Business Communication - Photocopy Technology - Example

Photocopy Technology Name: Institution: Course: Instructor: Date: Executive Summary Photocopy technology is evolving rampantly creating an urgent need in the management and storage of paper documents. All businesses deal with paperwork routinely and in high volumes. With the advancement in technology, businesses purchase copiers that will give the most value for their investment. This report focuses on the purchasing of a photocopier for an accounting firm. The report reviews and discusses the three types of photocopiers that suits the needs of an accounting firm, and recommends the best out of the three. The photocopiers are evaluated in terms of the features suitable for accounting firms such as size, speed, paper handling, network capabilities and environment concern. Table of Contents Executive Summary 2 Table of Contents 3 Introduction 4 References 8 Introduction This report aims to survey the current state of photocopy technology on the basis of needs for an accounting firm. This report was arrived at through examining a wide range of the recently published articles from journals, magazines and internet sites based on the topic of photocopiers. The report describes the primary types of photocopiers currently in use and recommends the best one for an accounting firm. Accounting firms are industries which deal with paperwork routinely and on bulkly sizes (Okiy 2005, pp. 50). Therefore, an accounting firm would require a robust multifunction copier with blistering copy speeds to deliver on its mid-output needs for copying, printing, faxing and scanning. Additionally, a copier of legal size, large and expandable is needed for diverse documents and paper handling. Furthermore, the firm is in need of a reliable, efficient, energy and cost saving machine. To save cost, time and energy, a green going machine that combines many functions like copy, print, fax and scan based on two sided is more preferred. Last but not the least, the firm needs a photocopier that serves most of its employees in the workplace. This would also help to minimize the supplies needed hence reducing cost. In this regard, purchasing a copier for an accounting firm requires making the wisest decisions. First and foremost, the size of the firm is to be considered. The next important factor to consider is the non-negotiable copier features the firm needs to boost its efficiency and productivity. Such features include speed, paper capacity, and output quality. Subsequently, this follows a detailed comparison of the copier prices and manufacturers in order to arrive at the right model for the firm. Furthermore, selecting a copier would require ample time. This is attributed to advances in technology leading to a wide range of copiers in the market (McClellan, & Dorn 2006, pp. 413). Discussion Types of Copiers There are many types of copiers that are currently in use. This report narrows down to three photocopiers that would best suit an accounting firm. Dell 3333dn/3335dn multifunction laser copiers These copiers are powerful monochrome laser copiers employing the latest laser technology. The copier combines many functions-copy, print, fax and scan into a one convenient device and costs $1246.09. It produces quality printouts with a fast copy speed of 40 papers per minute (ppm). However, the speed may vary depending on the use. Relative to paper capacity, this copier has a standard input tray handling 250 paper sheets. The copier also contains a multipurpose tray and an addition tray handling 50 and 550 paper sheets respectively. On the part of the output, the copier has a standard tray of 150 sheets. The copier also enables digitalization of documents for easy management and storage network devices. Relative to the environment, the copier is user friendly based on its features like adjustable user interface (touch screen) and duplex copy ability to reduce paper use. WorkCentre 6505N/DN multifunction copier The WorkCentre copier delivers high quality features like the Run Black coupled with superior colors and graphics. The WorkCentre Run Black feature enables continued copying/printing using black color once the toner has run out of color. It offers high output with a fast copy speed of 24 ppm and it costs $549.00. The copier has an in-built CentreWare IS which allows one to set a copy job and check on its status from your desk. This copier is environment friendly which allows energy and cost saving by combining multiple functions into one convenient device. The device also reduces paper usage using duplex copying (Xerox Corporation 2013). Canon ImageCLASSD1300 series copier The above mentioned copier offers high volume with a fast copy/print speed of 35 ppm costing $499.99 (Brewer 2013). The copier is multifunction and primarily based on black and white. It has duplex versatility allowing two-sided copying, printing and scanning. It has a front-loading cassette of 500 paper sheets plus a multipurpose tray and additional cassette of similar capacity. The multipurpose tray handles papers of varied sizes and stock. Moreover, the copier has network capabilities through its inbuilt ethernet ports to enhance networking. Further, the copier is energy efficient using 2.3 watts as well as user friendly with a 5-line LCD screen for easy navigation (Brewer 2013). Conclusion This report has identified the current three types of photocopiers suited for an accounting firm. All the above copiers offer desktop solutions primarily used for office functions: copying printing, faxing and scanning. The performance of these copiers is based on their primary features; speed, paper capacity, output quality, network and multifunction capabilities, and environmental concern. Recently, photocopiers have significantly improved based on size, speed and price due to the advancement in technology. With replacement of ink jet technology with laser technology, further improvements of photocopiers have been experienced in features like speed. These improvements have impacted the accessibility of photocopier technology to many varied users as well as its suitability for varied purposes. The success of photocopy technology points to the incorporation of other different technologies such as printing, faxing and scanning. This trend is expected to continue with advancement in technology to further improve copiers on speed, size and price. Recommendation On the basis of the above detailed report on photocopiers, I recommend the Dell 3333dn/3335dn multifunction laser photocopier in our firm. The copier is a powerful monochrome copier using the latest laser technology. The copier is multifunctional and has duplex capability. That is, the copier performs other functions besides copying based on a two-sided output. This helps to reduce paper consumption and save on the paper cost. This copier has the highest output volume in terms of pages per minute compared to the other two. It has a copy speed of up to 40 ppm and an estimated volume of 80,000 pages per month. Relative to paper handling, this copier has a maximum input capacity of 850 sheets and an output destination of 150 sheets. Further, the copier has network capabilities where it supports connectivity ports, network protocols and software. Finally, the copier is environment friendly through its safe user interfaces and paper waste reduction thus going green. References Brewer, C 2013, Plenty of New Hardware Hits the Market in 2012, enxmagazine, 2012, Viewed on August 15, 2013, McClellan, J E, & Dorn, H 2006, Science and technology in world history: An introduction, Johns Hopkins University Press, Baltimore. Okiy, R B 2005, "Photocopying and the awareness of copyright in tertiary institutions in Nigeria", Interlending & Document Supply, Vol. 33, no. 1, pp. 49 – 52. Xerox Corporation 2013, WorkCentre 6505, Viewed on August 15, 2013, Read More