The Scanning, Printing and Photocopying Policy is published by IT Services in support of the University. Any breach of copyright law constitutes a breach of the acceptable use policy, please also see the university's resources on copyright below.
The policy supports:-
- Environmental Sustainability: By promoting sustainable printing practices and reducing the universities carbon footprint.
- Cost Control: By ensuring that the printer fleet is maintained at an appropriate size for the institution, that cost effective alternatives to printing are encouraged and supported, and that cost recovery mechanisms are integrated in the service and attendant processes.
- Academic Strategy: By supporting the university's move towards becoming a ‘Digital University’.
- The policy applies to all printing, scanning and photocopying devices operated by the University of Suffolk, and all users of those devices.
- The responsibility for the maintenance and implementation of this policy is upheld by IT Services
- This policy is effective from 4th May 2018, and will be reviewed on 4th May 2019.
- Wherever possible, alternatives to printing should be used such as content sharing via online services or using meeting and teaching space A/V equipment
- Teaching content and assessments should be planned and designed in such a way that wherever possible, the need for students and lecturers to print or photocopy is minimised.
- External Printing Services should be used for high volume print jobs and those requiring professional finishing such as document binding. Campus devices should be used only for low volume printing and photocopying jobs.
- When printing the recommendation is mono, double-sided or multi-up on a page. This should be the default for all print devices. Colour printing should be used exceptionally and only where there is a specific requirement for a document to be printed in colour.
- Prior to printing or photocopying, staff should consider whether a document may be distributed electronically, such as via collaboration tools on Office 365 or the VLE. Scan to email is available on all MFD units.
High Volume and Specialist Printing
- The services on campus are designed for general A3 & A4 Printing and copying. For more specialist printing requirements, such as:
- High volume printing and copying
- Documents requiring binding or finishing
- Printing requiring high quality finishes
Staff and Students are advised to use external professional printing specialists. The Universities Marketing and External Relations team can advise on approved suppliers.
Confidentiality and Security
- Print jobs submitted by Staff and Students are only released when the user physically releases the job by authenticating at the printer with their ID Card. This reduces the risk of unauthorized access to printed documents or user error such as sending the print to the wrong printer, or forgetting to collect after the print job was sent.
- In accordance with the Acceptable Use Policy, printing service users must not share their ID Card and/or password with anyone else as they are used to protect and access individuals’ print jobs and scans.
- Once the user has authenticated and requested the document is released to the printer, the printer will automatically process the job. In circumstances where a printer malfunctions and the print job was confidential or otherwise sensitive, users are advised to seek assistance from the IT Service Desk, as the document may automatically print at another time once the fault is cleared.
- It is the responsibility of the MFD user to ensure that confidential materials not left unattended on the MFD device, and to promptly collect these documents once released to the MFD.
- The University of Suffolk employs the use of an integrated Printing Management Solution, called ‘Papercut’ together with a multifunction device (referred to as an ‘MFD’) to provide Printing, Photocopying and Scanning services on the University Campus. The Printer Management Solution together with the fleet of MFD’s provides the service to the University, with the following characteristics:
- “Follow-me” Printing - release of print jobs from any MFD on the Campus;
- Retention of unreleased print jobs in the queue for up to 24 hours before automatic deletion;
- Secure print release via ID Card;
- Monochrome and colour printing and photocopying in A3 and A4 formats;
- Monochrome and colour scanning;
- Submission of print jobs from mobile devices and personal devices, including remote printing;
- A managed service which includes consumable deliveries and installations, and on-site user support.
- Some users are charged for photocopying and printing on the MFD Devices. Details of the current scheme of charges is available on the ITS Pages
Location of MFD Units
- MFD’s are placed in strategic locations in University Buildings across the Ipswich Campus.
- Details of MFD Locations are maintained on the ITS Pages
The University has to carefully balance the interests of:
- User expectations that:-
- MFD’s are placed in close proximity and convenience to their normal places of work and/or study;
- Users do not have to wait an unreasonable amount of time for an MFD to become available;
- Financial Regulation obligations to consider value for money and budgetary control of service costs;
- Ensuring the service is accessible to persons with disabilities;
- Ensuring security and confidentiality of data is maintained;
- Supporting the Universities Environmental and Sustainability objectives.
To ensure fairness, transparency and impartiality, and a balanced approach to these interests, IT Services will follow an agreed methodology in line with best practice when sizing and designing the deployment topography of MFD’s. This includes:
- Placement and quantity tolerances:
- There should be at least one MFD device per building;
- Larger buildings should have at least one MFD located on each floor;
- MFD’s should be placed wherever possible in wheelchair accessible locations;
- Staff and Student accessible locations are preferred over Staff only locations;
- Staff should have an MFD device within 50m of their desk or a 35 second walking distance, (whichever is the lesser value);
- The ideal FTE staff to device ratio is 16:1 (bmgi, 2014), however this will vary depending on levels of usage;
- MFD’s must be placed in accordance with the Manufacturers installation guidelines. Generally, this will require placement in a secure, dry environment, kept at room temperature and away from extreme environmental conditions (such as dust, vibration, moisture or electrostatic discharge);
- The locations of MFD’s are recorded in the IT Services Management System CMDB;
- Reviewing available Business Intelligence, such as printing statistics, building occupation and/or footfall data, as well as other sources to determine current and future usage patterns and likely requirements.
Requests for Change
In circumstances, where the location, type and placement of MFD Devices may not meet staff or student requirements. A request may be raised. The request procedure is described under ‘MFD Changes’ below.
- A procedure is available to request changes to MFD quantity, type or placement. This is to support circumstances such as:
- Changes to building use
- Changes in the usage patterns of a devices
- Changes in staff or student numbers
- Staff should submit requests (approved and supported by their Head of Department) for additional MFD devices, upgrades, relocations and removals to the IT Service Desk (01473 338222 / firstname.lastname@example.org).
- Students should raise requests via their Student Union Representative. Student Union Representatives should consider these requests and where supported, submit requests on behalf of students via the IT Service Desk.
- The minimum lead time to complete requests from receipt is as follows:
- Request for a new MFD: 8 Weeks (from receipt of request)
- Relocation of an existing MFD: 6 Weeks (from receipt of request)
- Removal of an existing MFD: 4 Weeks (from receipt of request)
- All requests are firstly reviewed by IT Services and Finance:
- IT Services will evaluate the request and determine the technical feasibility, resource requirements, lead times and costs associated with the request, including the Total Cost of Ownership or Savings (in respect of addition or removal requests).
- Finance will evaluate the request to determine value for money and feasibility to support the request under available and forecast budgets.
- The IT Strategy Steering Group will review MFD Device Requests and have the final authority to approve or reject the request.
Exceptions and Unmanaged Devices
- Shared printing infrastructure is proven to be the most cost effective and reliable means of addressing general printing, copying and scanning needs for organisations. Shared printing infrastructure has the following benefits:
- Ensuring a single platform is maintained. Reducing the overheads and support problems associated with a proliferation of different vendors and device types.
- Reducing the overall cost of the printing estate and printing operations
- Maintaining Information Security
- Enhancing the Staff/Student experience by maintaining a uniform, consistent and well documented printing infrastructure.
- The University does not permit the installation of personal printing devices, or unmanaged devices, unless under exceptional circumstances. Examples of such exceptional circumstances may include:
- Large format printers or plotters
- Textile or other specialist media printers
- As a reasonable adjustment to address health or disability issues (where supported/recommended by a subject matter professional)
Requesting an Exception
- Department Heads should submit requests to purchase or retain print devices outside the scope of the MFD Fleet, to IT Services in the first instance.
- Exception requests will be subject to the approval of the IT Strategy Steering Group.
- Unmanaged Print devices will not normally be supported by IT Services, unless otherwise agreed on a case by case basis. Departments and Faculties are responsible for the purchase and maintenance of exempted devices.
- IT Services will monitor and periodically review usage of MFD’s in order to optimise deployment of the fleet, in consultation with user representatives. Where a need is identified either to add, remove or relocate a device then IT Services will prepare recommendations for review by the IT Strategy Steering Group.
- MFD Printing Services are funded centrally by IT Services. This includes the costs of supplying print devices, consumables (except Paper), installation, maintenance, servicing, repairs and replacement parts.
- The Universities Printing Management Systems has the facility to report on usage statistics such as the number and type of pages printed by user, department or location, so that cost recovery remains an option for the future.
- All Printer, Scanner or Photocopier assets purchased by the University of Suffolk remain the property of University of Suffolk until disposed of under asset disposal procedures.
- IT Services retains responsibility for monitoring and recording all Printer, Scanner and Photocopier Assets, whether these are managed devices, as a part of the MFD Fleet, or unmanaged devices.
- MFD’s must not otherwise be added, relocated or removed, without the knowledge and express authorisation of IT Services.
- Print devices that have reached the end of their life or otherwise require disposal are disposed of or recycled in line with University policy for the disposal of surplus electrical equipment. Requests for removal should be submitted to IT Services via the IT Service Desk.
- All MFD and other Printer, Scanner or Photocopier devices are recorded in the IT Services Configuration Management Database (CMDB). As a minimum, the CMDB holds the following information about each device:
- Serial Number
- Purchase Date
- A link to any current Provider Contract
- A link to any Warranty Documents received
- Relocation of an MFD is not permitted without IT Services approval. In the case of an unmanaged device, IT Services must be notified of any changes to location of an unmanaged device.
- IT Services through the IT Service Desk will provide first line user support for all MFD related problems, enquiries, feedback or complaints.
- 2nd Line Support (for more complex problems or enquiries that cannot be solved by IT Services) will be forwarded to the MFD and Print Management Solution provider.
- All Printer related parts, servicing and consumables are provided and maintained by the MFD and Print Management Solution provider.
- Printer paper and Toner is managed and provided by the Estates Team.