Printing and Photocopier
1.1 Describe organisational policies, procedures and levels of authority in maintaining office equipment
Office equipment in our department:
When a photocopier in our department experiences a fault such as a paper jam it is myself and Claire that are responsible for fixing it. However if the photocopier still isn’t working after we have followed the instruction to fix it, we are responsible to call Sharples, the suppliers, and ask for them to send out an engineer to fix the problem. We would also place a sign on the photocopier to inform the other staff members that the machine is out of order and that an engineer has been called out.
In the case of a printer fault the same procedure would be carried out as Sharples also supply our printers.
When it is a computer fault the IT department are responsible if it is a hardware failure, they will be able to pinpoint the problem and fix it more easily as they are experts in this field. I am not qualified in this area and could make things worse if I tried to fix it myself therefore it is my responsibility to report it to the IT department. However if it is a software failure it is the responsibility of e-know as they are our network providers and all our documents and software such as outlook are provided through e-know. They are specially trained to help talk us through how to fix the fault if it is just for an individual computer they can also take control of the computer session and fix the problem that way. However if there is a fault with everyone’s computer this could be a fault with e-know and that is their responsibility to fix and to let us know if the system isn’t working, they liaise with our IT department to ensure they are able to contact and inform us of these faults.
1.2 Describe how to use different types of office equipment
Photocopier:
Copying: When using the photocopier to copy documents, ensure that the paper drawer has got enough paper in, press the copy button next to the
Office equipment in our department:
When a photocopier in our department experiences a fault such as a paper jam it is myself and Claire that are responsible for fixing it. However if the photocopier still isn’t working after we have followed the instruction to fix it, we are responsible to call Sharples, the suppliers, and ask for them to send out an engineer to fix the problem. We would also place a sign on the photocopier to inform the other staff members that the machine is out of order and that an engineer has been called out.
In the case of a printer fault the same procedure would be carried out as Sharples also supply our printers.
When it is a computer fault the IT department are responsible if it is a hardware failure, they will be able to pinpoint the problem and fix it more easily as they are experts in this field. I am not qualified in this area and could make things worse if I tried to fix it myself therefore it is my responsibility to report it to the IT department. However if it is a software failure it is the responsibility of e-know as they are our network providers and all our documents and software such as outlook are provided through e-know. They are specially trained to help talk us through how to fix the fault if it is just for an individual computer they can also take control of the computer session and fix the problem that way. However if there is a fault with everyone’s computer this could be a fault with e-know and that is their responsibility to fix and to let us know if the system isn’t working, they liaise with our IT department to ensure they are able to contact and inform us of these faults.
1.2 Describe how to use different types of office equipment
Photocopier:
Copying: When using the photocopier to copy documents, ensure that the paper drawer has got enough paper in, press the copy button next to the