Photocopier - Minimizing Operational Costs - Example

Photocopiers Name Course Name and Code Instructor’s Name Date Abstract Photocopying is the process of duplicating documents using the copying machine. There are various photocopying technologies currently on the market both for home and business use. The photocopier also referred to as the copier or the copying machine is an essential that any business with massive paper work must install in order to cut on their operational costs. This report discusses various types of copying machines that can be installed in any business to help in the duplication of their based on the need. Kingsley Pty Ltd is a speculative Company that is in need of a copying machine. The researcher has used the quantitative approach in identifying various types of copying machines that the company can choose from. A conclusion and recommendations pinpoint which type of the copier the company should buy. Introduction A photocopier also referred to as copy machine is a machine that is used in making paper copies of documents together with other visual images quickly and cheaply. Current copy machines use xerography technology; this is a dry process that employs the use of electrostatic charges on a light sensitive photoreceptor that attract and then transfer toner particles onto paper in an image form. The heat or pressure or a combination of heat and pressure are used to fuse the toner on the paper (Owen, 2004). Ink jet and laser jet are other copier technologies that are currently on the market: copying technology was discovered and introduced by Xerox in 1959 and since then it has consistently replaced copiers made by Verifax, Photostat, mimeograph machines, carbon paper, and duplicating machines. Photocopying is a prevalent activity and is widely used in businesses, educational institutions, governments, and government organizations. This report is dedicated towards recommending the best photocopier for an accounting firm to purchase. For instance, the report will take into consideration the components of the photocopying machine including hardware, software, and user friendliness. Purpose of the study The purpose of this study is to identify and recommend the best copying machine for an Kingsley Pty Ltd accounting firm. In this regard, the report is purposed with determining the best photocopying hardware, software together with its user friendliness. Research Background Kingsley accounting firm is faced with overwhelming paper document duplications given the fact the company has a substantial customer base. The current duplicating machine at the company is not up to the current company needs. The company is in need of a copying machine that is can produce coloured copies, is quick and efficient, can print, fax, and also a copier that can scan. Following the discovery of these needs, the company supervisor commissioned the researcher conduct a study and come up with the best recommended copying machine for Kingsley accounting firm. Methodology The researcher wholly used quantitative research approach in investigating the research topic. In this regard, the researcher based on secondary data sources to provide relevant background information that is essential in identifying the best copying machine. Given this decision, the secondary sources of data that were used in this report are books, internet websites, and journals. Data from these was easily available, less time consuming, less expensive and reliable. Discussion This section describes three types of photocopiers their models, prices, photocopying speeds, standard paper capacity, and maximum paper capacity. WorkCenter Xerox copiers (Xerox, 2013) The advancement in digital technology has made it possible for high quality integrated copiers that have the ability to fax, scan, and print. Xerox copiers have multifunctional capabilities and hence can handle all office requirements. They are configured an easy to use interface, heavier paper handling, higher capacity paper handling coupled with tools that restrict access to unauthorized personnel and have the ability to track usage making it easier for cost control. This type of photocopier is designed to handle workgroup’s volumes; for instance, they can automate various processes while at the same time customizing workflows. The copier has features including, network authentication, print and copy encryptions for safe data and image overwrite, and it is configured to provide extreme privacy; confidential data work will privately be kept over the network. WorkCenter 5325/5330/53535; have the following specific features: It an integrated office copier that comprise of scanner, copier, printer Advanced security features with cost control capabilities Best for everyday usage for small and medium workgroups Has speed of up to 35 papers par minute (ppm) The current price for this WorkCenter is $6,100 Canon ImageRUNNER ADV C2025H (Canon, 2013) This is an integrated printer that combines both printing, scanning, and copying in one; it provides outstanding productivity. The copier has the following features: Multifunction capabilities for copying, printing, scanning, and faxing Can copy up to 25 ppm for both Black and Wight and colour output. Has an intuitive user interface with customized menu for enhanced experience Stunning print image quality of up to 1200 x 1200 dpi Walk-up convenience High quality, professional looking printouts Powerful document conversion and integration capabilities Has storage and collaboration with advanced box It is powered by MEAP technology Secure and easy to manage It is environmental friendly Currently price USD 29.99 HP LaserJet Pro 400 Printer M401dne (CF99A) (Hewlett-Packard Development Company, 2013) This copier is best in optimizing the day-to-day workflow. Similarly, it provides sharing of printing resources on a network. It has automatic two-sided printing. The following are the features of this copier. Enhanced productivity with increased mobility for instance; the following are the specific features: Has capability of printing virtually using HP ePrint Sharing of print resources with an Ethernet network, automatic two sided printing which helps in saving paper resource Has printing speed of between 33ppm and 35ppm It is easy to install hence easy to use; it can be set up easily in any IT environment using HP Universal print Driver, provides consistent results with original HP Laser toner cartridges, saves on print cost by centralizing printer management with HP Jetamin Provides professional quality output for greater value for instance it can print in bold, crisp, and sharp images It is environmental friendly. It is priced at £234 Conclusion Photocopiers are essential machines that any business dealing with massive paperwork must have to ensure that their operational costs are minimized. Through this report the researcher using the quantitative research approach, has identified three types of photocopying machines that have different capabilities in terms of their technologies, their copying/printing speeds, their user interfaces, and environmental friendliness among other features. The researcher identified WorkCenter Xerox copiers, Canon ImageRUNNER ADV C2025H, and HP LaserJet Pro 400 Printer M401dne (CF99A). Recommendations The following are the recommendations: Kinsley Pty Ltd should buy a copier that is efficient with high printing speeds, multifunctional with capabilities to copy, scan, print and fax, provides professional quality prints outs, intuitive user interface, and above all the copier must be price friendly. The copier should have the print resource sharing, for instance it can allow networking and if possible, virtual printing. The best copier for the Kingsley accounting firm is HP LaserJet Pro 400 Printer M401dne (CF99A) Works Cited Hewlett-Packard Development Company. HP LaserJet Pro 400 Printer M401dne (CF399A). Retrieved on 20/08/2013, from; http://www8.hp.com/in/en/products/printers/product-detail.html?oid=5317806#!tab=features Owen, David (August 2004). Copies in Seconds: How a Lone Inventor and an Unknown Company Created the Biggest Communication Breakthrough Since Gutenberg: Chester Carlson and the Birth of the Xerox Machine. New York: Simon & Schuster Xerox. WorkCenter 5325/5330/5335. Retrieved on 20/08/2013, from; http://www.office.xerox.com/multifunction-printer/multifunction-under-30ppm/workcentre-5300-series/miss-enus.html Canon. Canon imageRUNNER ADV C2025H. Retrieved on 20/08/2013; http://www.canon.com.ph/PRODUCTS/DIGITALCOPIERS/imageRUNNERAdvanceC2025H.aspx Read More