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SUNY Print Initiative - Administrative Printing

New Printers are Here

In June 2020 SUNY mandated campus participation in their Office Print Management initiative. A local Print Management Team was formed by the CFO and has been working with SUNY and their vendors for the last 2-1/2 years. We are pleased to announce that that effort has now culminated in the purchase of new high-efficiency printers that are now being deployed across campus. These new printers will dramatically reduce the college’s print expenses going forward.

How much will we save?

Prior to the pandemic, administrative print expenses for fiscal year 2018-2019 were $202,702. The pandemic reduced print volume on campus, but it began to climb again after the return to campus reaching $135,139 for 2021-22. These figures represent the costs associated with the 226 old printers.

After studying an exhaustive dataset of actual usage, SUNY/Toshiba recommended a total of 44 administrative printers (down from 226). Our Local Print team interviewed 50+ Directors and unit heads to review the SUNY recommendations and make adjustments. In the end, we arrived at a total of 39 administrative printers.

The SUNY initiative will reduce expenses since the per-page expense is dramatically lower for new Toshiba and HP printers:

  • Our Existing Canon fleet $0.015/page for b/w - versus Toshiba fleet $0.003/page
  • Our Existing Canon fleet $0.084/page for Color - versus Toshiba fleet $0.03 /page

This change-over is occurring in the middle of fiscal year, but for fiscal year 2023-24 at current volumes, we project total annual print expenses of $30,115. This represents a savings of over $100,000 per year, (and savings of over $170,000 per year compared to pre-pandemic expenses.)

How do the new Printers work?

The new printers use a cloud-based universal print driver. You no longer have to select a printer you want to send a print job to. You can walk up to any of the 39 new printers to get your printout.

The new printers use Secure Print Release (see training video) to ensure the privacy of sensitive materials. Your job will not come out until you arrive at a printer and swipe your faculty/staff More Card to release the printout. If you forgot your More Card, you can use the touchscreen to log into the printer and release your job.

Deploying the new Printers

The first batch of new printers arrived on Jan 11th. CTS will let you know when the technicians are coming to install your new printer. Canon will be coming to remove the remaining (~20) copiers shortly.

Where are the new printers going?

This spreadsheet shows the new shared print locations. All the buildings on the plaza will have at least one color printer. You may have to walk a short distance, but nobody will have to leave their building to get a printout.

What are these printers?

The SUNY Print Contract allowed a choice of four printer models – 2 color, and 2 monochrome.

  • Toshiba eStudio-400a (Product Sheet | training video)
  • Toshiba eStudio-5516ac (Product Sheet | training video)
  • HP LaserJet E62665 (b/w) (Product Sheet | training video)
  • HP LaserJet E60165 (b/w) (lower end HP – we did not buy any of these)

Print Toner and Supplies will be provided through CTS:

Department Managers no longer need to order supplies or paper for administrative printing. The new printers automagically ‘phone-home’ to order toner when needed. If you need more paper, let CTS know and we will deliver it.

We are coming for your desktop Printer

All desktop printers will be eliminated. Ask CTS about getting an ADA Accessibility exemption if you need one.

No Print Quotas

There will be no print allocations or quotas for college employees. CTS will use the Pharos Print Dashboard to monitor and review print usage and will share usage reports with department managers upon request. All print use will be tracked, monitored, and reported by user, by department, by page count, and by type (color vs b/w, single vs double-sided.) Significant anomalies will be reviewed and may be brought to unit management attention. But you can and should print what you need to print for college business.

Key take-aways:

  • This initiative covers all Administrative Office Printing expenses across campus.
  • Student printing in Computer Labs, classrooms and the Library is not included at this time and will continue to use the existing Paper Cut system. Further savings on student printers are clearly achievable, and CTS will be looking to convert student computer labs to the new printers starting Summer 2023.
  • Participating in the SUNY Print Initiative will significantly reduce expenses at Purchase.
  • The most expensive printers to operate – desktop printers – will be eliminated.
  • New default print settings: B/W and double-sided for everything and everyone. Change the default settings when you need to.
  • Color printing should be avoided – but will remain available to all.

Keep it up!

Continuing to reduce the amount you print will help the College achieve strategic goal 1.1.5: Expand our commitment to sustainable environmental practices, while reducing expenses. Avoid returning to old printing habits and save trees. We have all embraced Electronic Meetings and Electronic Documents over last 3 years, and we should continue using those options to share information. CTS can provide tips to help you make good use of electronic documents.