
The Laser Printer
1)Very high standard print
quality
2)Printing speed is far
greater than inkjet printer
3)Ideal for long print runs
4)Smudging and fading
does not occur whilst
printing
5)Running costs are
relatively low
1)More expensive to buy
than an inkjet printer
2)Colour laser printers
are very expensive
ADVANTAGES DISADVANTAGES

11. 11
The Scanner
The scanner SCANS (copies) what is known as the
SOURCE MATERIAL
Examples of source material are: magazines; photos;
chart; printed text etc
Once the source material has been copied it is then saved
as a computer file
The file can then be used for a specific purpose eg Mr
Smart could scan photos of new pieces of gym equipment
and place them into the company’s monthly newsletter for
customers to see

12. 12
Types of Scanner
There are 2 main types of scanner:
Flat Bed
–The source material is placed onto the glass plate
–The scanner then moves across the document (exactly as a
photocopier) copying the image
–The image is then saved as a file to be used on the PC
Hand Held
–This is a portable scanner
–The scanner is simply passed over the information and
copied
–Many supermarkets are using these today to enable the
customer to have more control over their shopping

13. 13
Binder
The binder is used to hold pages together to ensure
that they are all kept in order
Documents which often require a binder are: reports;
plans; instruction booklets etc
Mr Ray Cruit often binds his training manuals together
as he believes that it makes the documents look more
professional and enables the users to look at the
pages in the correct order. It also keeps the pages
free from wear and tear

14. 14
Binder
There are 2 main types of binders:
COMB
–holes are punched lengthways and a plastic comb
is used to fasten the pages together
–the binder can be removed at any time if certain
pages were required to be replaced or copied
THERMAL
–heat is used to fasten an adhesive spine to the
pages in order to produce a booklet.

15. 15
Laminator
A laminator is a machine which is used to seal documents
inside a plastic coating
Ensures that the paper/card is protected from ‘wear and
tear’
Laminating is a great idea if the piece of paper/card
is likely to be used regularly eg:
–Notices
–library card
–instruction sheets
Mr Wallace issues staff with Identity Badges and
laminates them to protect them for a long period of time

16. 16
Desk Top Publishing
This is a software package used to create high quality documents
Microsoft Publisher is an example of DTP
There is a variety of fonts, sizes and styles which can be used to
create documents
Also a range of graphics and designs can be used to enhance the
presentation of the document
Mrs Ambleon uses DTP to produce the following documents for
the Sales/Marketing Department
–Magazines
–Catalogues
–Posters

17. 17
Group Activity
You are about to create your very own business!!
Your first task is to think of a business name
You are the Managing Director of your business and it is very
important that you have a business card so that you can hand it
out to people at your business meetings
Open up a Microsoft Publisher document
Select a business card template
Work your way through the wizard
Add in any pictures or graphics that you like
Print choosing the multiple copies on page option
To make sure your business cards are durable laminate them
Use a guillotine to ensure straight edges!

18. 18
ActivitiesActivities
Complete the following tasks in your activities
booklet:
–Question 1: What is reprographics
–Question 2: Reprographics Request Form
–Question 3: Features of a good Photocopier
–Question 4: Laser Printer
–Question 5: Scanner
–Question 6: Binder
–Question 7: Identify the best type of equipment
–Question 8: Desk Top Publishing
–Question 9: Recommend the best type of equipment

19. 19
“Training is Required!”
Heather reports back to Mr Millar on her findings.
“I have carried out the inventory check you asked for
and identified the reprographics equipment which is
currently being used. I am quite concerned at the way
in which the equipment is being used – I saw one
member of staff jam a ruler in the photocopier to try
a fix a paper jam!”
Mr Millar was very unhappy about this and asked for
training courses to be provided immediately

20. 20
The Importance of Training
Mr Wallace informs Mr Cruit about the importance of
training staff how to use the equipment properly:
Staff must use the equipment SAFELY to ensure that no
hazards occur eg electric shock
PROCEDURES must be followed at all times eg staff
should report any fault to their line manager straight
away
Staff should use the equipment EFFICIENTLY – make
sure that all resources are used properly and minimise
waste

21. 21
Training Courses For All!
Mr Cruit now needs to create appropriate training
courses - he decides to create the following:
THE INTRODUCTION TO REPROGRAPHICS EQUIPMENT
–This is for new employees who have joined the organisation and are
unaware of procedures which need to be followed
–Qualified trainers will be used to DEMONSTRATE how to work the
equipment as efficiently and safely as possible
REPROGRAPHICS – THE REFRESHER’S COURSE!
–This is for employees who have been there for a long period of time
and who require a reminder as to how to use the equipment
REPROGRAPHICS – THE EXPERT’S CORNER
–This is for those employees who are responsible for maintaining and
cleaning the equipment
–It is essential that they are fully aware of how the equipment
operates in order to fix faults quickly and efficiently

22. 22
Can we do it on our own?
Heather is fascinated to discover how difficult and
demanding Reprographics can be!!
This is why she has carried out the following research
on External Agency Copying. These agencies actually
specialise in Reprographics. They provide a SERVICE
to other businesses so that they can carry on with
their own work and not worry about processing their
own reprographics.
Is this a good thing? Let’s find out ………………………

23. 23
Factors to consider
When deciding upon whether to reproduce documents
IN-HOUSE or use an EXTERNAL AGENCY, Heather must
consider the following:
The material to be copied eg. Text, photographs, charts etc.
Whether or not the business has appropriate reprographics
equipment
Is colour copying required?
Number of copies required and how quickly they are needed.
The quality of copies required
The availability and cost of using an external agency

24. 24
In-House Copying
1.Tasks can be
completed quickly
2.Urgent tasks can be
‘fed-in’ eg. Staff
have the ability to
prioritise work
3.No additional costs
will be incurred eg.
External agencies
1.Initial cost is likely
to be high –
purchase / lease of
equipment
2.Staff will have to be
trained
3.Equipment must be
capable of tasks
required
4.Equipment must be
maintained and
serviced regularly
ADVANTAGES DISADVANTAGES

25. 25
External Agency Copying
1.Able to offer expertise
and advice by employing
specialist staff
2.Ability to produce high
quality documents eg.
Glossy magazines, hard
back covers on booklets
etc
3.Specialist equipment
available for completion
of particular tasks
4.Extremely cost
effective when
producing large volumes
of copying
1.May be difficult to
convey exact
requirements
2.More costly for small
volumes of copying
3.If a local firm is not
available time may be
wasted
ADVANTAGES DISADVANTAGES

26. 26
ActivitiesActivities
Complete the following tasks in your
activities booklet:
–Question 10: Why training is so
important
–Question 11: Notice for your school’s
Reprographics Department
–Question 12: The use of an External
Agency

27. 27
Notice Competition!
Your class has been entered into (Council’s Name) ‘School Rules’
Poster Campaign.
Your task is to design and produce a poster showing the rules
of (School Name) - it must be unique and eye-catching. Once
completed the poster will be displayed on notice boards around
the school and a copy will be printed in the local newspaper.
You must supply copies to (Headteacher’s name) for (his/her)
approval after which a copy must be sent to the Council.
An important point to think about: school corridors are busy
places so you must make sure that the poster will be safe from
wear and tear!!