DPK1023

OFFICE
ADMINISTRATION 1
CHAPTER 4:
OFFICE STATIONERY

OFFICE STATIONERY
O Meaning
O Include all those items which are

consumed in daily operations of the

office such as paper, carbon, ribbons,
pens, spins, staples, rubber bands,
file folders, file boards, file boxes,
envelopes, letter heads and writing
pads.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

NEED TO CONTROL OFFICE

STATIONERY AND SUPPLIES
O The importance of office supplies

and stationery
O Office workers should be provided

with the best tools if they are to

produce the best work
O Every additional piece of paper
means increased cost in handling it.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

NEED TO CONTROL OFFICE

STATIONERY AND SUPPLIES
O AVOIDANCE OF LOSSES
O Careless handling of stationery
O
O
O
O

articles
Over stocking of articles
Defective storekeeping and careless
use
Deterioration in stationery items
Defective purchase and supply of
substandard materials.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

NEED TO CONTROL OFFICE

STATIONERY AND SUPPLIES
O COST
O The cost of office supplies
O Stationery and supplies
O Labor cost of keeping and issuing

stationery stocks, cost of lighting

O Interest on capital tied up in stationery
stocks

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

NEED TO CONTROL OFFICE

STATIONERY AND SUPPLIES
O CONTINUOUS SUPPLY OF STATIONERY
O To ensure that there should be a

continues supply of stationery to meet

the office requirements.
O Abundant purchase of stationery
involves more cost
O Shortage of supplies affect the routine
office work
O Proper monitoring of supplies can less
the cost problem to a greater extent
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

NEED TO CONTROL OFFICE

STATIONERY AND SUPPLIES
O QUALITY
O Substandard quality paper, carbons

etc. of an improper size result in

wastage of stationery and affect the
reputation of the concern.
O The right type of stationery and
supplies must be purchased.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

CONTINUOS STATIONERY
O Definition
O A device whereby office forms are usually

divided from one another by perforations.

O The system implies that various office forms

are not interleaved wit carbon paper by the

typist for making out the desired number of
copies.
O It means that the time taken by the typist for
putting the forms on the typewrite is long
and to eliminate this problem the continues
stationery is used.
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

CONTINUOS STATIONERY

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

CONTINUOUS STRIP FORMS

(SIDES OPEN)

O Each part of continuous strip form in

the set is printed separately on a

strip of paper.
O These strips are unattached when
the different copies of the form are
collated into sets.
O The continuous strip form with open
sides can be adapted with various
modifications to suit the
requirements.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

DEC 2015

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CONTINUOUS STRIP FORMS

(SIDES OPEN)

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CONTINUOUS STRIP FORMS

(SIDES OPEN)
ADVANTAGES

DISADVANTAGES

O Saving in time

O Difficulty in

and money
O Lesser fatigue

making
corrections and
alterations
O Forms going out
of alignment

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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TYPES OF STATIONERY
O Every office requires a large variety of stationery and

other articles in connection with office work.

O These are known as office supplies and includes
items like:
O Paper
O Paper pads
O Letter heads
O Envelope
O Carbon paper
O Typewriter ribbons
O Pen
O Pencils
O Eraser etc.

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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TYPES OF STATIONERY
O PAPER usage
O Plain sheets for typing reports
O Manila sheets for typing rough drafts
O Letter heads of small, medium and business
O
O
O
O
O
O

size
Second sheets
Copy sheets
Stencil and duplicating paper
Writing pads
Scratch pads
Printed forms

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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SELECTION OF SUPPLIES

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SELECTION OF
SUPPLIES
O PAPER
O The office buyer should become familiar with all

kinds and qualities of paper and get to know the

most economical order quantities.
O The following points should be considered when
selecting paper for office stationery:
O How long can it be kept?
O How often will it be referred to after filing?
O How many copies are needed?
O Are stocks of different color necessary?
O What kind of office machine operations are involved?
O Which duplicating process issued in making copies?
O How will the paper be filed in binder or envelopes?
O What is the annual consumption
O How and where will the paper be stored?

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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SELECTION OF
SUPPLIES

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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SELECTION OF
SUPPLIES

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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STANDARDIZATION OF
OFFICE SUPPLIES
O THE ADVANTAGES
O It ensures uniformity in the

specifications of the items required by

the various departments.
O It encourages simplicity by
eliminating unusual and complicated
articles
O It discourages the purchase of substandard supplies which leads to
economy in usage and storage.
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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PURCHASING SUPPLIES
O Westing, Fine and Zene have listed six

principles for the purchasing of

stationery and office supplies.
O Known as the six Ps.
1. Purchasing of the right quantity
2. Purchasing of the right quality
3. Purchasing from the right source
4. Purchasing at the right time
5. Purchasing at the right place
6. Purchasing at the right price
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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PURCHASING SUPPLIES
O GOOD

PROCEDURES FOR PROPER

PURCHASING
O It is better to issue stationery items to

departments at regular intervals.

O The various departments should be
asked to inform the storekeeper in
advance about their requirements so
that purchases etc. may be made in
time.
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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METHODS TO REDUCE
STATIONERY COST

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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METHODS TO REDUCE
STATIONERY COST
O ESSENTIALS OF A GOOD SYSTEM OF REGULATING

STATIONERY
O Purchase
O The quantity purchase must consider;
O The usual consumption
O Storage space available
O Costs of storage including capital investment
O Saving to be made if ordered in quantities
O Possibility of change
O Minimum and maximum quantities to be held in stock.

O Issuing system
O A system of requisitioning is necessary to make sure that

goods and quantities required are officially approved.

O The system should be simple but well planned.
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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REVIEW
O Identify office stationery
O Show the need to control office stationery

and supplies
O Recognize the types of stationery
O Show the guidelines for the selection of
supplies
O Analyse the standardisation of office
supplies and purchasing supplies
O Explain the methods to reduce stationery
cost
DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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END OF CHAPTER

DPK1023 OFFICE ADMINISTRATION 1 [PNAI]

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