Photocopying Machine in an Accounting Firm - Example

Report on Photocopying Machine in an Accounting Firm Name Course Institution Date Executive Summary This is a report is addressed to the management and is aimed at providing information that will help it make a decision on the kind of photocopier for the accounting firm. A lot of research has been carried out in trying to understand the needs of the firm as well as the product to meet that need. In evaluating the best machine for this institution, the factors being considered include the cost, quality and the unique needs of the firm. Therefore, different types of machines have been sampled and their key features have been briefly discussed. The main company that has been considered in line with the photocopy machine is Canon Ricoh. Table of Content Introduction…………………………………………………………………………….3 Discussion………………………………………………………………………………4 Conclusion……………………………………………………………………………..5 Recommendation………………………………………………………………………6 References……………………………………………………………………………..7 Introduction Whenever it comes to the choice of a photocopier for an organization, the options are quite vast. The determining factor in selection of a photocopier is the nature of the organization and the needs therein. In an accounting firm, there is a lot of paperwork that is required. Nevertheless, the size of the accounting firm is also a concern. This report is aimed at providing the required information to the management that will aid it in acquiring a new photocopier. This will enable the firm to make an informed decision in terms of cost, user friendliness and other features. The larger the firm, the more paperwork is required and this calls for a photocopier with specifications that will fully meet those needs. In this case, this is a medium size accounting firm. In overall, this accounting firm consists of about 25 employees, both specializing in accounting profession and non-accounting professions. As earlier pointed out, there is a lot of paperwork in an accounting firm that requires the use of a photocopier (McCollum & Holzinger 1997, p. 44). This accounting firm requires thousands of pages on a monthly basis. Moreover, the copies will have to be colored based on the type of clients the firm engages with. The kind of output does not involve much images/pictures and therefore features like image editing are of no significance. Nevertheless, the photocopier of choice may be required to have a scanner, a printer and a fax machine (Berinato 1997, p. 46). The information about these photocopiers is easily retrieved from various websites dealing with photocopiers. Therefore, the easiest way of gathering the kind of data in this report is accessing those sites and checking on different brands. The distinguishing features are keenly compared across different manufacturers. That is the time when the most suitable product is selected for the firm. Discussion Having assessed the various categories of photocopiers, the suitable category from which this accounting firm can choose a photocopier is the floor-standing copiers. These are large machines with high capacity in terms of rate of outputting. They have printing speeds of between 35 to 60 copies per minute. On a monthly basis, they can produce up to a maximum of 200,000 copies. They have an automatic document feeder device that allows the user to get less involved when undertaking activities like scanning. They have a multifunctional capability. This implies that they have inbuilt scanner, printer and fax machine. They also have the optical character recognition software. Photocopier 1: Canon image RUNNER ADVANCE C5255i This has the multifunctional capability. It is enabled for color printing options as well as black and white. It prints at a speed of 51 per minute when color printing. It can use different sizes of paper. More so, the device has the ability to convert product formats like PPT, Word, XML and many other formats into the desired format. The physical size of the product is 620mm x 700mm x 1082mm. The weight is about 170 kgs. This photocopier costs $5441 when purchasing on cash basis. Photocopier 2: Canon image RUNNER ADVANCE C2225i This is a high resolution machine when it comes to printing. The rate of copying is about 51 ipm. The machine prints at the rate of 25 ppm when using black and white paperwork products. It has very high capacity in terms of output on a monthly basis. It has the capacity to access email as well as faxing services. It has an allowance for mobile printing where employees can send the work to be printed directly from their smart phones or laptops. More so, the machine has the ability to print documents directly from email or other cloud-enabled sources. At the same time, the security of this information is guaranteed using digital devices. It is one of the most user-friendly devices among the floor-standing copiers. It has a color touchscreen interface which makes it very easy to select different options on the machine. Its paper tray can hold up to 1700 papers at a time. This copier costs $2478. Photocopier 3: Canon image RUNNER ADVANCE C2220i This is a multi-functional photocopier. This means that the device is enabled for printing, faxing and scanning as well. It has the capacity of 20 sheets per minute when it comes to printing. Its paper tray can hold up to 1100 papers at a go. At the same time, the machine has an option of increasing it further to 2270. The scanning device of this photocopier allows the user to scan documents in USBs and internet connected devices. Furthermore, the security of the information and documents is guaranteed when using this kind of photocopier. This is possible through the use of security devices like HDD data encryption. There is an additional password enablement that makes it possible to secure all printed and other documents when need be. This model of a photocopier costs about $2900. Conclusion The discussion above is based on the information that was retrieved from Canon Ricoh Company. This is one of the best companies supplying world-class photocopiers around the globe. The quality of their products has been appraised by several consumers of the products. The needs of the accounting firm will be fully met if any of the highlighted machines is selected. The analysis of the nature and type of transactions taking place in the accounting firm is a guiding factor on the choice of the photocopier that will meet the needs of the firm. Recommendation Having analyzed the needs of the firm and the subsequent products on the market, it is good to try and match the needs and the products available. In doing that, consideration has to be made on a number of factors. One, the focus of this accounting firm is to enhance the level of productivity. Therefore, the machine selected must have the ability to enable the firm to meet that need. Second, whatever the firm acquires, consideration must be paid on the fact that this is a firm that has the potential to grow into a large accounting firm (Sandberg 2003, p. B1). Therefore, the choice made should accommodate the reality that the firm is growing rapidly. After factoring all these, the best photocopier for this firm is Canon image RUNNER ADVANCE C2225i. This make has features which the firm will continue benefiting as it grows. References Berinato, S 1997, Is it a copier, fax machine or printer? PC Week, vol. 14, no. 3, p. 46. Danyi, E 2006, Xerox Project: Photocopy Machines as a Metaphor for an “Open Society”, Felloni, S. & Strini, G 2006, A Graphic Representation of States for Quantum CopyingMachines, Electronic Journal of Theoretical Physics, vol. 3, no. 11, pp. 159-187. Managing Office Technology, 1995, choosing the right copier for your situation, vol. 40, no. 3, pp. 56. McCollum, T. & Holzinger, AG 1997, putting together a digital office, Nation’s Business, vol. 85, no. 5, pp. 44. Sandberg, J 2003, The Office Copier: We Fight It, Love It, Get Naked with It, Wall Street Journal, vol. 241, no. 99, pp. B1. Read More