Information Technology

Document Asset Management Policy and Standards

Dept. Responsible: Purchasing/Campus Impressions/IT
Effective Date: 6/7/12
Rev. Date: N/A

1.0 Purpose

Butler University's Document Asset Management Policy and Standards provides a uniform and consistent approach to the allocation and usage of all document production assets across campus. These assets include but are not limited to items listed under "Definitions".

This policy addresses how document production assets can be cost effectively managed across the entire University.  Each individual department and college should use this policy along with the "best practices" contained in this document to assess their needs.

2.0 Scope

This policy applies to faculty, staff and all others performing tasks on behalf of Butler University including but not limited to contractors, affiliates, student workers and third-party providers.

Student printing is not covered by this policy.

3.0 Policy  

In an effort to maintain a cost effective and productive working environment, all document production assets will be allocated based on the following criteria and charged at the appropriate rate: 

  • Consolidating devices when it makes sense (see section 3.1 Device Consolidation)
  • Average monthly volume, departmental functions and specific document output needs (see section 3.2 Sizing and Usage Grid for Copiers and Printers)
  • Distance (see section 3.3 Distance)

Standard models will be provided with optional features to provide consistency among departments and colleges and address specific departmental requirements.  Asset placement and usage will be reviewed as required or necessary with departments to maintain a cost efficient print environment, to ensure the most effective use of document production resources and to improve employee productivity and departmental workflow efficiencies.

3.1 Device Consolidation

Multiple devices including copiers, printers, faxes and scanners, that are located within a close, unimpeded proximity, will be combined into a multifunction device (MFD) unless cost prohibitive. Duplication of equipment and functions will be minimized within reason.  Multiple devices will be considered for areas with volume justification.

3.2 Sizing and Usage Grid for Copiers and Printers

The cost associated with an asset increases with its speed, volume and capabilities.  The chart below will be used to help determine the correct device based on volume bands and features.

 

Volume

Band

Impressions

per Month

Output

Speed

Letter

Legal

Tabloid

Duplex

Staple

Fax

Scan

OCR

Color

Print

from

USB

Other (envelopes, checks, etc.)

Low

0 - 5000

17-29 cpm

 

 

 

 

 

 

 

Mid

5001-18000

30-49 cpm

 

 

 

 

 

 

 

High

18001 - 50000

50+ cpm

 

 

 

 

 

 

 


3.3 Distance

A networked document output device will be made available to faculty and staff within reasonable proximity to their work area (50 feet/printer, 100 feet/copier). No one will have to walk an unreasonable distance or be presented with obstacles (e.g., locked doors, multiple doors, stairs, etc.). The distance requirement will be waived for a department or college where daily work processes require printing, copying and/or involve heavy client interaction. Special consideration will be given to those with mobility impairments. Color printing will be available as required.

4.0 Procurement of New and Replacement Printers

  1. Requests for a new or replacement device should be made through the IT Help Desk.
  2. Standard model devices must be used unless there is a justified need for a higher level specification model.
  3. Additional devices will be considered for an individual or work group based on a substantiated business need and endorsement by the department head or above.
  4. Local printers (as defined in section 6.0) are not permitted except for locations where one or two staff members have a significant physical separation (e.g., different floor or building, etc.). 
  5. Butler will not support personal printers (as defined in section 6.0).
  6. Procurement of new or replacement devices must be approved by Director level or above.

5.0 Best Practices and Recommendations:

  1. Black and white printers are to be used in preference to color printers.
  2. Color printing should only be utilized where it is required to convey important information that would be lost in black and white. Only the necessary pages in the document should be printed in color. Other exceptions may also apply (e.g., signage, marketing materials, etc.) when printing in color may convey the message more effectively.
  3. Confidential information which is printed must be collected from the printer immediately and it is the responsibility of the person to ensure confidentiality.  To learn more on how to print using secure features, contact the IT Help Desk.
  4. Output devices are to be used for business purposes only.   
  5. Only the necessary pages in the document are to be printed/copied.  
  6. Double sided (duplex) printing is highly encouraged whenever possible.
  7. A copier should be used in preference to a printer when producing a large amount of copies.
  8. Large capacity copying/printing jobs (more than 100 pages) should be sent to Campus Impressions. Please use http://www.butler.edu/printing/ for submitting electronic files. PDF is the preferred file format to ensure high quality output.
  9. Accept assignments electronically and encourage students to submit assignments electronically using the learning management system or email.
  10. Use electronic document sharing whenever feasible.
    1. Print to PDF and save to the network, USB drive or other space when possible.
    2. Email PDFs instead of a hard copy.
  12. Use print preview to ensure you are going to get what you expect.
  13. Cancel mistakes or duplicate jobs BEFORE they print.
  14. Print presentations with multiple slides on a page.
  15. Change your default margin size to be slimmer.
  16. Organize email electronically (don't print and file unless it is absolutely necessary).

IT is happy to provide assistance on reducing your printing; contact the IT Help Desk for assistance. 

6.0 Definitions

  • Black and White Laser Printer‐ A printer that is only capable of printing in one color (black) at a time. The laser "paints" the image onto a drum, which is then transferred onto paper.
  • Color Laser Printer‐ A printer that is capable of printing more than one color. The colors (yellow, cyan, magenta and black) are applied to the drum and are then adhered to the paper.
  • Local Printer‐ A printer that is purchased by Butler but not residing on the network and attached to ONLY one computer and/or workstation via a USB printer cable.
  • Multi Function Device (MFD)- A printer or copier capable of a variety of tasks (i.e., copying, faxing, printing and scanning) within the same device and is connected to a network and (generally) accessible by computers on that network.
  • Personal Printer‐ A printer that is purchased by an individual and not residing on the network and attached to ONLY one computer and/or workstation via USB printer cable.
  • Document Production Asset- Includes printers, copiers, scanners, MFDs and stand-alone faxes.  

7.0 Administration

Operational responsibility of this policy is delegated to the Vice President for Finance and Administration and Chief Information Officer. Periodically or as required, this policy will be reviewed to ensure the policy is up-to-date and applicable in the current environment.

8.0 Related Policies

None

9.0 Revision History

Created January 2012 and effective 6/7/12