How to Use Departmental Copier Codes

Track employee copy volume and reduce costs by using departmental codes.

Many mid-sized copiers have the ability to track the number of copies made by an individual person or department. The process is that each person or department is given a unique four digit code and a password that must be entered into the copier before using the copier. If no code and password is entered, the copier will not function. The ability to track copy usage is valuable information for a business. You will be able to see who is using the copier the most and, if the volume is excessive, you can take appropriate measures to limit the number of copies used. This helps with keeping within a copy allowance if your copiers are under a service agreement that allows a specific number of copies.

Things You'll Need

• Owner's manual for your copier
• Spreadsheet with registered codes and code owners

Instructions

1. Assign codes and passwords for users. Choose a unique combination of four numbers and assign each code and password to each department or user. Write down these codes or enter them into a spreadsheet program on your computer. Make sure that you associate each code with an individual user or department.

2. Turn on the user codes on the copier. Copier manufacturers use their own system and terminology for their departmental code tracking, but most are accessible under the "System Settings" tab. Once in the settings menu, look for "Passwords, User Codes or Tracking." Select the option to turn on user codes.

3. Enter in each code and password that you created in step 1. Once code tracking is enabled, you will need to register each code that will be used along with the password for that code. Once you turn on user codes, you will be prompted to enter the codes and passwords. When all codes and passwords have been entered, press the "Okay or Enter" button. This will store the codes and associated passwords into the memory of the copier.

4. Hand out codes and passwords to users. Each user or department will have their own code and password. These numbers should be kept confidential to ensure accurate copy tracking.

References

• Ricoh USA: Product Manuals Download Area
• Canon USA: Office Equipment Informational Area