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Draft Print/Document Management Policy & Standards

Tue, 2007-10-30 20:58 — buzzh

The images below were taken of a new MFD (Multi-Function Device) printer installed in the Bates Multimedia Lab as part of the new, yet-to-be approved, Print Policy that we voted against. Please note the high-tech mechanism installed (metal tabs) on the top of the printer to prevent it from being used as an MFD. The sign on the top reads "PRINTER ONLY No Copier Functions". The copy.fax, and scan functions have also been disabled.

Please read the following draft proposal and add your comments below. (Please note that you must be a registered user to add comments.) If you prefer not to post your comments below, please feel free to send them to Jim Carabetta (jcarbetta@wsc.ma.edu) or Buzz Hoagland (bhoagland@wsc.ma.edu).

On Friday 16 November 2007 the IT Steering Committee did not vote to recommend or not recommend this policy. Instead, the policy was forwarded to the President with comments from constituents.

Date

10.23.07

Purpose

The purpose of this policy is to define rules and procedures for the deployment and maintenance of all printers and copiers in an effort to coordinate a sustainable approach to print/document management.

Definitions

MFD- is a networkable multi-function device which can copy, print, scan and fax.

POLICY

  1. Westfield State College will provide every Academic/ Administrative department with a MFD.
    1. The model of the MFD will be as a result of discussions between the MFD vendor, Academic/ Administrative departments and The Information Technology Department.
    2. Location of the MFD to be determined by the Academic/ Administrative department and in consultation with Facilities to ensure safety and accessibility requirements.
  2. The Information Technology Department is responsible for entering into lease agreements and purchase of, service/maintenance contracts, and deployment of all MFD’s.
  3. All individuals will be networked to an MFD; Networking will be performed by the MFD Vendor and the Information Technology Department after the required data and telecomm lines are installed by Facilities and Operations.
  4. All individuals will be networked to an additional MFD that is in close proximity for redundancy.
  5. Each Academic/ Administrative department shall be responsible for responding to meter reading requests from the college’s MFD vendor, contacting the vendor to order supplies (toner, staples etc.) and to report repair issues. The purchase of paper for the MFD’s should be coordinated within the affected departments and with the approval of the department heads.
  6. Leases and maintenance costs and all supplies (except paper) associated with this initiative will be reflected in the Information Technology budget. At the end of each lease period, a needs analysis will be performed by the Academic/ Administrative department, the MFD vendor and Information Technology. in regards to upgrades etc., so the equipment can continually meet the needs of the area in which they are deployed.
  7. Standards for deploying and Operating Multi-Function Devices
    1. In general, all print will be routed to a MFD.
    2. All MFD’s should be located within a 10-30 second walk for all constituents serviced by it.
    3. The need for security and printing of confidential material to a MFD will be addressed through the use of passwords and the “mailbox” feature built into the MFD.
    4. Training in the use of the MFD’s will initially be performed by the MFD
      Vendor and subsequently by the Information Technology Department. Additional training by the MFD vendor can be requested at any time through the Information Technology Department.
    5. All large jobs, (over 100 sheets or more) should be directed to the Copy Center. (copycenterjobs@wsc.ma.edu)
    6. In order to be most cost effective, all MFD’s with the capability to print in
      Color should be set to default to black and white unless color is needed for
      a specific document.
  8. Additional Laserjet Printers, Scanners and Fax Machines
    1. Decisions regarding the purchase of additional Laserjet printers, scanners and fax machines for any Academic/ Administrative department will result from discussions between the department, the division Vice President and Information Technology.
    2. Additional Laserjet printer, scanner or fax machine purchases and supplies will be from individual Academic/ Administrative department budgets.
    3. Service/repair

      Information Technology will be responsible for the service and repair of Laserjet printers. The purchasing of replacement parts will be the responsibility of the individual office. Service and repair of additional scanners and fax machines will be the responsibility of the individual department.
  9. Inkjet Printers

REVIEW

This policy will be reviewed annually by the Executive Director of Information Technology and The President’s Cabinet