Office Machines and Appliances
Office machines and appliances tests classification and selection: duplicating, calculating, communication, reprographic equipment and computerisation. Explain what each does and when it is justified.
Core rules
- Reprographic equipment reproduces documents: photocopiers, scanners, printers and digital duplicators. Duplicating usually means producing many copies from a master; photocopying copies an original directly.
- Calculating equipment includes calculators and spreadsheet software; it improves speed and accuracy but needs checked inputs and formulas.
- Communication equipment includes telephones, intercoms, email, fax and video conferencing; choose by urgency, distance, record need and cost.
- Computerisation brings speed, accuracy, storage, integration and better reporting, but requires training, security, backup, maintenance and initial cost.
- Selection criteria: volume of work, speed, quality, cost, compatibility, ease of use, power and space needs, service and spares.
Worked example
An office needs 150 copies of a circular each month and occasional colour notices. A photocopier with scanning and network printing is chosen over a high-volume duplicator. Reasoning: monthly volume is modest, colour is occasional, and scanning adds digital filing; a duplicator would be justified only for much larger repetitive runs.
Traps
- Do not treat duplicating and photocopying as identical.
- Do not buy for peak volume without considering running cost.
- Do not assume computerisation removes the need for records control.
- Do not ignore training, backup and data security.