Print Responsibly

Print Responsibly





Q: What is Print Responsibly?

A:Print Responsibly is a cost effective, sustainable, and centralized method to print, scan, and fax documents. Ohio University partnered with Bowling Green State University (BGSU) on the existing BGSU contract with ComDoc. Over time, OHIO will discontinue ownership and leases of non-specialized printers, copiers, scanners, or fax machines. OHIO will not be responsible for the purchase and replacement of toner cartridges or other materials used in the devices and will not pay maintenance costs. Instead, OHIO will contract with ComDoc to pay a per page price for printing, copying, scanning, and, in some cases, faxing services.

Q: Print Responsibly was tested in early June—what were the results? How many people participated in the testing?

A:Print Responsibly was introduced to the University community June 2010 at an open forum held at Baker Center. The forum resulted in approximately 75 individuals testing the equipment and talking with print management representatives. Following the forum, survey results were received from over half of those individuals and were evaluated as the program was developed. The open forum held at Baker Center on June 1, 2010, resulted in approximately 75 individuals testing the equipment and talking with the representatives. Survey results were returned by forty eight(48) persons and are currently being evaluated.

Q: What are the challenges with the current decentralized copier, printer, and MFD operation?


  • Process: Multiple representation of manufacturers
  • Equipment wrong sized, often based on budget rather than need
  • Many copiers and printers are not networked
  • Printers often purchased based on cost of box, not cost per page of print
  • Most copy machines are tied to lease with some ownership purchases
  • No consolidated tracking of equipment and cost associated with the equipment
  • No accurate account of copiers or printers easily accessible
  • No accurate count of prints made that is easily accessible
  • Ordering/Payment Process is cumbersome and costly
  • Document fees, late fees, end of lease fees, property tax fees, etc.
Q: What are the advantages to a centralized copier, printer, and MFD operation?


  • Create an enterprise of standards for MFD's and printers
  • Eliminate lease and ownership cost by going to a true Cost Per Copy (CPC) Program
  • Reduce the cost associated with printing
  • Reduce the sustainable footprint and redundancy of equipment (copier, printer, fax, scanner) as needed
  • Streamline the "back of the house" administrative overhead (order, pay, track)
  • Develop dynamic reporting
  • Enhance the level of service
  • Develop a simple CPC program that is calculated from the aggregate volume of all prints
  • Ensure vendor ability to analyze existing office equipment and recommend appropriate cost savings measures in collaboration with end user college/department and Printing Services.
  • Provide electronic solutions for the ordering, billing, tracking, reporting and energy efficiencies
Q: Are we really losing and/or wasting money with the current system? How much would be saved if OHIO's machines were centralized?

A:Both leasing and ownership of machines is extremely costly. In addition, the cost of toner, monthly minimums, fees, service calls, and maintenance agreements add significant cost to the university. Given the decentralized nature of the current program, it is difficult to definitively assess money being "lost" or "wasted". We estimate savings of approximately $400,000 in year one of this contract. As this is a phased-in approach over five years, we anticipate additional savings each year.

Q: How much is OHIO willing/planning to spend?

A:Ohio University will not be purchasing or investing in equipment under the terms of this contract. The cost to the university will be limited to the cost per page of copy and print, and incoming faxes.

Q: Will every copy or printing unit on campus be replaced?

A:No. Case-by-case exceptions will be given based on grant requirements and security measures. Departments must identify business exceptions when the Print Management team makes their initial coordination visit.

Q: Are we consolidating fax machines as well?

A:Yes. This process will be phased in once copier, scanner, and MDF processes are underway.

Q: How many print and copy machines would be bought?

A:Zero machines will be "purchased" with this program in place. The principle is to pay only for "clicks" actually used. The cost incorporated into the "Cost Per Copy" includes the use of the machine (no lease, no ownership), the toner, all service and maintenance. The cost to the department outside of the cost per each actual page printed is reduced to paper, and power. A detailed needs assessment will be performed in each college/department/unit by ComDoc and Printing Services.

Q: What will happen to devices currently being used?

A:The analysis and coordination with each department will identify those leases and owned equipment that could be removed sooner than later. The department may buy out leases if it is determined that greater cost savings can be achieved for the area by making the transition sooner. Leased equipment is owned by the supplier and will, therefore, be returned to the supplier when the lease is terminated or complete. Those machines that are currently owned will be placed in the Surplus program for resale per University policy.

Q: When will all of the new units be in place?

A:There are multiple leases currently in effect with multiple suppliers across our campuses, we anticipate a multi-year approach to this program.

Q: When will the program go into effect?

A: The first units for the pilot groups were installed in Fall 2011. This was a phased implementation through Fall 2012. Expiring long-term leases will continue to be transitioned to this program.

Q: What does this ComDoc sticker on my printer mean?

A: The ComDoc Tag which is found either on your Laser Printer or new Xerox Multifunction Unit placed by ComDoc, designates that such unit is currently under Ohio University's Print Management Program. Ohio University staff can call 1-800-321-4846 for support from ComDoc, specifically for issues pertaining to the hardware itself – technical issues should still be directed to appropriate OIT support staff.

Effective January 1, 2012, this number will also be the contact which is made to re-order toner and supplies for laser printers and multifunction units, which is billed under a cost-per-page usage basis. In either circumstance, the staff member calling for support or supplies should be prepared to provide the following information.

  • ComDoc Unique Contract Number
  • Physical Location of Machine – Including Building, Room Number and Main Contact


Lastly, as a part of Ohio University's agreement, ComDoc offers Help Desk Support for any immediate issues which can be addressed over the phone. This service is available during normal business hours (Monday – Friday: 8:00am to 5:00pm), where staff members can call and speak with ComDoc support representatives to trouble shoot issues over the phone. This often allows ComDoc customers to correct issues with hardware over the phone within minutes, instead of waiting potentially hours for a service technician to arrive on-site.

When calling ComDoc for Support or Supplies, please reference the following prompts to get to your desired location:

  • For Service, please Press 1
    • To place a service call – Press 1
    • If you are experiencing hardware issues, and would like to attempt a fix over the phone – Press 2
    • For the ComDoc Help Desk – Press 3
  • For Supplies. please Press 2
    • Your call will be answered in the order which it was received. You will need to be prepared to provide your machine ComDoc Contract # (see above for example) along with your name, phone number and exact location (department) of the equipment.
Q: Will I be charged for the copies I print?

A: Yes. Instead of paying for toner, maintenance agreements, leases, etc, your department will be charged one low cost for the ACTUAL "click" or cost per the print or copied page. Charges for faculty and staff are $0.025 for a single sided black & white page, and $0.10 for a single sided color page. Your department will be charged on a quarterly basis.

Q: How will the printing and copying process be different for any given person or department after this change?

A: Centralization of Multi Function Devices will reduce cost, increase efficiencies, provide enhanced services, reduce power, toner, and supply consumption, increase security, and right size equipment. In addition, existing Multi Function Devices and desktop printer fleets will move to the program for additional savings.

Q: How will I print what I need if my individual (desktop) printer is gone?

A: Convenient Multi Function Devices that print, copy AND scan will be placed in your area. This will allow individuals the capability to perform all three functions in one convenient place!

Q: Are desktop printers part of this program?

A: A one-time incentive program to purchase desktop printers for specific needs was made available to campus in Summer 2012. These devices have been installed and there are no plans to install additional desktop printers.

Q: The cost of toner is included in the per image cost, will this also include paper?

A: No. Paper, electricity, and any associated network/ongoing phone costs (fax) will be the responsibility of the department.

Q: Will color printing be included in the project?

A: Yes. Yes it will!

Q: Will duplex printing be included in the project?

A: Yes!!

Q: Will a two-sided document count as one print or as two prints?

A: Two-sided documents are considered TWO (2) prints. However, as determined by the committee, it will be a best practice to print 2-sided as a default and whenever possible. This will help manage/reduce our overall paper consumption.

Q: Will multi-functional devices be included in this project?

A: Yes! Yes! Yes!

Q: Will printing from multiple platform types (Windows, Macintosh, Unix, etc.) be covered in this project?

A: Yes. The solution is not platform specific.

Q: Will lab and/or office staff be able to clear paper jams?

A: Yes! Training will be provided at your location for office staff during the install.

Q: What happens if a device fails?

A: Computers can be networked to other nearby devices for redundancy. In addition, on site dedicated technicians are available during normal business hours for response. A quick call to the OIT Service Desk will get your service rolling!

Q: Will there be a centralized process for trouble assistance?

A: Indeed there will! The first line of defense will be the OIT HelpDesk who will inform the vendor of the nature of the issue at hand.

Q: What level of response time can be expected for service and repairs with this program?

A: ComDoc is required to respond to your request within 3 hours in person.

Q: Will any reports regarding printer/copier/fax usage be available?

A: Yes! Reports will be available for departments to review upon request.

Q: How will offices be involved in the analysis of their printing, copying, and scanning needs?

A: Members of ComDoc and Procurement Services will perform a scheduled analysis with each area to understand their needs and unique functions. The results of the recommendation will be reviewed to ensure that cost savings can be achieved with department's needs being met as well.

Q: In offices/departments, how many users will be assigned to each device?

A: There are not a specific number of users assigned to a device. The overall placement, usage, size and function of the machine along with the needs of the department will determine how many users will route to that device.

Q: For a faculty/staff member who has purchased their own desktop printer and provide their own toner but obtains paper from the department, will they be able to continue to meet their printing needs in this way?

A: Initially, this arrangement can remain in effect; however, over time, consolidated print, copying scan and fax will become the norm. In continuing to be mindful of natural resources and sustainability efforts here and across the nation, it will be important to make choices that reduce our carbon footprint and add to lower power consumption, etc.

Q: Our department just purchased/leased new printers and/or copiers. Will these have to be replaced? Will the print management company purchase the devices from us? Will we lose the significant investment we made?

A: As part of the analysis of each area, the length and end date of the lease will be considered as part of the overall review and a recommendation made that works for the department. In some cases, this will mean that the lease is "bought out". In others, it may mean that the lease is continued until a point where it makes sense and is cost effective for the department to maintain. The department will always be involved in the discussions and analysis!

Q: What will happen to offices/departments that are currently paying for fairly new equipment?

A: The analysis and coordination with each department will identify those leases and owned equipment that can be removed sooner than later. The department may buy out leases if it is determined that greater cost savings can be achieved for the area by making the transition sooner. Leased equipment is owned by the supplier and will, therefore, be returned to the supplier when the lease is terminated or complete. Those machines that are currently owned will be placed in the Surplus Program for resale per University policy.

Q: Our office has some very costly, specialized printers (e.g. for printing wide-format blueprints/ drawings, high-resolution photographs or comps for commercial print jobs)? What will happen to these printers?

A: Specialized printers and related devices will remain in place. This consolidation is specifically targeted at every day copying, printing, faxing, and scanning.

Q: If I can no longer print on a personal printer in my office, how can I securely print sensitive/private documents such as employee performance reviews or my paycheck information?

A: The need for secure printing will be a consideration during each and every analysis with the department. The new machines will be able to "hold" your print job until you "release" it from the print queue.

Q: Where can I get more information specific to my department or college on this program?

A: The Budget Unit Manager in each area will be the first contact as the program is rolled out over the next 18 months. Check with him or her first!