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KNOX ACADEMY

STANDARD GRADE
ADMINISTRATION

UNIT 4

REPROGRAPHICS

PUPIL NOTES
UNIT 4.........................................................................................................1

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

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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/ Description/Use Tasks


Software
Photocopier • Provides an exact copy quickly • Staff
• Copies can be made on to paper, card, handbooks
OHP transparencies and in various • Price Lists
sizes – A5, A4, A3 • Policy
• Back to back copies can be made documents e.g.
• Multi-page documents can be Health and
enlarged/reduced in size, or Safety Policy
darkened/ lightened. • OHP
• Colour copies can be produced transparencies
• Can be linked to computer to produce
copies directly form the computer

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

Binder • Hold pages of a booklet together • Staff handbook


• Looks professional • Reports
• A comb binder is used to punch holes • Instruction
along the length of the pages; a Booklets
plastic comb fits into the holes and • Organisational
holds the pages together Polices
• A thermal binder uses heat to fasten
an adhesive (glue) spine to hold the
pages together

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Standard Grade Administration – Unit 4 Notes 3
Scanner • A document/graphic is placed into • Catalogues
the scanner which is then transfers • Handbooks
an exact copy to a linked computer • Intranet
for storage. • Incoming mail
• 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.
Digital Camera • Allows photographs to be taken and • Documents
downloaded onto the computer for require photos
storage e.g. staff
• Photographs can be inserted into manuals,
documents and edited property
schedules

DTP/Graphics/ • Software which allows a user to • Magazines


Word processing create professional looking pages • Sales
software including text and catalogues
graphics/photographs • Posters
• A variety of fonts, sizes, styles can • Forms
be used • Organisational
• Finished pages can be previewed on booklets
screen before printing
Inkjet Printer • Text and graphics can be printed • Small runs of
• Can print onto different sizes of documents
paper or card e.g. A5, A4 and • Master copies
envelopes, labels, OHP of documents to
transparencies be photocopied
• Can print in colour • Posters
• Relatively portable
• Inexpensive to buy (compared to
laser)
Laser Printer • Text and graphics can be printed • Large runs of
• Can print onto different sizes of documents
paper or card e.g. A5, A4 and • Producing
envelopes, labels, OHP personalized
transparencies letters to
• Can print in colour (although this is customers or
more expensive than inkjet) suppliers
• Very fast and high quality
• Can be expensive to buy

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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

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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

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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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Standard Grade Administration – Unit 4 Notes 7
Advantages and Disadvantages of In-house/
External Agencies

In-house

Advantages Disadvantages

 Tasks can be competed quickly  Costs of purchasing equipment is


– no delays in sending work out and high
waiting for its return
 Staff must be trained to use
 In-house tasks can be prioritised equipment – costly in time and
and ‘fed-in’ money

 Cheaper than using an external  Equipment must be maintained


agency

External Agency EXTERNAL AGENCY

Advantages Disadvantages

 Specialist trained staff can  May be costly for small tasks


complete task very quickly and to a
high standard  There may be difficulties in
explaining the exact requirements,
 May be cost-effective for large so delays may arise
volumes of tasks

 Specialist equipment is available

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Standard Grade Administration – Unit 4 Notes 8