1. Office Reprographics and
Chapter 23
Office Reprographics and
Mail Services

2. Reprographics Centers
Provide copying and printing services.
Center supervisor is responsible for day-to-day
operations.
Administrative office manager has overall
responsibility.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. Equipment for the Reprographics Center
Equipment generally determines the operating
efficiency of the center.

14. Categories of Copying Equipment
Equipment that uses sensitized paper.
Equipment that uses plain paper.

15. Copying Processes That Use Sensitized Paper
Diffusion transfer
Gelatin transfer
Stabilization
Diazo
Thermography

16. Copying Processes That Use Plain Paper
Xerographic process
Fiber optics

17. 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.

18. Common Features Found on Current
Copier Equipment
Image reduction
Image enlargement
Automatic document feed
Duplexing
Collating
Stapling

19. 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

20. 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.

21. Factors to Consider When Comparing Copiers
Copier applications
Equipment reliability
Equipment cost
Image quality
Copier volume
Vendor reputation
Vendor service response time

22. Fiber Optics Copying
Image is formed on the drum by using fiber optics
to transmit light from the original document to
the drum.

23. Types of Duplication Processes
Offset
Spirit
Stencil
Copy printer

24. Auxiliary Equipment Used in Reprographics Centers
Automatic collators
Binders
Desktop publishing
Folding equipment

25. Mechanical Devices for Transporting Documents
Pneumatic tubes
Conveyor systems
Electric mail carts

26. Mailroom
Its structure is
primarily determined
by size and needs of the
organization.

27. 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.

28. Typical Functions of Mailrooms
Processing incoming and outgoing mail.
Distributing internal correspondence.
Receiving and shipping parcels.

29. 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

30. 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.

31. Mailroom Equipment
Much of the new equipment used in mailrooms
generally reduces the amount of physical
effort involved in getting mail processed.

32. Types of Equipment Found in Mailrooms
Addresser-printer equipment
Opening equipment
Stamping-sealing equipment
Automatic envelope emptiers
Inserting equipment
Electronic scales
Bundling equipment

33. 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.

34. 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.

35. Are used by many organizations.
Courier Services
Are used by many organizations.
Examples of courier services:
Federal Express
Burlington
Purcolator
United Parcel Service
Greyhound

36. 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.