Analyzing the Justification Report

¶ … justification of why a system of photocopying documents' subsequent copies rather than printing them must be implemented by the organization, after conducting research. Problem statement, terminology list, potential alternatives and standards for ascertaining the most effective alternative will be covered. Furthermore, the research technique adopted, assessment of potential alternatives, and, lastly, a conclusion will also be provided.

There is no established process of document reproduction within the organization. This has led to loss of money and time, when any document's copies are required. Normally, for organizational clerical tasks, the services of an external business center are employed. But, this causes wastage of both money and time. Hence, the company is seeking an in-house solution to this issue of document reproduction.

Overview of Alternatives

The organization can consider the two alternatives listed below:

LaserJet Photocopying

Owing to the unique part played by toners in xerographic printing, ink cannot be taken as a suitable substitute. Plastic resin and iron oxide are the two key toner components. Instead of pressing toners on the paper directly, laser printers firstly reproduce an electrostatic image template on a rotating metallic drum present within the printer. This photosensitive drum begins to work using either a negative or positive charge. A highly precise laser changes the charge in particular places in accordance with information that is supplied from a computer. In the next step, the drum receives a toner-coating (the toner is magnetically charged); the small particles stick only to places where the image was outlined earlier by the laser. In the subsequent step, a magnetically-charged sheet of paper is rolled along the drum; the toner is drawn away. Finally, the image is set by the fuser, through plastic particle heating and melting (eBay, 2013).

Inkjet Printing

This is a form of computer-based printing wherein a digital picture is reproduced through propulsion of ink droplets onto substrates such as paper or plastic. Such printers, ranging from small reasonably-priced consumer machines to costly professional ones, represent the most widely utilized kind of printer.

Criteria

Cost

After speed, cost constitutes one among the most essential criteria. The firm is aiming for maintaining costs equal to or below the costs previously expended for this very same service. One key factor to be taken into account is cartridge replacement expenditure, particularly when the company is attempting to pick between ink and toner. Without a doubt, printer cartridges have different prices; however, generally, replacing toners proves more expensive. Initially, an inkjet printer and its replacement ink will appear more economical toner and laser components, but costs quickly begin to add up. While initial, direct toner expenses are more, cartridge longevity ensures increased long-term cost-effectiveness. At first, the company may feel ink replacements are more affordable, but if the big picture is viewed, a clear pattern can be seen: since, an ink cartridge prints lesser pages than a toner cartridge, more frequent replacements of the former ensue. Though finding ink refill packs and toner refills is possible, this process may be somewhat bothersome. Most individuals prefer purchasing OEM (original equipment manufacturer) ink cartridges and toner. Costs associated with printing a document's copy will be less than that of photocopying it. One document should be printed and the extra documents photocopied, rather than printing several copies.

Capacity and Speed

This criterion defines the speed required for each alternative. Furthermore, how rapidly each alternative may be utilized in emergency situations is also to be determined. For a company that gives great importance to speed, a laser printer is the better option of the two. Generally, a printer that utilizes a toner will work much faster compared to one that utilizes an ink cartridge. Again, everything goes back to the aspect of functionality. A laser printer's internal electromagnetic process is very precise, allowing huge print jobs to run efficiently and rapidly. Comparatively, an inkjet printer is quite slow, primarily due to the fact that the jets controlling ink output will not be as accurate as laser printing technology. The former can also hold a smaller number of paper sheets; this implies more frequent breaks for refilling. Some inkjet models are said to have laser-print speed, but they are often not able to provide the speed offered by high-end laserjet printers. Toner cartridges undoubtedly prove to be superior to ink cartridges in saving time.

Quality

Document quality is nearly as critical as production speed and expenditure. The company requires alternatives capable of rivaling already available solutions. This criterion holds utmost significance. With respect to quality, a laser printer is normally superior to an inkjet one. Though some superior-quality printers of the latter type which generate extraordinarily vivid images do exist, every model cannot produce such detail. Ink application in small pixels will not be able to precisely match laser-drawn images' exacting nature. Also, in a majority of situations, ink-printed pages will more likely smudge when wet. In the end, the organization has to weigh the quality required against cartridge longevity and overall upfront expenditure.

Purpose of the document

The document's purpose also helps identify the best reproduction technique to be employed. A single copy document to be utilized in extremely important meetings in which quality holds high priority must be printed while a large number of copies of a document that is soon to be thrown away may be photocopied for ensuring cost- saving (eBay, 2013).