DOCUMENT PRINTING & XEROX POLICY (USING COMPANY ASSETS)  


1. Purpose  

The purpose of this policy is to ensure  controlled, cost-effective, and responsible use of company printing assets  while meeting project documentation requirements at site.

 

2. Scope  

This policy applies to:  

  • All project site personnel  

  • All company-owned printing assets (printer, copier, paper, toner, ink)  

 

3. Policy Statement  

Company printing assets are intended for  limited, essential, and low-volume printing only .  
Documents that are  frequently required  or high in volume  must be  bulk Xeroxed from an authorized external vendor .  

 

4. Printing  vs  Xerox Decision Principle  

The project team must  evaluate the nature and frequency of documents  before printing.  

Key Rule  

Frequent / high-volume documents  →  External bulk Xerox  
Occasional / low-volume documents  →  Company printer  

 

5. Document Identification Responsibility  

  1. The  Site In-charge  and project team shall:  

  • Identify  documents  required frequently  on site  

  • Categorize them as:  

  • High-frequency documents  

  • Low-frequency documents  

  1. Identified  high-frequency documents shall:  

  • Be printed in bulk from outside  

  • Be stored properly at site  

 

6. Document Print / Xerox Decision Criteria  

The following criteria shall be used by the project team before printing:  

Criter ia  

Company Printer Allowed  

External Xerox Mandatory  

Frequency of use  

Occasional / ad-hoc  

Daily / regular  

Number of copies  

Up to 5–10 copies  

More than 10 copies  

Reprint requirement  

Rare  

Repeated  

Document life  

Temporary  

Long-term use  

Cost impact  

Low  

High  

Urgency  

Immediate & critical  

Planned requirement  

 

7. Examples  

Documents to be Printed Using Company Printer  

  • MoM  (limited copies)  

  • Emergency notices  

  • One-time client communication  

  • Urgent forms  

Documents to be Bulk Xeroxed from Outside  

  • Attendance sheets (daily use)  

  • Training handouts  

  • Safety checklists  

  • Induction forms  

  • Registers and formats used repeatedly  

 

8. Approval & Control  

  1. Bulk Xerox shall be:  

  • Approved by the  Site In-charge  

  1. External Xerox expenses shall:  

  • Follow company expense approval process  

  1. Excessive or unauthorized printing shall:  

  • Be reviewed by Head Office  

 

9. Good Printing & Xerox Practices  

Project team shall:  

  • Print only when absolutely  required  

  • Use  double-sided printing  wherever possible  

  • Use draft mode for internal documents  

  • Reuse paper for non-official drafts  

  • Maintain soft copies whenever possible  

  • Store bulk Xeroxed documents safely to avoid reprinting  

 

10. Bad Printing & Xerox Practices (Strictly Prohibited)  

The following are  strictly prohibited :  

  • Printing personal documents  

  • Repeated printing of the same document  

  • Printing high-volume documents using company printer  

  • Unapproved bulk printing  

  • Wastage of paper, ink, or toner  

  • Printing without reviewing document accuracy  

 

11. Asset Protection  

  1. Printers and consumables are:  

  • Company assets  

  • Covered under Asset Policy  

  1. Misuse or negligence may result in:  

  • Recovery of cost  

  • Disciplinary action  

 

12. Roles & Responsibilities  

  • Project Team  

  • Follow print decision criteria  

  • Minimize wastage  

  • Site In-charge  

  • Monitor usage  

  • Approve bulk Xerox  

  • CLIDE Head Office  

  • Review compliance  

  • Audit printing expenses  

 

13. Violations & Disciplinary Action  

Non-compliance may result in:  

  • Warning (verbal or written)  

  • Cost recovery  

  • Withdrawal of printer access  

  • Disciplinary action as per company policy  

 

14. Policy Implementation  

  • This policy shall be communicated to all site personnel  

  • Training/briefing shall be provided during site induction  

  • Acceptance of deployment implies acceptance of this policy