Dear colleagues: Copiers and printers are tools critical to conducting the academic and administrative functions of the institution. Analysis of copier use in recent years shows that copy volumes have dropped significantly, and the result has been that departmental charge-backs no longer cover the cost of the copier service contract. There are a number of factors that have contributed to this drop, including the ease of sharing materials electronically as well as a misperception that printing is cheaper than copying.
Given the current economic realities and Lewis & Clark’s strong interest in finding cost saving measures, we are pleased to announce a new/extended contract with IKON Office Solutions. At our request, IKON conducted an analysis of the current state of copying and printing to identify not only potential cost savings but also ways in which to make our printing practices more sustainable.
The IKON contract provides a new fleet of convenience copiers, to be installed in January, that will provide better print quality, better energy efficiency, and lower operating costs. The analysis shows that there are 24 cases where there is a printer and copier in close proximity to one another. IKON’s new multi-functional devices are capable of copying and printing, providing the college the opportunity to decommission redundant print equipment, thereby reducing its energy consumption, ozone output and overall carbon footprint. Printing costs are not strictly tied to the department’s purchase of toner, but also include the cost of the paper that is provided centrally and the replacement and maintenance of the printers, currently provided by IT. The increased volume on the multi-functional devices will provide cost savings, and the reduction of redundant equipment will enhance our commitment to sustainability.
A new software application will also provide better tracking of copying and printing on campus, providing more timely and accurate departmental charge-backs and streamlining business office processing. In the areas where printing will be redirected to a new IKON device, users will queue prints to the copier, where the prints will be held confidentially until the individual releases the prints with the use of a unique identity code. The same functionality allows for users to reconsider a print job sent, canceling it at the device, reducing mistakes and wasteful printing. Duplex printing will be the default setting for these devices, reducing our paper use. These efforts will not only provide the institution with significant cost savings but also enhance the institution’s sustainability efforts through some relatively minor changes to the way we conduct our daily business. The cost savings will allow the college to reduce the copy/print charges on the departmental convenience machines to $.05 per image, down from the current $.07, while also reducing black and white copies in the copy center to $.04, down from the $.05 you currently pay.
We will be contacting the departments where there are copiers and printers in close proximity. IKON and the IT department are working to roll this out in the most non-disruptive manner possible. We intend to work with each department to provide a smooth transition to the new printing method and assure the best outcome. Those departments affected will be contacted as a schedule and implementation plan are developed. In the meantime, if there are questions, they can be directed to Wendy Washburn or Dan Terrio.
Thank you in advance for your cooperation.
Dan Terrio, Chief Technology Officer, <terrio@lclark.edu>
Wendy Washburn, Assistant to the Provost<washburn@lclark.edu>
