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Purchasing - Department Purchases of Multi-Function Devices

This document details the ins and outs for department purchases of Ricoh Multi-function Devices (MFD). All multi-function devices (ie. copiers) must be purchased/leased through Purchasing to make sure we are abiding by mandatory state contracts. We do not support any other multi-function device manufacturers. All Ricohs must be networked with ethernet to ensure automatic meter reads can be done for billing.

The campus has standardized on Ricoh MFD devices. MFD's allow printing, scanning, and copying with the option to fax. Often one MFD can replace several printers and scanner resulting in reduced energy consumption and lower cost of ownership. There are models available based on department volume.

UW-Green Bay is "Going Green" by using Network Printers & Multi-function Devices.  

UW-Green Bay has newly defined standards and criteria to use when evaluating printing options. GBIT and Purchasing would appreciate the opportunity to share our findings and help you save money, achieve the best functionality, improve efficiency, and help meet campus sustainability goals.

Currently at UW-Green Bay

There are 5,000,000 to 6,000,000 images printed on campus equipment every year.

The campus has 444 printers and/or multifunction devices (1 device per 1.6 employees).

Cost per image varies from less than two cents to over twenty cents.

Future Direction

  • Centralizing network printing functions.
  • No local printers.
  • No networked printers in a single user's office.  All network printers should be in shared locations.  
  • No inkjet printers (though IT can grant exceptions for graphics design and large format printers).  
  • Replacing printers with a Ricoh multi-function device (MFD).
  • Sharing information about MFD's
    • MFD's offer networked printing, copying, duplex, scan to email, collating, stapling, print and hold functions, optional color print and fax features.
    • MFD's cost/page includes the equipment, maintenance, toner, staples and paper.
  • Expanding use of duplex printing for printers and MFD’s.
  • Default printing to black instead of color to save money.   
  • Follow me printing so that you can release print jobs at any printer, and get billed accordingly and automatically.  

All across the U.S., printer consolidation has been found to save money by reducing the number of devices in printer fleets, and by ensuring that the remaining devices are more cost effective to own and operate. Strategies include the elimination of inkjet or other high-cost printers, the sharing of workgroup printers, and the use of multi-function devices (MFD’s) instead of individual printers, copiers, fax machines, and scanners. Benefits include lower costs for hardware, consumables (paper, ink, and toner), electricity, and maintenance.

Common Questions and Concerns

I’m concerned about the environment, but I am also concerned about our budget. Will this cost us more? 

It shouldn’t cost you more, but this depends on your area’s current equipment and usage. Cost information will be considered in the assessment so you may make an informed decision. 

What if we have problems printing to our printer? 

Contact the GBIT Service Desk for assistance x2309

What if we have mechanical problems with our MFD? 

Place a service request with Ricoh on-line at or call 800.432.9707 (see tag on your MFD). The State contract provides many protections to assure the quality and reliability of your MFD:

  • 4 hour response time to your request
  • 8-hour replacement for a failed unit (we have an extra MFD on campus for such situations)
  • Performance Up-time Guarantee of at least 95% during every calendar month.

I do a lot of confidential printing and am concerned about confidentiality with a shared device. 

All of the networked MFD’s, along with some of the HP printers, offer the Print and Hold feature. This allows print jobs to be sent to the printer, but not actually printed until a user releases the job at the printer, with optional password, thus ensuring sensitive data stays secure. 

How can I reduce unwanted page printing and duplex? 

Every year, extra pages are printed that just go straight to the recycle bin. Please consider these options to save the paper, electricity and toner used in those unwanted pages:

  • Set your printing preferences to hold print.  You then would have to select your job at the printer to print it.  
  • Set your printer to duplex by default if you have that option. You can switch to single-side as needed. 
  • Set color printers to print black by default. Again – color can be turned on via Printing Preferences.  IT can change the defaults to black and white for all users of a queue.  Also Ricoh user codes can be used to restrict specific users from printing in color.  

How can I get help with selecting a Printer or an MFD for my area? 

Contact Bridget Oliver x2598 to obtain an MFD. This will be based on your department's needs. 

When should I use the off campus DigiCOPY Copy Center? 

Digicopy provides a wide variety of services to support students, faculty and staff needs. Large print jobs, flyers, and posters are just some of the services that they offer. See the Purchasing website for more information. The higher the quantity, the more likely that it will be more cost effective to have the piece printed off-campus rather than using a Ricoh. 

Keywordsdepartment, purchase, purchasing, printers, ricoh, multifunction, MFD, MFP, copier, scanner, print, printer, fax   Doc ID71434
OwnerRyan L.GroupUW Green Bay
Created2017-03-07 09:52:50Updated2024-05-28 09:55:54
SitesUW Green Bay
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