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
Paper getting jammed when copying is quiet common; this can be caused by forgetting to remove staples and paperclips or when the documents are creased, when this happens the machine will beep and on screen instructions will appear to show you how to fix it. Also paper jams can happen when the copier is printing; this is normally caused from the paper being wet or damp. This can be solved by storing paper correctly if a new packet is going to be left open for a long time, as it stops moisture getting to the paper.
The photocopier toner could run out, documents will stop printing and a warning message will appear on the photocopier’s screen, it will also say which cartridge that needs to be changed. It is important to know where the cartridges are stored so that you can replace it, it is easy to do and a step by step instruction guide will come onto the photocopier screen to take you through the process as well.
Black marks, lines and smudges appearing onto the copied document are caused when the slit glass and platen guide need cleaning. Your office should have the correct materials to clean these. Using a soft cloth and glass cleaner is the best way to ensure the safe and proper cleaning of the machine
Occasionally the photocopier freezes and will not respond to anything, usually if you wait for a couple of minutes it returns to normal and carries on any tasks it was doing. However this isn’t always the case and you may need to