Chapter 23

Office Reprographics and

Mail Services

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
1 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
2 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
3 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
4 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
5 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
6 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
7 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
8 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
9 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
10 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
11 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
12 Upper Saddle River, NJ 07458
 Equipment for the Reprographics Center

Equipment generally determines the operating

efficiency of the center.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
13 Upper Saddle River, NJ 07458
 Categories of Copying Equipment

Equipment that uses sensitized paper.

Equipment that uses plain paper.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
14 Upper Saddle River, NJ 07458
 Copying Processes That Use Sensitized Paper

Diffusion transfer
Gelatin transfer
Stabilization
Diazo
Thermography

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
15 Upper Saddle River, NJ 07458
 Copying Processes That Use Plain Paper

Xerographic process
Fiber optics

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
16 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
17 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
18 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
19 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
20 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
21 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
22 Upper Saddle River, NJ 07458
 Types of Duplication Processes

Offset
Spirit
Stencil
Copy printer

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
23 Upper Saddle River, NJ 07458
 Auxiliary Equipment Used in
Reprographics Centers

Automatic collators
Binders
Desktop publishing
Folding equipment

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
24 Upper Saddle River, NJ 07458
 Mechanical Devices for
Transporting Documents

Pneumatic tubes
Conveyor systems
Electric mail carts

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
25 Upper Saddle River, NJ 07458
 Its structure is
Mailroom primarily determined
by size and needs of the
organization.

Administrative Office Management, 8/e ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
26 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
27 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
28 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
29 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
30 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
31 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
32 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
33 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 ©2005 Pearson Education, Inc.
by Zane Quible Pearson Prentice Hall
34 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
35 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 ©2005 Pearson Education, Inc.

by Zane Quible Pearson Prentice Hall
36 Upper Saddle River, NJ 07458