Reprography Area – SOP

GREF, India

REPROGRAPHY AREA – SOP

PROGRAM OWNER GREF RESPONSIBLE Yellow-Badge FM (YBFM) Team and Help Desk (GREF)
DOC NAME Reprography Area – SOP ACCOUNTABLE YBFM Team
VERSION NO. 1.0 CONSULT GREF Blue Badge Partner and Yellow Badge Partner
EFFECTIVE DATE 01st Oct, 2023 INFORM GREF Blue Badge Partner

The Reprography Area, tailored for employee documentation needs, offers self-
service copying, paper shredding, and storage for specific office supplies. It's
central to daily operations and embodies our dedication to smooth workflows.

1. PURPOSE
To establish and standardize the reprography area across all offices, ensuring enhanced productivity, easy
maintenance, and a consistent experience for all employees, regardless of their location.
2. AMENITIES
a. Office Supplies:
i. Storage areas categorized per office supply type.
ii. Overhead open shelves for frequently accessed items.
iii. Lower cabinets with shutters for less commonly accessed items.
b. Equipment:
i. Self-serve copier
ii. Paper shredder with a dedicated storage space and a slit on the countertop for dropping papers.
iii. Electrical insulation mat placed beneath all electronic equipment.
3. BOOKING AND ACCESS
a. Employees wishing to use the reprography area for bulk tasks (e.g., large copy jobs or extensive
shredding) should book a slot in advance through GREF.
b. The area remains open for regular tasks without the need for bookings during regular office hours.
4. USAGE GUIDELINES
a. Self-serve Copy:
i. Ensure the machine has necessary supplies before initiating a copy job.
ii. Report any malfunctions immediately to the responsible personnel.

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 Reprography Area – SOP
GREF, India
b. Paper Shredding:
i. Use the shredder for unwanted documents and dispose of the shredded material in the
designated area.
ii. Bulk shredding should be scheduled in advance to avoid congestion.
c. Storage:
i. Always return office supplies to their designated spots after use.
ii. Maintain a clean and organized work area after tasks are completed.
5. MAINTENANCE
a. Regular cleaning of the reprography area is essential. This includes clearing paper debris and ensuring
equipment surfaces are clean.
b. A maintenance schedule for the copier and shredder should be established, with all maintenance
activities logged and monitored.
c. Office supplies should be checked weekly and restocked as required.
6. ESCALATIONS
a. In case of equipment malfunctions, supply shortages, or other issues, employees should escalate
concerns to [designated personnel or department].
b. If immediate resolution isn't achieved, concerns should be forwarded to the individual accountable for
the area.
c. Notify GREF City Leads and respective Team SPOC
7. EXCEPTIONS
Special requirements or setups not covered by this SOP should be discussed and approved by the
accountable individual.
8. CHANGE LOG
Index Description of Change Rationale Requestor Change Date Approval

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