Printing and Document Scanning Policies and Procedures

Purpose

The purpose of this policy is to establish a printing, document scanning (imaging) policy for all Babson College departments and business areas. The policies in this document address the development, management, and storage of Babson College document production images or "assets". These assets are produced by document production resources, including multifunction devices, printers, copiers, fax machines, and scanning devices.   Multifunction devices (MFDs) are office machines which incorporate the functionality of multiple devices in one, including printer, scanner, copier, and fax machine. See last two pages for definitions and terminology used in this policy.

The ultimate goal for Babson is to prioritize and support the use of the MFDs for printing, copying, faxing, and scanning needs within each department.  Part of Babson’s overall printing strategy is to significantly reduce the total number of local personal devices on campus to reduce our carbon footprint, meet our sustainability commitments, and significantly reduce printing costs.

Print Management Strategy

Babson is managing printing and copying in order to support its efforts toward environmental sustainability, in addition to reducing print costs. Babson has installed more energy-efficient print and copy devices that will reduce power consumption and paper usage with double-sided print and scanning capabilities.

Babson will continue to review and assess faculty and staff usage of MFDs and networked LaserJets, based on the print impression count data provided by Canon and ITSD.  This data will help to determine whether there are departments or individuals with excessive impression counts.

Responsibility

It is the device users' responsibility to review, understand, and comply with all printing and document scanning policies and procedures. Users are defined as faculty, staff, and students of Babson College and of third party organizations that utilize resources funded by the college. The Babson Print Committee will be responsible for the fair and consistent application of these policies, in addition to ensuring that the college continues to improve the use and management of document production resources.

Canon Business Solutions, the chosen vendor, is responsible for all multifunctional devices, the Canon Copy Center or CCC (formerly Document Center), and "break/fix" repairs and maintenance on approved, networked LaserJets. Any new multifunction device placement requires the approval of the Budget and Procurement Services team and Canon Management team.

Canon MFD Default Settings

In order to meet our obligations as a signatory to the American College and University President’s Climate Commitment, as well as to use financial resources efficiently, Babson College has worked with Canon to determine the default settings for the new MFDs across campus. With sustainability and financial responsibility as goals, all Canon MFDs default:

  • to double-sided print;
  • to black and white print, where color print is an option;
  • to energy saver mode when not in use (sleep mode).

For one-sided print and color (where applicable), the default settings can be manually changed for a specific print job but will default back to original settings when the end user closes out of the file and application.

Service/Repair of Print Devices

All networked devices, including Canon multifunction devices and networked LaserJets, will be serviced and repaired through the Canon Copy Center and under the Canon agreement. Supplies for networked devices, such as toner or cartridge replacement, will be provided by the Canon Copy Center under the agreement. Any local personal devices will be serviced by ITSD, and the purchase of parts or supplies for local personal devices will be the responsibility of the individual department or office. For local personal devices: supplies, such as ink cartridges, should be purchased through W.B. Mason, our office supply online ordering system; parts must be purchased by ITSD. Inkjet printers will be repaired or replaced at the discretion of ITSD. The cost of any inkjet printer replacement will be borne by the department utilizing the printer.

Ordering Copy/Print Paper

To order copy/print paper, employees should contact Mail Services by phone (x5627) or email David Graham.  Paper will be delivered to the individual departments upon request. Employees ordering toner or ink cartridges for MFDs or approved, networked LaserJets should contact the Canon Copy Center by phone (x5300) or email Canon Copy Center.   The purchase of parts and supplies for local personal devices will be the budget responsibility of the individual department or office.

Ordering Print Jobs

Departments will continue to be charged for posters and binders that are ordered through the Canon Copy Center. Canon will provide an interface file to our Accounting office on a monthly basis in order to facilitate this. In areas with no high-production Canon devices, departments should send large print and copy jobs (more than 100 pages) to the Canon Copy Center for processing. Canon, in collaboration with Mail Services, will deliver completed print and copy jobs to faculty and staff on campus.

Print job orders to the Canon Copy Center should be placed using the Digital Store Front Online Ordering System. Faculty and staff should avoid sending jobs via email. DSF Online Ordering System allows departments on campus to do the following:

  • Request print jobs from the Canon Copy Center;
  • Specify order parameters
  • Track order progress
  • Choose payment method, including budget lines

Departments are charged for binders and posters. Print job data will continue to be collected and analyzed to determine whether other "specialty" jobs will be charged back to departments. Pricing for all print jobs (whether charged back or not) will be maintained by the Canon Copy Center personnel and updated accordingly through the DSF Online Ordering System.

Training for the utilization of the Canon online ordering system is provided by Canon via the Web. On-site training may be provided upon request.

Document Imaging or Scanning

To support sharing documents digitally, all Canon MFD’s at Babson can scan documents and send them to email. We strongly encourage Babson faculty and staff to use the scanning feature on the Canon MFDs instead of faxing. The College’s scanning policy requires the following:

  • Employees should contact Canon personnel for scan to email training as needed;
  • Scanning methods other than scan to email will not be supported by IT;
  • Departments that work with Personal Information (PI) or confidential data and who wish to scan documents with said data must obtain prior approval from the Data Security Committee;
  • Copyrighted materials may not be scanned, unless written permission is obtained from the copyright owner;
  • Stored documents are subject to compliance with Babson’s Personal Information Security Plan and the data security laws, specifically MA 201CMR Data Breach Law (effective 3/01/10);

All of Canon’s multifunction devices have scanning capability.  The College activated scanning on these devices in order to reduce paper and toner use, reduce usage charges, and create a more sustainable print/copy environment at Babson.  The College’s scanning policy requires that the following guidelines be adhered to:

  • Scan to email is the accepted method at the College.
  • Scanning resolution for the MFDs will not burden the network/email capacity or bandwidth.

Copyrighted Material Policy

Copyright at Babson

On an ongoing basis, all fleet devices in the student print areas will have signage posted that directs users to the federal copyright laws (U.S. Copyright Office), and advises them that the person using the device, and not Babson College or any third-party, is responsible for any copyright infringement.

Copy Center

If a print request has the potential to violate copyright standards, Copy Center staff will STOP and inform the user(s) that they will need to go through the library, bookstore, or other approved copyright clearance service used by Babson College for proof of copyright clearance. Upon obtaining clearance, the user can return with a Print Production Request Form with an authorized signature from the third-party provider or other authorized university approver.

The Print Production Request Form will include an area for the end-user’s signature to affirm copyright clearance receipt has been properly approved through Babson College’s channels (form should include an area for either third-party provider authorization or authorized university approver).

Data Erase Kits

All MFDs across campus, will have the HDD Data Erase Kit activated, in order to ensure that previous data stored as part of the job processing is erased.

If there are further questions regarding security or data access, please contact the IT Service Center at x4357.

Request for Local Personal Devices

Request for Local Personal Devices (pdf)

There may be instances or exceptions where a local printing device is needed. These local personal devices are the most expensive document output processes and use more energy and supplies, and therefore the fewer we have the more sustainable we are. Any individual or department that can justify the current print device or that requests a new print device, including a desktop or inkjet, must obtain formal approval from the Vice President or Budget & Operating Committee member of that area. Formal approval includes submitting a form that must be completed by the requestor, and can be obtained by the Budget and Procurement Services member. Ultimately, the VP or Budget & Operating Committee member, in consultation with the Budget and Procurement Services member, will confirm whether the local print or desktop device is warranted, based on the following criteria:

  • The employee is at VP level and above;
  • The nearest MFD or networked LaserJet is more than 100 feet away from the employee’s work station or office, the office area layout has constraints that require an added device, or there is no MFD in that campus building or floor;
  • The employee’s job function warrants consistent and significant printing (at least 5 or 10 print jobs per day) of highly sensitive or confidential material that cannot be satisfied by the secured print release feature on the MFDs; please refer to the Data Security Policy for more information on sensitive data;
  • The employee’s tasks require color printing of small print jobs (less than 15 pages), and there is no color MFD available in the area; also, the print jobs are time sensitive on a regular basis and therefore cannot be satisfied through the Canon Copy Center schedule;
  • The employee has special printing needs on a consistent and regular basis, which are defined as part of the employee’s job function and description, including special paper or letterhead requirements;
  • Requiring the employee to walk to the MFD would constitute a substantial hardship (e.g. medical disability or handicap).

Upon approval of a local personal device by the VP or Budget & Operating Committee member and the Budget and Procurement Services member, it is at the discretion of IT Support to consider the relocation of existing local devices on campus in order to satisfy an exception for a local device. The funding for an approved, local desktop device (and associated parts or supplies) will be the financial and budgetary responsibility of the individual department or office making the request.

Definitions

Canon Copy Center or CCC (formerly Document Center): The business area is located in the Central Services building on campus and is run by Canon employees of Canon Business Solutions. CCC provides copy and print services to the community, including binders, posters, brochures, and marketing-related documents.

Digital Storefront (DSF): DSF is an online ordering system that allows for Babson faculty, staff, and students to interact with the Canon Copy Center to procure print and copy jobs.

Environmental Sustainability: Ensuring that our approach to interacting with the environment is based upon the premise of keeping the environment as natural and untapped as possible, primarily by changing human behavior and with a focus on the three "r’s": "reduce, reuse, and recycle."

Fleet: All of the basic document production devices that are outside of the Canon Copy Center, including copiers, fax machines, standalone printers (including desktops), scanners, and multifunction devices (MFD).

Impression: This is a print from the Canon MFD or networked LaserJet, which refers to ink/toner applied to a sheet of paper.

Local Personal Device: Any printer or single user device locally connected to a computer (including printers, scanners, and fax machines).

Multifunction Device (MFD): Any network capable document production device that performs at least two of the following tasks: print, copy, fax, and scan. In addition to tracking document production, MFDs can work with print control software, such as Pharos. Scan-enabled MFDs are part of Babson’s overall print/copy management strategy.

Networked LaserJet: any Hewlett Packard (HP) or other brand networked printer shared by multiple users.

Personal Information (PI): An individual's first name and last name or first initial and last name in combination with one or more of the following data elements: social security number, driver’s license number or state-identification card number, or financial account number, or credit or debit card number, with or without any required security code, access code, personally identifiable identification number or password, that would permit access to a resident’s financial account. (Massachusetts General Law Chapter 93H)