But I don’t want to give up my desk printer! Yes, we understand. But the cost savings go back into supplies to support our number one mission: our students. Take a look through these additional, frequently asked questions.
What are the advantages?
We receive state-of-the-art equipment, reduced document-printing costs, make a positive impact on the environment, gain new capabilities and work to lower paper usage.
How did this project begin?
For two years, IT Services and Procurement have looked for a solution to reduce our overall costs for printers and copiers. Partnering with Xerox expands the capabilities of our document handling while streamlining and standardizing the units and materials used.
Why do we want to do this?
In the study period, Xerox determined a significant opportunity for savings, potentially as much as high-six figures over the next five years. This is not unlike the managed energy and lighting contracts the university has pursued to save both money and resources.
Why is standardizing important?
In the course of our study last fall, we discovered almost 1,600 printers in use across the campus in 49 buildings. There literally were 600 different printer types and 21 different companies. We will have seven models by two manufacturers. By identifying this series of printers, repairs and replacement become more efficient, as well as buying toner supplies in greater bulk.
What is it going to cost?
Instead of a department bearing the cost of equipment, toner, and service for their printers and copiers, each department will be charged a fixed price per actual pages printed each month. Departments will still be responsible for ordering their own paper.
Who else is doing this?
Xerox has 510 customers in what they call a managed print solution across the nation. Our staff members have had discussions with other universities in the area that are working with Xerox, and we are confident this will be a significant savings for the institution.
Do we keep our savings?
For the most part, yes. Supplies budget lines that were for printers, copiers and supplies will not be cut. These are funds that can be shifted to other needs within the academic units. This was a promise made to SGOC Academic Finance Committee and the recommendation from the Provost to the Executive Council. This is another way we can make our budget funds stretch farther.
How much are we saving?
This depends on how many networked printers are installed. Xerox has an estimate–based on what they see as our average–and it’s in the neighborhood of $1 million over the next five years. This is if we reduce to one printer per six employees. Our ratio might be lower, and our saving lower. If we can achieve greater efficiency, it will be a higher savings amount.
Who sets the ratio?
Our staff and the Xerox consultants will meet with each building director, dean, department head and program manager over the next few months to finalize the best locations and the number of staff networked into each printer unit.
What about the quality of the equipment?
We believe the machines provided by Xerox will be higher quality and higher capacity than what almost all current users have. There is also the added functionality. The vast majority of stand-alone printers are just that–printers. Scan to email, document scanning, PDF creation, two-sided printing, higher-volume printing and, for areas that need it, color printing are all additional benefits.
Who do we call for problems?
Our on-site Xerox technician will provide service and will be housed in the IT Services area to take care of repairs. By having standard units, the ability to have parts–or loaner/replacement whole units–should reduce down time.
What if we need close proximity to our printer?
We understand there are certain areas where a short walk to a central document printer is problematic. Again, we want you to bring up these items in the department meetings, and we will work to create solutions.
What about sensitive material?
The new technology will further help us meet the Regulatory Compliance security standards and FERPA that require controlled access to protected data. Through features like Xerox’s Secure Print and Image Overwrite, confidential data is kept safe by electronically “shredding” information stored on a device’s hard disk, on demand or automatically upon the project’s completion.
What about our old printers?
For example, if you have a unit that you have a substantial supply of toner and other materials to continue using, you can continue to use that unit until it runs out. Eventually, we will want to turn in non-Xerox printers so they can be properly returned to central state property for disposal.
Is it safe to scan documents containing social security numbers and private information?
Xerox machines electronically "shred" information from the hard drives. If sensitive documents are scanned from an astate email address and you are connected to the Astate network, then it is safe to scan these documents to your email.