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Printer Management for Departments

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Overview

KU encourages all departments to use multifunction devices (MFDs) instead of traditional copy machines and printers. One multifunction device provides the functionality of a printer, copier, scanner and fax machine all from one device.

Benefits of Multifunction Devices

  • Lowering per page cost. Black and white prints cost about half a cent. Color copies cost five cents.
  • Lowering repair and supply costs. Eliminate ongoing repair and supply costs for multiple devices (regular printers, copy machines, scanners and fax machines).
  • Reducing network and electrical connections. Eliminate the need for multiple network and electrical connections.
  • Supporting campus sustainability and reducing paper costs by setting the default all multifunction devices to duplex (two-sided printing). Single-sided printing can easily be done when needed.
  • Reducing printing volume by providing scanning functionality to create electronic documents. You can scan to email, Hawk Drive, or to central file storage (V: drive).

Selecting a Multifunction Device

Multifunction Devices are included in KU Contract 17010701. The contract is available on the KU Purchasing Contracts website. This contract offers a variety of options so you can obtain the right device for your departmental needs.

  • Review the list of standard and optional MFD features (above) and to determine which features your department needs.
  • Review the KBOR Copier Contract Price List (.pdf) and Lease & Billing information ("Access").

Multifunction Device Requirements

IT Support Staff will ensure that these requirements are met. Please note that charges will apply if a power outlet change is needed or if a fax line is installed.

  • Electrical Power — The following multifunction device models require 20-amp circuits: C658, 808, 958 and pro 1100.
  • Power outlet upgrades may be needed and are scheduled with KU Facilities Operations. There will be a charge for this upgrade.
  • Data Circuit — IT Support Staff will determine if an existing data circuit can be used or if a new one is required. 
  • Fax Line — If you add the optional fax feature to the new multifunction device, IT support staff will determine if an existing fax line can be used, or if a new phone line request needs to be submitted.

Standard MFD Features

  • Copy
  • Print
  • Secure Print
  • Collate
  • Scan to USB 
  • Scan to email 
  • Controlled access to network print features through PaperCut
  • Controlled access to walk-up features through Authentication
  • Tracking by "code" (grants, projects, etc.)
  • Ability to add other devices to the print management system
  • Automatic Meter Reads (on standard configured devices)

Optional MFD Features

  • Fax – this is an optional feature and requires a phone line.
  • Finisher
    • Staple Finisher
    • Booklet Finisher
    • Hole Punch
  • Tri-fold
  • Optional Paper Capacity
    • Add extra paper trays 
    • All others come standard with over 3,600 sheets
  • Keyboard
  • Embedded PaperCut

Visitor Access Program

If your department would like to consider participating in the PaperCut visitor access program, contact your IT Support Staff or KU IT Customer Service Center at 864-8080 or itcsc@ku.edu.


Eligibility:
Departments


Cost: 

Multifunction Devices are included in KU Contract 17010701, available via the KU Purchasing Contracts website. This contract offers a variety of options so you can obtain the right device for your departmental needs.


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