the municipal secretary desktop reference manual - Southwestern ...

CHECKLIST
COPY CONTROL
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Yes
No
Is the copying service adequate?
Is the equipment operable most of the time?
Are inoperable or malfunctioning copiers repaired promptly?
Is down time so frequent as to offset response time?
Has action been taken to minimize unauthorized copying?
Are copy supplies purchased in bulk and managed from a central source?
Has a key operator been assigned for each copier? If "yes,"
Have key operators been properly trained?
Are trained alternates appointed to act when key operators are out?
Have staff members been directed to:
batch work to minimize trips to the copier?
check both quantity and the paper size controls using the machine?
copy on both sides of the paper when ever practicable?
obtain blank forms electronically or from stock, rather than copying them?
send materials to printing or central copying when quantities are large enough to
make it more economical than using copiers?
eschew both illegible and "perfect" copies?
Is a single copy circulated or posted when it will suffice, instead of separate copies for all concerned?
Are lower grade employees routinely assigned copying tasks where feasible?
Are adequate supplies of blank forms obtained and maintained through normal supply
channels, thus eliminating the compulsion to copy one's own forms?
Is there continual vigilance against time" lost by clerks and other personnel due to
traveling to a copier facility, waiting machine availability, or redoing poor quality copying?
Source: Gerald F. Brown, Mary R. Robek, and David F. Stephens, Information and Records Management, 4th ed.
(Mission Hills, Calif.: Glencoe/McGraw-Hill, 1995).
*Adapted from Open Meetings/Open Records: The Sunshine Act and The Right to Know Law, Department of Community and Economic
Development.
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