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An Update on PrintSmart

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Dear Colleagues,

I would like to take a few moments to update the campus community on the status of our print management project (UNH PrintSmart). Deployment of PrintSmart devices began just over a year ago.

All eligible devices have been deployed and a few more will come on board as current agreements with other vendors expire.

Conway Office Solutions in collaboration with USNH Purchasing and UNH Printing Services has put together a report of the estimated savings garnered from the first year of PrintSmart. The initial numbers are impressive and are slightly understated as the devices were rolled out over the course of several months, rather than all at one time.

The total estimated savings to the institution for the first year is $308,172 or 16 percent above last year.  This savings number is comprised of the reduced cost of actual copies due to cost per copy pricing and a reduction in the number of actual copies (-3.12 percent that is attributed to increased scanning), as well as a reduction in the purchases of ink jet cartridges, laser cartridges and paper (due to double-sided printing) and finally energy savings from the more energy efficient PrintSmart devices.  

While this is a number to be celebrated, great opportunities exist for further savings. We still have a significant number of ink jet and laser printers that could be eliminated. As a reminder, printing black on ink jet devices costs $.05-$.07 per copy, while color costs $.15-$.18 for each copy. Compare that to the UNH PrintSmart MFD rate, which is:  $.025 for black copiers; $.03 for black on color enabled copiers and $.075 for color.

In addition, most MFDs should be set to default to black and white printing and for duplex printing (double-sided) to further reduce costs.  As demonstrated by the aforementioned savings, migration of your office printing requirements to our new MFDs offers the opportunity for significant campus wide savings in terms of print and energy costs.  It is a business objective that is being pursued by colleges and universities across the country. 

Another focus of the plan is to reduce the need for campus mail through the use of scan to e-mail.  Almost all documents can be scanned and e-mailed, eliminating the need to send the documents through the campus mail system. The PrintSmart devices are also capable of scanning double sided documents.  A reduction in campus mail will allow UNH Mail Services to be more efficient and focus limited resources on more productive endeavors.  

I would also encourage you to consider eliminating your stand alone fax machines through attrition.  All of the Xerox MFDs have been configured with fax boards at no additional cost to UNH. 

avings would be realized immediately and throughout the years.  Eliminating costly and outdated peripherals is an important goal that we must all pursue.

Over the past year, we have made great strides in reducing the cost of document management on campus.  I look forward to even greater savings in the future. 

Thank you for your support.

Sincerely,

David J May
Assistant VP for Business Affairs