Photocopier terms can be difficult to understand if you’re not in the industry. Here are the latest list of updated photocopier terms.
PHOTOCOPIER TERMS HELP
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All In One
Having more than one function. Usually having a fax, copy and scanning in one machine, whereas a printer having only one function cannot be called All In One.
Average Monthly Volume
Is the amount of prints that can be produced by the machine in a month. Usually worked out by the life of the machine divided over 5 years. This is usually far lower than the Maximum Monthly Volume. You may illustrate that although it may be possible to do 100,000 miles in a year in a car at the end of a couple of years car wouldn’t be in good condition and 20,000 miles a year would allow you to get the full life. Same with a photocopier you may be able to do 100k a month maximum, but a 20k average would allow you to get the full life.
Items that need to be replaced often are called consumables. These include the toner, paper, fuser oil, developer, staples or any other materials or other parts that must be regularly replaced.
The display or control panel is to control the machine and arrange your settings. On new machines, this can look like an Ipad and varies vastly in functionality depending on the size of the machine and manufacturer.
These guide you through such things as enlarging or reducing, scanning, selecting trays or colour.
A useful management tool, the Copier Counter keep a numerical record of the number of prints or scans produced. Ricoh machines have a ‘per scan’ counter which monitors each colour.
As most machines are now digital this is a button or in the menu options. Some manufacturers can get this information automatically using software or connecting the machine to the internet.
Cost of Ownership
Consumables such as toner and staples, callouts and maintenance as well as service contracts are all part of the price when buying a new digital copier. This is the Cost of Ownership, and it determines the actual cost to budget for when buying copy machines including all the costs.
This machine is small enough to fit on a desk and may need an added cupboard or stand for it to function.
Duplex is to copy or print onto both sides of the media (paper) automatically. If it duplex printing it will put the information on both sides of the page or scan maybe using an ARDF of DADF will scan and turn the original to scan both sides of the page automatically.
A number of prints the manufacturer recommend within a given period. Relates to the machine life. Also, see Average monthly Volume and Maximum Monthly Volume.
Being able to change paper or toner cartridges while the printer is still printing.
Large Format Copier
Photocopiers and MFDs categorised as Large Format include those designed for A2 media and larger.
Maximum Monthly Volume
Is a number of prints that can conceivably be produced by the machine in a month. This is usually far from the Average Monthly Volume which should be a better guide to your actual usage. You may illustrate that although it may be possible to do 100,000 miles in a year in a car at the end of a couple of years car wouldn’t be in good condition and 20,000 miles a year would allow you to get the full life. Same with a photocopier you may be able to do 100k a month maximum, but a 20k average would allow you to get the full life.
Devoid of colour, or black ink on white paper.
Multifunctional Device (MFD)
Having more than one function. Usually having a fax, copy and scanning machine will be called multifunction, whereas a printer having only one function cannot be called multifunctional.
With a connection to the internet, some machines can report data back to the company or allow them to log into the machine. This is great for getting early fault warnings, knowing more accurately what’s wrong with a machine before attending site or getting meter readings without user intervention.
Restriction of Hazardous Substances
Most photocopiers and all machines on lease require a service contract. This is a legal agreement between the dealer servicing the equipment and the customer on the level of service provided. This can include toner, parts, labour, call outs etc.
The time you wait when coming up to the machine and when you can use it. Laser machines have a heated element which needs to heat up before it can start printing. Also, some machines have a boot process.
Electric waste disposal directive from the EU for Electrical and Electronic Equipment. Covering collection, recycling and recovery.
The amount you can get out of a consumable or maintenance part. So with a photocopier cartridge, the yield is how many copies you can get from it.
Automatic Document Feeder (ADF)
Automatically feeds your original pages to make copies or scans. Without this, you would use a platen glass to copy, which is much slower. Also, see ARDF DADF.
Duplex Automatic Document Feeder (DADF)
The DADF is an automatic document feeder that scans both sides with a single pass without having to automatically turn the document over to copy on its reverse side. If you only have an automatic document feeder (ADF), you can copy a two-sided document, but the copies will be on two different sheets of paper. Copiers must have a duplex unit installed for the DADF to work properly.
If the photocopier machine doesn’t have a document feeder or you need to scan unusually shaped documents you would use the large glass scanner with a cover this is called the Platen glass.
Reverse Automatic Document Feeder (RADF)
The RADF is an automatic document feeder that can automatically turn the document over to copy on its reverse side. If you only have an automatic document feeder (ADF), you can copy a two-sided document, but the copies will be on two different sheets of paper. Copiers must have a duplex unit installed for the RADF to work properly.
Scan Once/Print Many
Some of the old machines used to scan each page every time it produced a print. Most modern machines now scan into the memory and then print from the memory reducing machine wear and increasing speed.
Process scanned data directly into an application without the need to reopen other software.
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Copies Per Minute (CPM) or (PPM)
Copies Per Minute or pages per minute is a value expressed by the number of A4 pages a digital copier can produce per minute. These days, colour copiers list two speeds. These are for black and white and Full (4 colours) copies. The higher the number the faster it is to produce large amounts of documents.
Many lower-specification photocopiers have simple preset settings for reduction and enlargement of copies. Higher-spec machines enable you to zoom in as closely or as far out as you need.
To enlarge or reduce a portion of the document you’re copying. Usually displayed as a percentage the machine will go to.
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Allows you to print from an Apple device without the need to download software or additional drivers.
The small computer used to be on the side of the machine to help process better quality images. Now they can be built into the photocopiers and provide mainly printers or design companies with better colour matching abilities and faster image processing.
This is the speed the machine takes to create the first printed page, this is important if you do a lot of one-off copies or prints. This could be more important than the PPM which is the ongoing speed when going a full running speed when printing single documents.
Printing to the edge of the page, there only a couple of machines which can do this. Printers usually print on oversized paper and trim the edges to get the borderless clean sharp look.
Short term storage of data in the machine for it to process, if you’re using large documents you may want to consider upgrading the memory to help deal with these files. Some accessories may require more memory to function correctly.
Pages Per Minute (PPM) or (CPM)
Pages per minute or Copies Per Minute is a value expressed by the number of A4 pages a digital copier can produce per minute. These days, colour copiers list two speeds. These are for black and white and Full (4 colours) copies. The high the number the faster it is to produce large amounts of documents.
Bypass Tray (Multi-Function)
A bypass tray is a much cleaner (straighter) path in the machine which although has a smaller capacity than other trays allows for a much heavier weight of paper and easier configuration of transparencies. It’s also an easy to access tray for doing ad-hoc prints of unusual media (paper) instead of having to remove all the paper from another tray.
A catch tray collects the completed copies which emerge from the copy machine or printer. Also called Output Tray.
Metric weight of paper calculated grams/sq meter also displayed as GSM
Metric weight of paper calculated grams/sq meter also displayed as GM/2
LCF – Large Capacity Feeder or (LCT)
Large paper cassette sits either underneath the machine or at the side, to allow for increased paper feeding. For example, this can replace two of the lower draws, which would replace 2 x 500 sheets (1000 sheets) capacity, while you could lose additional A3 cassettes on some machines it would then give you 2500 and even hot-swappable facilities. Also called Large Capacity Tray (LCT)
The most common paper sizes are A4, A3 and a lot of machines are not producing SRA3 as standard. The ‘SR’ range is slightly larger than the equivalent ‘A’, this was so that printers could print over the borders and crop to produce an edge to edge print (creating the sharp print to the edge of the page). New machines that print to the edge are emerging now and SR has become more of an everyday standard.
|A Paper sizes||B Paper sizes||SR Paper sizes|
|A0 1189mm x 841mm||B0 1414mm x 1000mm||SRA0 1280mm x 900mm|
|A1 841mm x 594mm||B1 1000mm x 707mm||SRA1 900mm x 640mm|
|A2 594mm x 420mm||B2 707mm x 500mm||SRA2 640mm x 450mm|
|A3 420mm x 297mm||B3 500mm x 353mm||SRA3 450mm x 320mm|
|A4 297mm x 210mm||B4 353mm x 250mm||SRA4 320mm x 225mm|
|A5 210mm x 148mm||B5 250mm x 176mm||SRA5 225mm x 160mm|
|A6 148mm x 105mm||B6 176mm x 125mm||SRA6 160mm x 112mm|
|A7 105mm x 74mm||B7 125mm x 88mm|
|A8 74 x 52mm|
The method of feeding paper into the machine through the trays.
A desk or cabinet which the machine will sit on. This can be empty to allow storage of paper etc or may contain paper draws for additional paper feeding.
A number of folded pages bound together.
In the past to sort documents the machine would copy each page to a different bin, or you would manually have to separate each document by hand. Now with electronic sorting, it will select the paper from different trays positioned in landscape and portrait alternating each document printed from each tray producing separated documents.
The process at the end of the printing cycle usually after the toner has been applied, to bind, fold, hole punch or collate.
The automated machine which is used to fold the paper to make leaflets, handouts or flyers. This is also used to produce the folded pages that go to bind together into a booklet.
To create an A5, A4 booklet the machine needs to fold the pages and put staples in the middle, this process is called saddle stitching.
It automatically puts documents into set bins, all machines used to have these but this has been replaced by electronic sorting and now has limited use.
Sorting or stacking – the difference
Stacking – sorting the documents into the following order 111,222,333 etc so the first pages will print first then the second etc.
Sorting – sorting the document according to the original 1234,1234,1234 etc So the first document then the second etc
To bind pages together to create a document, by use of a metal or plastic pin punched through the pages and bent to hold them in place.
Dots per inch – How many units, dots or droplets of ink or toner can be put into an inch.
A small piece of software that allows the accurate communication of your software applications and programs with the printer or photocopying device.
The technology to transmit Ethernet frames at gigabit per second or 1,000,000,000 bits per second.
Universal Serial Bus – Connector to allow data transfer also a low power source. The higher the number the faster as long as both devices support it. 1 = 12mbit/s, 2 = 480 Mbit/s, 3 = 5 Gbps, 3.1 = 10Gbps
Local Area Network. Connecting computers and devices together with a cable to share data and allow fast printing and data throughput in a local environment like a home.
Printer Command Language, a printer language that enables software to commutate with the printer to accurately pass on the information required to print. Also, see Postscript.
Portable Document Format. A type of digital file document with enhanced measures for securing the information and retaining the layout from Adobe
– Page Description Language
A computer language for communicating information from your computer to your printer. This can produce a different result than printing through PCL. This can impact compatibility and is definitely recommended if you want to print from an Apple device.
This allows the computer to send information to the printer or copier to be stored and allow it to start printing the information in a cue without your computer having to hold the information and wait until the process has finished.
Wide Area Network – A network of computers sharing information outside a local location. The internet is a good example of this.
To transfer digital information to printer and photocopiers using radio waves instead of wires.
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