Policy statement:
It is the University’s intention that a cost effective, efficient and ‘fit for purpose’ printing service is provided to meet the business needs. This policy will provide the guidance required to achieve these intentions.
The overall aims are:
- To reduce the volume of printed and photocopied material where this is without detriment to the operational requirements of the institution.
- To reduce spending on printing and copying through providing print management solutions and obtain better value for money from the equipment.
- To promote the strategic management of printing ensuring that high volume and colour printing is channelled to the most appropriate devices with the necessary equipment and resource to provide this service.
- To provide complete visibility of the total cost of ownership of the printing infrastructure.
- To continue to promote the use of recycled paper and environmentally friendly printing processes resulting in energy savings.
Solution:
Multi-Function Devices – Printer, scanner, copiers (MFDss) will be available throughout University buildings with the majority being in open access areas available for staff and student use. Printers in staff offices and locked rooms will be minimised.
MFDs will be managed via an outsourced contract which will ensure that the printer fleet is managed effectively.
Student printing will continue to be managed by Information Services.
Students will access the MFDs and prints will be on a “pull” basis which means that they will not print until the user requests them at any MFD across campuses. Students will be able to buy print credit.
Students will continue to be able to print high volumes via the MFDs but this will continue to reduce as University processes change e.g. eassessment.
All MFDs have a scanning function which enables users to scan to their email. This facility incurs no charge and therefore is the most cost effective solution.
Print rules:
Local network printers will not be approved for purchase or maintained.
Staff are encouraged to minimise their printing/copying and instead to scan documents which need to be retained.
Departments are responsible for ensuring MFDs in their areas are stocked with appropriate paper. All prints will default to black and white, duplex, no staples.
Print jobs will be deleted from the system if they have not been printed within 72 hours.
