Advantages Of Printing And Copier Management

 

Security

Any device using hard disks for copying have risk of data being inappropriately recovered from non-volatile storage and countermeasures must be employed to safeguard this data. Copiers that do not have a hard disk drive or do not use the drive for copying are not at risk.

Xerox devices acquired through IT Copier Management have an Image Overwrite feature enabled that electronically “shreds” all stored information completely and immediately destroying the copied image to U.S. Department of Defense standards (DOD Directive 5200.28-M).

Xerox devices acquired through IT Copier Management also employ a state-of-the art AES 128 bit encryption algorithm to ensure all data contained on the hard drive is unreadable. This encryption protects the data even if the drive is physically removed from the device.

Image Overwrite makes sure residual data remaining after a job is completed is destroyed while encryption protects data that is still being processed. The best protection is offered by using the features together.

Our contract also requires the hard drive to be removed and destroyed when Xerox devices are returned. Competitive machines traded in and picked up by Xerox are crushed and all plastic, metal and glass recycled with 99.4% landfill avoidance to minimize the environmental impact of this process.

The security features mentioned above are provided as default settings and are recommended by Information Technology in order to comply with safe computing compliance policies set by the University's Information Security Office as well as other privacy laws and regulations such as HIPAA, and FERPA.

Sustainability

A typical desktop laser printer consumes about 60 watts or about $44 worth of electricity per year if left on all the time which is unfortunately typical. Copiers are even worse at 300 watts or $224 a year. The use of energy saving features like the standby setting can cut this figure by 60% and energy saving behaviors such as sharing fewer devices and turning devices off when not in use could save even more.

Toner cartridges generate approximately 450 pounds of cardboard, plastic and metal waste over the 4 year life of a printer and typically cost over $100 each. Comparison of MITC 109 where nearly 100 employees share only 3 devices to a more traditional printer deployment with a 1:1 or higher device to person ratio and the opportunity becomes obvious. A traditional printer deployment would generate 45,000 pounds of waste. This traditional printing environment would also consume $40,000 in supplies if each person replaced their toner only once per year at a cost of only $100 per cartridge.

We do not believe the university, or for that matter our planet can withstand continuing down the traditional path. We must think and act more progressively to print more responsibly which means printing less and using far fewer resources when we do print so we can redirect scarce resources to more productive activity.

The Copier Management program includes toner, maintenance, recycling of spent resources, management software and consulting assistance to setup an office to print more responsibly.

Production Printing

Outsourcing can provide another waste avoidance strategy. Instead of leasing a piece of equipment for your office to handle a few large jobs you may face each year consider equipping your area to handle a typical day and outsource the large jobs. This is the same strategy that helped bring our Print Shop budget under control after 20 years of losses. We now bid our largest jobs to commercial print shops for the lowest possible cost and staff and equip our in house facility to provide a rapid and secure production printing environment. We are ready to print the playbooks, budgets or strategic plans that require a 24-hour turnaround and should probably also stay in the hands of people with a stake in the enterprise. Our printing facility is also clean and green. Located in the lower level of the MITC office building our digital printing plant operates with no harmful chemicals, non-toxic dry ink and no air or water abatement issues.

Printing Services are available through an e-mail request form that is going to be fully integrated with Mysoft to provide user access to all production and billing data as of July 2010. The new form will feature a slightly different and we believe much improved and more user- friendly appearance, but will collect all the same basic information as our current web form. We believe the greatest advantage is the level of visibility and control users will maintain over their jobs as the ticket will be visible throughout and after the production process.

The Print Shop is rapidly adopting digital processes to provide faster and less expensive access to smaller and more targeted printing through the most environmentally friendly methods possible.