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SOP Printing Machine

This Standard Operating Procedure (SOP) outlines the proper and safe use of a multifunction printing machine for Xerox, scanning, and printing documents within a department. It details responsibilities for users, IT support, and supervisors, as well as general guidelines and specific procedures for each function. Additionally, it emphasizes safety, security, maintenance, and record-keeping practices.

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622 views3 pages

SOP Printing Machine

This Standard Operating Procedure (SOP) outlines the proper and safe use of a multifunction printing machine for Xerox, scanning, and printing documents within a department. It details responsibilities for users, IT support, and supervisors, as well as general guidelines and specific procedures for each function. Additionally, it emphasizes safety, security, maintenance, and record-keeping practices.

Uploaded by

सुशील कुमार कुशवाहा
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Standard Operating Procedure (SOP)

Use of Printing Machine for Xerox, Scanning & Printing of Documents


Department: [Insert Department Name]

Prepared by: [Insert Name]

Date: [Insert Date]

Version: 1.0

1. Purpose
To define the procedure for proper and safe use of the printing machine for Xerox
(photocopying), scanning, and printing of official documents to ensure efficiency, security,
and equipment longevity.

2. Scope
This SOP applies to all employees who use the multifunction printing machine for official
purposes.

3. Responsibilities
- Users: Operate the machine correctly and report any issues.

- Admin/IT Support: Maintain the machine and ensure supplies (paper, toner) are available.

- Supervisor: Ensure compliance with this SOP.

4. Definitions
- Xerox/Photocopy: Making a paper copy of a physical document.

- Scan: Converting physical documents into digital format.

- Print: Producing a physical copy from a digital file.

5. Materials/Equipment Required
- Multifunction printer (with Xerox, scan, and print capabilities)

- A4 paper
- Printer toner

- USB drive or computer with network access (for printing/scanning)

6. Procedure

6.1 General Guidelines


- Ensure the machine is connected to power and turned on.

- Verify that paper and toner levels are adequate.

- Handle the machine with clean hands to avoid smudging documents.

6.2 Xerox/Photocopying
1. Place the original document face-down on the scanner glass or into the document feeder.

2. Select the 'Copy' function on the control panel.

3. Choose required settings (e.g., number of copies, single/double-sided, size).

4. Press the Start button.

5. Collect the copies from the output tray.

6.3 Scanning
1. Place the document as in step 6.2.

2. Select the 'Scan' function.

3. Choose destination: email, USB drive, or network folder.

4. Adjust resolution and file format (PDF/JPEG) as needed.

5. Press Start and retrieve the file from the selected destination.

6.4 Printing
1. Open the document on your computer.

2. Select Print from the application menu.

3. Choose the correct printer from the printer list.

4. Set preferences (paper size, orientation, color/BW).

5. Click Print.

6. Collect printed documents promptly.


7. Safety and Security
- Do not leave confidential documents on or near the machine.

- Log out of any personal accounts after use.

- Report any technical issues immediately to the Admin/IT department.

8. Maintenance and Troubleshooting


- Do not attempt to open internal parts unless trained.

- For paper jams or toner replacement, follow on-screen instructions or contact IT support.

- Schedule regular maintenance checks.

9. Records and Documentation


- Maintain a log for usage if required by the organization (optional).

- Keep scanned copies organized in relevant folders.

10. References
- Manufacturer’s manual

- IT policy of the organization

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