Copying machines or duplicators are devices used to produce multiple copies of documents or images quickly and efficiently. They work by scanning the original material and reproducing it onto paper using toner or ink, commonly used in offices, schools, and businesses for bulk printing tasks. For the safety of its users it is important for the manufacturers to obtain BIS registration of copying machines/duplicators. It was initially launched in 1959 as an Xerox machine; afterward, it was Photostat and Verifax technology. Its sole function is to create duplicate copies of papers or graphic material on paper or plastic film, black & white or color, as required. 

These are mainly xerography, a dry process in which powder toner adheres to paper to form an image based on electrostatic charges on a light-sensitive photoreceptor. Heat, pressure, or both fix the toner. In light of the immense usage and necessity of product safety, since 13 May 2015, the Bureau of Indian Standards (BIS) has made duplicators and copy machines compulsory to register under the Compulsory Registration Scheme (CRS) by IS 13252 (Part 1):2010. That is to say, no copy machine is sold in India legally without BIS registration of copying machines/duplicators and compliance with such standards.

Basic Needs of BIS Registration of Copying Machines/Duplicators

Four pillars form the basis of BIS registration of copying machines/duplicators. Without them one cannot apply for the BIS certification online for copying machines/duplicators. 

• Manufacturer

BIS only licenses the manufacturer and never importers or dealers. Importers might still serve as Authorized Indian Representatives (AIR) to foreign manufacturers while handling documents. But the licence always goes directly to the manufacturer.

• Manufacturing Address

The address of the particular factory must be included in all documents. Where several factories produce the same item, each must apply and obtain its own BIS licence.

• Product

Every unique product category must be provided with an independent licence. However, for a group of product families with varying models, a single licence number can be utilized for many different models.

• Brand/Trademark

Products with a different brand or trademark have to obtain an independent individual BIS license for each of them.

Procedure for BIS Registration of Copying Machines/Duplicators 

Based on the location where the product is being produced, the procedure for BIS certification online in India for foreign manufacturers and domestic manufacturers is given below: 

Foreign Manufacturer Process

• Appointment of Authorized Indian Representative (AIR): Foreign manufacturers must appoint an AIR who shall serve as their authorized representative in India.
• Submission of Online Application: Fill out the application and documents online on the BIS portal.
• Product Sample Testing: Forward product samples to an India-based BIS-approved lab for testing.
• Submission of Application and Test Report: Submit the application and test report (online or hard copy) after obtaining the test report.
• Application Verification: BIS checks all submitted documents and test reports.
• Granting of Licence: If all the parameters are as per the stipulated standards, BIS grants the licence.

Nomenclature standards for nomination of Authorized Indian Representative (AIR)

Foreign manufacturers shall judiciously select an AIR in terms of the following

• Clause 1: Where the manufacturer has a liaison office or branch in India, it shall be AIR.

• Clause 2: Where there is no branch but there exists the registered owner or holder of the mark in India, such party shall be AIR.

• Clause 3: If none of the above-stated, the manufacturer may designate some other suitable firm or person in India as AIR.

Domestic Manufacturer Process

•  BIS Verification: All test reports and documents are authenticated by BIS personnel.
• Testing of the Sample: The samples are tested in a laboratory approved by BIS.
• Submission of Online Application: Domestic manufacturers submit directly from the portal of BIS.
•  Document Submission: Online or paper complete applications and test reports are submitted.
• Licence Issuance: In case of successful authentication, the certificate is issued by BIS.

Documents Required for BIS Certification of Copying Machines/Duplicators

In order to get the BIS registration of copying machines/duplicators, one needs to provide the following documents: 

• Filled CDF (Construction Data Form) and CCL (Critical Component List)
• BIS application form
• Manufacturing unit business licence (local language + English translation)
• Business scope licence (local language + English translation)
• ISO certificate
• Marking label or marking details
• Authorization letter (if the signatory is other than the factory head)
• Trademark certificate
• Trademark authorization letter (if the trademark is not the applicant's)
• Proof of company registration of AIR in India (if foreign applicants)
• Photo ID of AIR/authenticated signatory
• Technical sheet of the product or user manual

How the Bureau of Indian Standards Works? 

This is the procedure followed by BIS step by step:

• Company registration on the portal: The manufacturer first registers and opens an online profile.
• Scrutiny of documents by the bureau: BIS officials verify all the uploaded documents for correctness and uniformity.
• Testing of product and model registration: The samples are analyzed in BIS-accredited testing centers, and models that qualify the criteria are shortlisted for registration.
• Offline/online submission of documents: All the documents and test reports are submitted online or in hard copy by the applicant.
• Scrutiny by the bureau and approval: Finally, BIS carefully scrutinizes all and, on the satisfaction of standards, grants the BIS registration certificate.

Points to Remember while Obtaining BIS registration

While obtaining BIS registration of copying machines/duplicators one must keep following things in mind:

• Select a BIS-accredited lab and, being a newcomer to the region, hire a compliance partner who is familiar with Indian legislation.
• See to it that the lab's BIS license is valid and not suspended, and is not in the process of being audited when you are carrying out tests.
• Arrange the shipping in sequence so product samples arrive at the lab on time and undamaged.
• Obtain all documents to be signed by the manufacturer, brand owner, and AIR, and thereafter stamp and notarize them.
• Fill up the CDF with correct product details and fill the CCL clearly, describing components briefly but correctly.
• Test reports are valid for 90 days only. Submit within the time to avoid a delay in the retest.
• Documents need to be pre-treated before sending the sample to the lab.
• BIS approvals would require 15 days, but can be 30–60 days, subject to the complexity of cases.

Duplicate machines and copiers are all around offices, schools and many more places like them, hence because of their widespread use BIS registration of copying machines/duplicators to Indian safety standards according to IS 13252 (Part 1):2010 is required. Having documents at hand, pre-requisite activity, and information about BIS registration of copying machines/duplicators helps obtaining this certification easily without any hassle.