Revised Memo

Interoffice Communication
To: Caleb Brian, Brandon Carlson, Holly Condit, Annie Dalhstrom, Marla Dobson, Billy Dreger, Tiffany Hartley, Kiele Jawish, Matt Muñoz, Jill Perry, Allie Philpot, Josh Romon, Amber Tallas, David Zwiacher
CC: Lily Pond, Personal Manager
From: Susan Brashear, Assistant Personnel Manager
Date: February 27, 2008
Subject: Personal Copies on the Photocopy Machine Issue
The purpose of this memo is to talk about using the photocopy machine in the work room for personal copying, and to come to a solution for this problem.
Summary
The personal use of the photocopy machine in the workroom has gone on long enough and needs to come to a stop. Koller Construction is constantly over the budget each month due to this problem. This is because of the surplus amounts of personal copying being done. Ms. Pond has asked several times that the personal use of the photocopy machine end yet it has not. I am pleased to announce that a solution to this problem has been reached.
Discussion
Koller Construction has come up with a plan of action for this problem we are having with the photocopy machine. Each employee will be assigned a different photocopy access number. The only way you will be able to use the photocopy machine is to enter your number. This will track what jobs have been printed and how many of each as well for each individual employee. Hopefully this will stop the hefty amounts of personal copying use from photocopy machine. If you do need to use the photocopy machine for personal use, you must clear it through Ms Pond or me at least one day in advance. At the end of each month, the individual numbers will be checked for the jobs printed off the photocopy machine. Ms. Pond and I will be able to see which print jobs are personal and which are company related by looking at the job title of the printed copies that will be saved in the database. The first time there are any personal jobs on your access number that had not been approved by Ms. Pond or me, that employee will be responsible for paying for the copies. The second time will result in termination from the company. This is a problem that has gone on long enough and needs to come to a stop.
Recommendation
I’d like to talk to each of you about this issue individually. At that time, I will assign your personal access code for the photocopy machine. Please come by my office before Friday to schedule your appointment with me.