The Daily Bulletin

We are pleased to announce a new Managed Print Services (MPS) initiative to continue our commitment to improve processes and strengthen our campus. This initiative will help standardize, consolidate, and optimize the number and type of devices we use when we print, fax, scan, and copy. Our objectives are to reduce operating and maintenance costs campuswide, as well as inspire a cultural shift toward a more efficient use of all output devices.

Why are we making this change?
Our current infrastructure for copying, faxing, scanning, and printing involves a combination of separate, independent services, with no leveraged spend-and-cost-reduction opportunity. The MPS initiative involves the implementation of a single-source managed solution that will yield significant annual cost savings, eliminate single points of failure in the output environment, and require very little internal asset management.

What does this mean to me?
The first stage of this initiative is an office-by-office review of all print, copy, fax, and scan equipment for our entire campus. We will analyze your current environment and unique challenges, define your output requirements, and develop a phased approach to meet these requirements and drive greater efficiencies across campus. We expect to complete the virtual review by the end of August. As a follow-up to the initial asset inventory, we will be contacting department managers to discuss, in detail, your specific business needs, requirements, and physical infrastructure (elevator, network jack, etc.). This review will be followed by the consolidation of many devices and, in some cases, new Toshiba multifunction devices (MFD), networked HP printers and/or wide-format printers.

How will I be affected?
Our goal is to use existing equipment in the most efficient manner. Depending on the results of the review, a print policy will be developed that could mandate the following:

• Two-sided (duplex) printing
• Limiting color printing to fewer devices
• Limiting or eliminating personal printers
• Combining fax, scanning, and printing to one cost-effective multifunction device

When can I expect this review at my location or building?
The implementation schedule is still being fine-tuned; however, we plan to start with a virtual inventory soon. Toshiba will be sending a document to your network and local printers to self-report the details for each device in your department (i.e., device name, location, etc.). This information is critical to the success of this project, and your prompt attention and response are greatly appreciated.

Will the MFP printer replace all my existing printers?
No. Some newer devices may remain or be reused but could be relocated to meet print parameters for specific locations. We will make this determination based on the age and type of existing output devices at each site.

Will I have a color printer?
Access to color printing will be determined based on each area’s business needs and limited based on the analysis of color usage in your area.

What if I need to print confidential documents?
With MFD, users will be required to scan their Buffalo State IDs to release print jobs at the selected printer, so your confidential documents will not be released for printing until your ID is scanned.

If you have questions, please email Michelle Hockett, IT project manager.