Jargon buster > Office Machines

Tend to have multi-line and multi-digit functions with the option of having a graphic display. These are amongst the most advanced calculators used in engineering, mathematic and statistical environments

Dictation Machines

SD Card

Media card which data is saved to. Can buy cards which hold different amounts eg 1mb

Digital vs Analogue

With a digital machine, recordings are saved to a media card and in some cases can be downloaded straight to your PC. An analogue version uses a mini-cassette to store recordings on to

Folders

On a digital machine, you can organise your recordings into different folders on the machine itself. Number of folders depend upon the type of machine with around 5-10 being standard, typically you can store around 100 recordings in each folder but check the product description for exact capabilities

Docking station

Recordings can be downloaded from a digital machine either through a USB cable connected to your computer, or via a docking station which is connected to your computer. The benefit of a docking station is that it will recharge the batteries of your digital dictation machine whilst downloading

Copy Speed

How many pages a copier can copy is measured in ppm (pages per minute), the range is around 4-100 pages depending upon the machine

ADF

ADF stands for Automatic Document Feeder and is used for printing multi-page documents. This means rather than placing a single sheet on a glass cover area as with standard machines, instead you place the multi-page document in the ADF and it will automatically lift each page for copying and collate at the other end so you don’t have to do it manually

RADF

RADF stands for Re-circulating Automatic Document Feeder. This does the same job as an ADF machine, but allows you to print on both sides without manually turning over each page. A mechanism within the machine internally flips your paper over and prints on the other side

Paper Tray Capacity

How many pieces of paper your feeding try can store.

Scan Once Print Many (SOPM)

Machines that have this function take a picture of your copy and store it into their memory so can print many times without changing quality etc. Particularly suited to printing multi-page documents as you only need to scan once

Print Resolution

The quality of print you require. When printing photos etc. a higher resolution is required than for printing standard B&W copies of text. Print resolution is measured in DPI (dots per inch) and refers to the number of ‘dots’ which make up a square inch. Each dot is a colour and the closer they are together (ie the more dots in a square inch) the better quality the image will be

Scanner Resolution

Similar to the above, but refers to the quality of the scan you require

Duplex

Duplex means the ability to print on both sides of paper

Labelmakers

Automatic cutter

A cutting device within the machine cuts the label to the correct size once finished printing

Cartridge Free (Thermal Printing)

No need for ribbon or ink cartridge to print, rather printing is done thermally (uses heat to generate images)

Cleaning Card

A card which is saturated with cleaning fluid that is passed through the printing mechanism from time to time in order to clean it

Print Preview

The ability to view your label prior to printing to ensure it is correct

Incremental Numbering

Able to sequentially number labels

Laminators

Cold lamination

Some laminators use cold lamination only. This type uses self-sealing adhesive based pouches that seal on contact. Although this type overcomes some of the limitations of the heat based laminator (ie can use anywhere etc.) the quality of the finished product is generally not as good

Feed/Lamination Width

Indicates the maximum width of paper that the laminator can handle

Heat Stabilisation

A machine that outputs stable heat allows for continuous higher quality laminating

Hot Rollers/Heating Rollers

A machine featuring internally heated rollers

Hot Shoe/Heated Rollers

A machine featuring externally heated rollers

Generally internally heated rollers provides a better quality finish

Lamination Speed

The speed which the machine can feed through laminating pouches

Pouch

Plastic based ‘envelope’ which the document which is to be laminated is enclosed in. When passed through a laminator the heat causes the ‘envelope’ material to melt and bond with the document inside thereby creating the final laminated product. The thicker the ‘envelope’ material, the better protected the document inside

Release Mechanism

Allows the quick release of a laminating document in order to clear a jam etc.

Reverse Function

Some laminators are able to ‘back the paper out’ of a machine rather than sending it forward. This is useful for clearing jams or correcting the document

Self Seal Pouch

These pouches do not require heat lamination – the adhesive sheets peel apart and the document is inserted then they are re-sealed by pressing the sheets together. The quality tends to be inferior compared to a heat lamination job

Cash Registers

Departments

The number of areas within a cost centre a machine can store. For example one may be for womenswear, one for menswear etc.

LED

The display area for inputted digits/costs, tends to be measured in number of digits it can display. Some models have an additional LED display for customer use (may pop up from machine and turn to face customer or be located on the back of the machine (where it faces the customer)

Tax Function

Able to calculate tax on a product

Euro Conversion Function

Able to calculate Euro equivalent of a cost

Print Speed

Measured in printed lines per second on a till roll

Printer Cartridge

Used for printing information onto till rolls. This needs to be replaced on a regular basis

Till Roll

This comes in different widths and it some models, when the till roll runs out the machine will automatically stop working until refilled

Answer Machines

Digital Recording Time

How long a machine is able to record answerphone messages for

Answer-Only Facility

Can switch to this mode if you do not wish callers to leave a message

Audible Message Indicator

Indicates when a message has been left. On some models this will beep but you are able to turn off if required

Letter Folders

Paper Weight

Paper weight is measured in gsm, check what weight restriction your model requires and ensure it ties up with material you use in the office

Speed

Speed is measured in how many sheets it can fold within an hour. Can range from 1000 to 10,000 depending upon type of fold required

Feed Tray

The feed tray is where paper is placed prior to being folded. The machine will automatically pull paper from this tray for folding

Exit Tray

The exit tray is where the end folded paper is stacked for collection

Fax Machines

Thermal Paper

Thermal fax machines use special fax paper and tends to be the lowest quality print outs

Plain Paper

Plain paper fax machines use a higher quality paper for a more professional finish

Laser Paper

High speed, economical for high volume printing with a good quality finish

Error Correction Mode (ECM)

ECM automatically detects and corrects errors in the fax transmission process which are sometimes caused by telephone line noise

Print Speed

This refers to how fast messages are received and printed and is usually measured in ppm (pages per minute).

Transmission Speed

This is the speed at which faxes are sent at and tends to either be measured in pages per second, or the modem speed.

Speed Dials

The number of contact fax numbers you can store on your machine and access by pressing a single number.

All-in-One

The machine itself can also accommodate a phone, printer and photocopier, when coupled with a fax makes this a 4-in-1 machine. Work out what you need before considering which added features (if any) you require. These machines are suited to small office use where there may be just one person using the machinery

Page Memory

The memory stores fax messages waiting to be sent (if there is a queue of faxes waiting to go out) and also stores incoming messages. This is useful, particularly when you run out of paper/ink – the memory will store the message until the machine is ready to print. Depending upon your needs page memory can range from 50 pages to 350+. If you only send/receive faxes occasionally, a 50 page one should be fine, anything more though and it is worth investing in 200+ pages

Automatic Document Feeder (ADF)

The feeder is the rest where paper is stored before feeding into the machine for printing on. Generally most machines can carry around 20-40 pages in its feeder at any one time

Paper Tray Capacity

How many printed sheets your fax machine can hold

Resolution

Measured in dpi (dots per inch), this is the image size your fax machine can reproduce

Minimum Operating System

If you intend to send/receive faxes from your computer you will need an operating system which is compatible. Generally this refers to which version of Windows you have if you use a PC, or which version of Mac OS you are on if using a Mac

Telephones

Last Number Redial

Will call the last number you dialled at the touch of a button. Some phones allow you to call up to 5 previously dialled numbers

Gap Compatible

Gap stands for Generic Access Profile and means you can use more than one phone from the same base station

DECT

DECT (Digital Enhanced Cordless Telecommunications) is a digital wireless technology which is now being adopted increasingly worldwide. Its key benefits are high speech quality with less interference and increased range

Memory

Measured either by memory size (MB) or in hours

Recording Hours

The number of hours worth of recordings your device can store