Chapt 23
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Chapter 23
Office Reprographics and Mail Services
Administrative Office Management, 8/e by Zane Quible
1
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Reprographics Centers Provide copying and printing services. Center supervisor is responsible for day-to-day operations. Administrative office manager has overall responsibility.
Administrative Office Management, 8/e by Zane Quible
2
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors Affecting the Organization of the Reprographics Center Determine its needs. Determine nature of control. Determine personnel needs. Determine proper layout. Prepare policies and procedures. Maintain the equipment. Set work standards. Implement cost control measures. Install appropriate equipment. Administrative Office Management, 8/e by Zane Quible
3
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors That Help Determine the Needs of the Reprographics Center 1. Number of copies needed of various documents. 2. Specialized production requirements of the copying or printing process. 3. Overall quality of original documents. 4. Desired quality of the copying or printing processes. 5. Turnaround time needed for obtaining copies. 6. Nature of specialized production jobs. Administrative Office Management, 8/e by Zane Quible
4
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Nature of Control of the Reprographics Center Most have centralized control. Most organizations have one large center and perhaps several satellite centers located throughout the organization.
Administrative Office Management, 8/e by Zane Quible
5
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Advantages of Centralized Control of the Reprographics Center 1. Greater control over the reprographics function is possible. 2. Center is likely to operate with greater efficiency. 3. Selection and utilization of equipment is likely to be more efficient. 4. Process of purchasing and replenishing supplies is likely to be performed more efficiently. Administrative Office Management, 8/e by Zane Quible
6
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Personnel for the Reprographics Center Personnel need to be skilled in the operations they perform. Training sources include the equipment vendor, vocational-technical schools, etc.
Administrative Office Management, 8/e by Zane Quible
7
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Layout of the Reprographics Center Most efficient layout is a straight-line flow that eliminates backtracking or criss-crossing. Specialized nature of equipment being used is considered in determining proper layout.
Administrative Office Management, 8/e by Zane Quible
8
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Policies and Procedures of the Reprographics Center
Areas Involved Include: Submitting of routine work. Handling of confidential work. Processing of high-priority work. Determining appropriate processing method.
Administrative Office Management, 8/e by Zane Quible
9
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Maintenance of Equipment in the Reprographics Center Equipment requires quality maintenance that extends life and improves quality with which work is produced. Equipment operators are often responsible for maintaining equipment.
Administrative Office Management, 8/e by Zane Quible
10
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Standards of the of the Reprographics Center Production standards determine the efficiency of the center. Standards are available from a variety of sources, including equipment manufacturers, and also are set by supervisors.
Administrative Office Management, 8/e by Zane Quible
11
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Suggestions for Controlling the Cost of the Reprographics Center 1. Use the most economical printing and copying processes the jobs will allow. 2. Request or produce only as many copies as are needed. 3. Keep the equipment properly adjusted so that very few, if any, pages are ruined in the printing or copying processes. 4. Print on both sides of the paper when possible. 5. Use the services of the reprographics center for a particular job unless an outside source is more economical. 6. Take advantage of quantity purchasing of supplies. Administrative Office Management, 8/e by Zane Quible
12
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Equipment for the Reprographics Center Equipment generally determines the operating efficiency of the center.
Administrative Office Management, 8/e by Zane Quible
13
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Categories of Copying Equipment
Equipment that uses sensitized paper. Equipment that uses plain paper.
Administrative Office Management, 8/e by Zane Quible
14
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Copying Processes That Use Sensitized Paper Diffusion transfer Gelatin transfer Stabilization Diazo Thermography
Administrative Office Management, 8/e by Zane Quible
15
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Copying Processes That Use Plain Paper Xerographic process Fiber optics
Administrative Office Management, 8/e by Zane Quible
16
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Xerographic Process Based on the physics principle that unlike electrical charges attract each other but that like charges repel each other. A selenium-coated drum is positively charged with the image of the document. Negatively charged toner is spread on the drum, attracted to the positive-image areas. As a sheet of paper passes through the copier, heat adheres the image to the paper. Administrative Office Management, 8/e by Zane Quible
17
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Common Features Found on Current Copier Equipment Image reduction Image enlargement Automatic document feed Duplexing Collating Stapling Administrative Office Management, 8/e by Zane Quible
18
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Less Common Features Found on Current Copier Equipment Automatic paper folding Adhesive binding Automatic hole punching Facsimile Built-in image editing Spot color Digital editing Administrative Office Management, 8/e by Zane Quible
19
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Digital Copying Process
Provides a number of useful features, including stretching, shrinking, or slanting text. Also permits overlaying one image on another, mirror imaging, color converting, etc.
Administrative Office Management, 8/e by Zane Quible
20
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors to Consider When Comparing Copiers Copier applications Equipment reliability Equipment cost Image quality Copier volume Vendor reputation Vendor service response time Administrative Office Management, 8/e by Zane Quible
21
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Fiber Optics Copying Image is formed on the drum by using fiber optics to transmit light from the original document to the drum.
Administrative Office Management, 8/e by Zane Quible
22
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Types of Duplication Processes
Offset Spirit Stencil Copy printer
Administrative Office Management, 8/e by Zane Quible
23
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Auxiliary Equipment Used in Reprographics Centers Automatic collators Binders Desktop publishing Folding equipment
Administrative Office Management, 8/e by Zane Quible
24
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mechanical Devices for Transporting Documents Pneumatic tubes Conveyor systems Electric mail carts
Administrative Office Management, 8/e by Zane Quible
25
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Its structure is primarily determined by size and needs of the organization.
Mailroom
Administrative Office Management, 8/e by Zane Quible
26
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors That Affect Mailroom Design Number of employees in the organization. Correspondence volume of the organization. Speed with which mail must be handled. Volume of accountable mail. Nature of outgoing mail.
Administrative Office Management, 8/e by Zane Quible
27
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Typical Functions of Mailrooms Processing incoming and outgoing mail. Distributing internal correspondence. Receiving and shipping parcels.
Administrative Office Management, 8/e by Zane Quible
28
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Personnel Type and number of personnel needed are determined by size of the organization and the functions it performs. Some of the job titles frequently found are: Supervisor Senior mail clerk Mail clerk Delivery clerk Messenger Administrative Office Management, 8/e by Zane Quible
29
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Layout Layout has a direct bearing on the efficiency of the mailroom. Functions performed in the mailroom determine the areas that should be included and how they will be arranged.
Administrative Office Management, 8/e by Zane Quible
30
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Equipment Much of the new equipment used in mailrooms generally reduces the amount of physical effort involved in getting mail processed.
Administrative Office Management, 8/e by Zane Quible
31
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Types of Equipment Found in Mailrooms Addresser-printer equipment Opening equipment Stamping-sealing equipment Automatic envelope emptiers Inserting equipment Electronic scales Bundling equipment Administrative Office Management, 8/e by Zane Quible
32
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Information Based Indicia Program (IBIP) Is an Internet-based program that facilitates the preparation of digital stamps that are affixed to mail. Involves establishing accounts for desktop computers. Internet is used to charge the account. Laser printer prepares the digital stamp.
Administrative Office Management, 8/e by Zane Quible
33
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Ways to Conserve Mailing Costs Imprint POSTNET bar codes on the envelope. Affix the proper amount of postage on each piece of mail. Keep mailing lists up to date. Use light-weight mailers. Use fax delivery rather than overnight delivery when possible. Investigate the use of alternative delivery systems for parcels. Administrative Office Management, 8/e by Zane Quible
34
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Courier Services
Are used by many organizations. Examples of courier services: Federal Express Burlington Purcolator United Parcel Service Greyhound Administrative Office Management, 8/e by Zane Quible
35
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Online Mailing Services Organization prepares the documents on its premises but then transmits the documents electronically to an online mailing service that prints, folds, inserts, and addresses the mail. Organization is charged a per-unit fee for each processed item.
Administrative Office Management, 8/e by Zane Quible
36
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Office Reprographics and Mail Services
Administrative Office Management, 8/e by Zane Quible
1
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Reprographics Centers Provide copying and printing services. Center supervisor is responsible for day-to-day operations. Administrative office manager has overall responsibility.
Administrative Office Management, 8/e by Zane Quible
2
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors Affecting the Organization of the Reprographics Center Determine its needs. Determine nature of control. Determine personnel needs. Determine proper layout. Prepare policies and procedures. Maintain the equipment. Set work standards. Implement cost control measures. Install appropriate equipment. Administrative Office Management, 8/e by Zane Quible
3
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors That Help Determine the Needs of the Reprographics Center 1. Number of copies needed of various documents. 2. Specialized production requirements of the copying or printing process. 3. Overall quality of original documents. 4. Desired quality of the copying or printing processes. 5. Turnaround time needed for obtaining copies. 6. Nature of specialized production jobs. Administrative Office Management, 8/e by Zane Quible
4
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Nature of Control of the Reprographics Center Most have centralized control. Most organizations have one large center and perhaps several satellite centers located throughout the organization.
Administrative Office Management, 8/e by Zane Quible
5
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Advantages of Centralized Control of the Reprographics Center 1. Greater control over the reprographics function is possible. 2. Center is likely to operate with greater efficiency. 3. Selection and utilization of equipment is likely to be more efficient. 4. Process of purchasing and replenishing supplies is likely to be performed more efficiently. Administrative Office Management, 8/e by Zane Quible
6
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Personnel for the Reprographics Center Personnel need to be skilled in the operations they perform. Training sources include the equipment vendor, vocational-technical schools, etc.
Administrative Office Management, 8/e by Zane Quible
7
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Layout of the Reprographics Center Most efficient layout is a straight-line flow that eliminates backtracking or criss-crossing. Specialized nature of equipment being used is considered in determining proper layout.
Administrative Office Management, 8/e by Zane Quible
8
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Policies and Procedures of the Reprographics Center
Areas Involved Include: Submitting of routine work. Handling of confidential work. Processing of high-priority work. Determining appropriate processing method.
Administrative Office Management, 8/e by Zane Quible
9
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Maintenance of Equipment in the Reprographics Center Equipment requires quality maintenance that extends life and improves quality with which work is produced. Equipment operators are often responsible for maintaining equipment.
Administrative Office Management, 8/e by Zane Quible
10
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Standards of the of the Reprographics Center Production standards determine the efficiency of the center. Standards are available from a variety of sources, including equipment manufacturers, and also are set by supervisors.
Administrative Office Management, 8/e by Zane Quible
11
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Suggestions for Controlling the Cost of the Reprographics Center 1. Use the most economical printing and copying processes the jobs will allow. 2. Request or produce only as many copies as are needed. 3. Keep the equipment properly adjusted so that very few, if any, pages are ruined in the printing or copying processes. 4. Print on both sides of the paper when possible. 5. Use the services of the reprographics center for a particular job unless an outside source is more economical. 6. Take advantage of quantity purchasing of supplies. Administrative Office Management, 8/e by Zane Quible
12
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Equipment for the Reprographics Center Equipment generally determines the operating efficiency of the center.
Administrative Office Management, 8/e by Zane Quible
13
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Categories of Copying Equipment
Equipment that uses sensitized paper. Equipment that uses plain paper.
Administrative Office Management, 8/e by Zane Quible
14
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Copying Processes That Use Sensitized Paper Diffusion transfer Gelatin transfer Stabilization Diazo Thermography
Administrative Office Management, 8/e by Zane Quible
15
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Copying Processes That Use Plain Paper Xerographic process Fiber optics
Administrative Office Management, 8/e by Zane Quible
16
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Xerographic Process Based on the physics principle that unlike electrical charges attract each other but that like charges repel each other. A selenium-coated drum is positively charged with the image of the document. Negatively charged toner is spread on the drum, attracted to the positive-image areas. As a sheet of paper passes through the copier, heat adheres the image to the paper. Administrative Office Management, 8/e by Zane Quible
17
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Common Features Found on Current Copier Equipment Image reduction Image enlargement Automatic document feed Duplexing Collating Stapling Administrative Office Management, 8/e by Zane Quible
18
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Less Common Features Found on Current Copier Equipment Automatic paper folding Adhesive binding Automatic hole punching Facsimile Built-in image editing Spot color Digital editing Administrative Office Management, 8/e by Zane Quible
19
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Digital Copying Process
Provides a number of useful features, including stretching, shrinking, or slanting text. Also permits overlaying one image on another, mirror imaging, color converting, etc.
Administrative Office Management, 8/e by Zane Quible
20
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors to Consider When Comparing Copiers Copier applications Equipment reliability Equipment cost Image quality Copier volume Vendor reputation Vendor service response time Administrative Office Management, 8/e by Zane Quible
21
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Fiber Optics Copying Image is formed on the drum by using fiber optics to transmit light from the original document to the drum.
Administrative Office Management, 8/e by Zane Quible
22
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Types of Duplication Processes
Offset Spirit Stencil Copy printer
Administrative Office Management, 8/e by Zane Quible
23
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Auxiliary Equipment Used in Reprographics Centers Automatic collators Binders Desktop publishing Folding equipment
Administrative Office Management, 8/e by Zane Quible
24
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mechanical Devices for Transporting Documents Pneumatic tubes Conveyor systems Electric mail carts
Administrative Office Management, 8/e by Zane Quible
25
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Its structure is primarily determined by size and needs of the organization.
Mailroom
Administrative Office Management, 8/e by Zane Quible
26
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Factors That Affect Mailroom Design Number of employees in the organization. Correspondence volume of the organization. Speed with which mail must be handled. Volume of accountable mail. Nature of outgoing mail.
Administrative Office Management, 8/e by Zane Quible
27
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Typical Functions of Mailrooms Processing incoming and outgoing mail. Distributing internal correspondence. Receiving and shipping parcels.
Administrative Office Management, 8/e by Zane Quible
28
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Personnel Type and number of personnel needed are determined by size of the organization and the functions it performs. Some of the job titles frequently found are: Supervisor Senior mail clerk Mail clerk Delivery clerk Messenger Administrative Office Management, 8/e by Zane Quible
29
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Layout Layout has a direct bearing on the efficiency of the mailroom. Functions performed in the mailroom determine the areas that should be included and how they will be arranged.
Administrative Office Management, 8/e by Zane Quible
30
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Mailroom Equipment Much of the new equipment used in mailrooms generally reduces the amount of physical effort involved in getting mail processed.
Administrative Office Management, 8/e by Zane Quible
31
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Types of Equipment Found in Mailrooms Addresser-printer equipment Opening equipment Stamping-sealing equipment Automatic envelope emptiers Inserting equipment Electronic scales Bundling equipment Administrative Office Management, 8/e by Zane Quible
32
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Information Based Indicia Program (IBIP) Is an Internet-based program that facilitates the preparation of digital stamps that are affixed to mail. Involves establishing accounts for desktop computers. Internet is used to charge the account. Laser printer prepares the digital stamp.
Administrative Office Management, 8/e by Zane Quible
33
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Ways to Conserve Mailing Costs Imprint POSTNET bar codes on the envelope. Affix the proper amount of postage on each piece of mail. Keep mailing lists up to date. Use light-weight mailers. Use fax delivery rather than overnight delivery when possible. Investigate the use of alternative delivery systems for parcels. Administrative Office Management, 8/e by Zane Quible
34
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Courier Services
Are used by many organizations. Examples of courier services: Federal Express Burlington Purcolator United Parcel Service Greyhound Administrative Office Management, 8/e by Zane Quible
35
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
Online Mailing Services Organization prepares the documents on its premises but then transmits the documents electronically to an online mailing service that prints, folds, inserts, and addresses the mail. Organization is charged a per-unit fee for each processed item.
Administrative Office Management, 8/e by Zane Quible
36
©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458
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