OFFICE

REPRODUCTION
SERVICES

WHAT IS REPRODUCTION?
It is an act of reproducing documents and important
papers.
Reproduction can be manual or mechanical.
It saves time and reduces the cost of office operations.
It helps in reducing the delay in flow of information.
Eg- if an employ is absent and he had a particular
information or letter, there are chances of delay, but
when it is reproduced, this would not happen.

Three Types of Reproduction Process

Copying
Duplicating
Typing

Copying
When there is outward movement of information,
letters, etc., copies are maintained for records and
proof.
In many cases where you need to send a number of
letters, it is difficult to remember accurately the
contents so copying is required.
When done manually there are chances of mistakes but
when done mechanically it is perfect.
The method has to be such that it does not allow
change of subject of copies.

Objectives of Copying
It serves as a proof
Helpful in settling disputes
Useful in future references
Repetition of same kind of communication
It helps in keeping the record of terms and conditions
Witness in the court of law

Methods of Copying
Copying by Hand:Consumes a lot of time, double labour, if the number of
letters is high it is not practical, contents of original letter
may be missed out.
There can be tendency to leave unimportant portions,
handwritten copy mat be rejected in the court of law.
Copying Press:- it is also an old method. The letter is
pressed by the iron machine, the letter is copied in
special ink, blotting paper to prepare copies.

Methods of Copying
Carbon paper
Rotary Machine:- use when number of copies is high,
this machine has two trays the feeding tray and the
receiving tray. The original letter is kept on the roller
and the roller is rotated on to the paper for copying.
It is costly and cannot be used for small concerns, saves
a lot of labour.
Photostat Copies
Copies in Computer

Duplicating
The device used in reproducing large numbers of letters
is known as duplicating.
Eg- printing of newsletters, brochures, pamphlets, etc.
Need for Duplicating:a. For routine matters
b. For advertisements
c. For information to the customers

Methods of Duplicating
Gelatine Process- the letter to be copied is written on a glazed
paper with copying ink. The letter is put on gelatine tray in the
reverse position.
A roller is applied on the paper, the ink of letter is absorbed by
gelatine and then the papers to be copied are put on the tray. It
gets copied automatically.
Stencil method-letter is written on a wax quoted paper, this is
fixed on the roller, which is inked and blank papers are fed in
the machine. So when the roller rotate, duplication can be done.
Multigraph- small printing press, a ribbon is used to produce
copies, it is costly.

Methods of Duplicating
Letter Printing Duplicators
Offset Lithographic Duplicating Machines- it uses the antipathy of
water and grease. Three cylinders are used in this, plate, blanket,
and impression cylinder.
The master copy is prepared on copper, aluminium, which is fixed
on the drum of the machine.
The master copy is put in contact of damped rollers and ink rollers.
The greasy inked picture is transferred to blanket cylinder, in a
revered form and it then gives readable copy onto offset machine.
It is fast and inexpensive.

Typing
Typewriter is used.
Use of typing:a. To write from dictated notes
b. To prepare master copy for further duplication
c. To prepare copies of any documents
d. To produce neat and clean documents
e. To ensure speed and accuracy in preparing.
f. It is always good to have typing pool in offices and special
clerks for typing.

Thanks!!!!!
Questions?????