Printing and Document Scanning Policies and Procedures

Definitions

Sustainability at Babson

Banner Page: Banner pages, also known as job sheets or cover sheets, are used when printing in order to separate print jobs from each other and to identify the originator of the print request by username. These pages are sometimes used in office environments where many people share a printer.

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

Migration Strategy: Part of the change management print strategy that Canon is promoting, where Babson colleagues will transition from printing to local desktop devices and networked LaserJets to the larger, more cost effective MFDs. The strategy is built upon the idea that employees will voluntarily move to the MFDs once they know the benefits of doing so (e.g. less costly, more sustainable, more print/copy features).

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)

Pharos: A software company that manufactures the network print management software, Uniprint. Uniprint provides print job identification for all print jobs sent to networked devices. This system could enable the College to perform departmental chargebacks or monitor departmental impressions.

Purpose

The purpose of this policy is to establish a printing and 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 prior pages for definitions and terminology used in this policy.

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. Babson’s Chief Information Officer and Chief Financial Officer 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 Canon and the Director of Business Services.

Canon MFD Default Settings

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

  • to double-sided print;
  • to black and white print, where color print is an option;
  • to shut off banner pages.

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. In order to activate the banner page print feature, on all print jobs to a specific MFD, an end user’s request must be approved by the VP or Division Chair, in accordance with the Director of Business Services.

Request for Local Desktop Devices and Networked LaserJets

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

However, there may be instances or exceptions where a local printing device is needed. 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 Finance & Operating Committee member of that area. Ultimately, the VP or Finance & Operating Committee member, in consultation with the Director of Business Services, will confirm whether the local print or desktop device is warranted, based on the following criteria:

  • The employee is a member of the Finance & Operating Committee or 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 desktop device by the VP or Finance & Operating Committee member and the Director of Business Services, 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.

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 desktop devices will be serviced by ITSD, and the purchase of parts or supplies for local desktop devices will be the responsibility of the individual department or office. For local desktop devices: supplies, such as ink cartridges, should be purchased through the Staples or office supply online ordering system; parts must be purchased by ITSD.

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 efficient print and copy devices that will reduce power consumption and paper usage with double-sided print and scanning capabilities.

For undergraduate and graduate students, there is an “honor code” in place and no print quotas, since the expectation is that printing is not excessive. The maximum threshold for an acceptable print count is 750 printed pages or less per month per student. For students who consistently print more than that, this information will be shared with the school Dean, and the Dean will be asked to gather more information to understand the reasons for excessive printing. This information will be communicated to the Director of Business Services.

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 IT. This data will help to determine whether there are departments or individuals with excessive impression counts. Phase 2 targets faculty and staff to change end user behavior through education and marketing, with a focus on sustainability.

Phase 2 of the print strategy continues through 2012-2013 and will consist of the following actions:

  • Continue a Marketing Campaign to Highlight Printing’s Impact on Sustainability and Costs;
  • Canon’s Walkthrough of Faculty/Staff Buildings to Identify Printers, Locations, and Volumes and Determine Whether Device or Process Changes are Recommended;
  • Create, Analyze, and Review Print Data and Metrics from Pharos Reporting.
    • Note: We are awaiting more flexible pharos reporting capability from the IT department in the latter part of 2012 or early part of 2013 that would allow the Business Office to communicate using emails to faculty, staff, and students with individual and group print metrics. This is part of the print and sustainability awareness campaign that the College has been working on with Canon.

Phase 3 would be implemented only if the decision was made to move forward with departmental charge back of print or impression counts for networked devices. This determination will be made upon ongoing review of previous academic years’ print data. Another consideration would be whether to charge back for copy counts, but this would also be considered in conjunction with the assessment of print counts.

Ordering Supplies and Print Jobs

To order copy/print paper, employees should contact Mail Services by phone or email. Paper is 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 via phone or email. The purchase of parts and supplies for local desktop devices will be the budget responsibility of the individual department or office.

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 be encouraged to 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 can be placed by phone, email, or using the Digital Store Front Online Ordering System. The DSF Online Ordering System is currently being used in some departments on campus. DSF Online Ordering System allows departments on campus to do the following:

  • Order toner or ink cartridges for MFDs or for approved networked LaserJets;
  • Request print jobs from the Canon Copy Center; right now, 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.

Canon Business Solutions or Canon Copy Center employees will provide training to Babson individuals who use the online ordering system. Additional training can be subsequently provided by Canon at any time.

Document Imaging or Scanning

All of Canon’s multifunction devices have scanning capability. The College activated scanning on most of these devices in early September 2010, in order to promote less paper and toner use and create a more sustainable print/copy environment at Babson. The College’s scanning policy requires that the following guidelines be adhered to:

  • All Babson employees must receive formal training from Canon personnel in order to activate and use the scanning feature on the multifunction devices;
  • Scan to email is the method that IT will support. Anything scanned to email from a Canon MFD should be removed from the user’s email inbox;
  • 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 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);
  • Scanning resolution for the MFDs will not burden the network/email capacity or bandwidth.

Security

Authentication

Canon devices have several authentication options to ensure that only approved users may access the device and its functions, including copy, print, fax, and scan. Authentication can also provide Babson with the ability to control usage of color and black & white output, as well as total print impressions by department or user. Canon devices support three types of user authentication methods, including: department ID, simple device login (SDL), or single sign on (SSO). Babson has locked down devices to unauthorized access and has also locked down print servers.

Secured print is an authenticated print function that holds a job in queue until the user enters the appropriate password or swipes a card at the Canon device. This ensures that any secure or confidential data is not printed until the user is at the device and can retrieve the print job immediately. Canon will train Babson faculty and staff how to use this feature on all the MFDs.

Data Erase Kits

Canon has installed and activated the HDD Data Erase Kits on all MFDs across campus, in order to ensure that the devices’ systems overwrite the internal image server hard disk, erasing previous data stored as part of job processing. System administrators have the option to configure the level of overwrite protection.

If there are further questions regarding security or data access, please contact the IT Service Center at extension 4357.