University of Texas Medical Branch Print Management Guide to Best Practices

What is Best Practice Printing? Best practice printing is proactively managing the print process to reduce cost, waste and to improve the functionality and availability of print. To monitor our performance, UTMB has set a series of performance indicators to measure improvements and efficiencies; all of which contribute to the institution’s objectives.

Mission UTMB is working to create expense reduction as well as maximize efficiency and workflow. In an effort to meet these targets, UTMB has established a print management implementation plan that will incorporate utilization of standard formulary and best practices across the enterprise.Additionally, we strive to reduce the use of personal or non-standard printers and move to a lower cost per page device such as the Konica Minolta multi-function printer/copiers.

UTMB Performance Indicators Reduction/possible eliminiation of desktop printers across institution Networked Printers and/or Multi Functional Printers (MFPs) are set to duplex (double sided) and mono (black & white) as standard Empty toner cartridges are recycled via the University scheme (responsibility designated to a named member of staff) Environmentally preferable paper is used in all printers (standard added to TBS core list as of 9/1/15) Paper & toner purchases reported to depts. from Data Analytics (Quarterly?) Awareness raised in the department on print options and best practice

Before you print Ask yourself, do I really need to print this? Print straight to PDF instead of printing a document to paper and then scanning to PDF Use iSpace or shared drives to share and edit work with colleagues (iSpace can be accessed from home, work, or on the go) In meetings, display agendas, minutes and other documents on a screen using AV equipment Use laptops, tablets, phones instead of lots of printed sheets Use your multi-functional printer or scanner to scan to or usb drive instead of photocopying documents Read and edit documents on screen Use the bookmark feature in your internet browser to save information vs. printing Make double-sided and black/white printing the default on office computers and printers Require employees to print on both sides of the page and black/white. Select one-sided printing only when really needed.

When you print To get the best value out of your printing, please consider: – You can cut cost in half on paper by using duplex printing (front and back). – All color printing should be done on a Konica Minolta Multifuntion Device (MFD) – Use smaller font size (10 vs. 12) with single spacing

UTMB Standards UTMB has created a list of networked multifunction and desktop standards to help you choose the right printer for your area. This allows all types of users to access the printer and maximizes usage to efficient devices for the job. To vie this list, please visit the UTMB Print Management Website.

Which do I choose? The decision on which device to purchase or lease depends on your department’s requirements. Print can come at a high cost, however making an informed decision about your printer can reduce your costs and improve functionality and availability within the workplace.

Choosing the right printer Figures based on ink/toner cost only (purchase price, energy, paper not included) Printer type and characteristicsApprox. cost per page/coverage Inkjet Low purchase price. High cost in cartridges with a low yield. Quality is fair. Cost per printed page high. Not recommended. Mono 5%-90%= $.06- $1.08 Color 5%-90%= $.15- $2.70 Laserjet Medium purchase price. High cost of toner cartridges but have a much higher yield. Quality is good. Recommend networked models only. Mono 5%- 90% = $.03- $.54 Color 5%- 90%= $.15- $2.70 Multi-functional Printer (MFP) Equipment leased for 3 years including consumables and maintenance. Provides print, copy, scan, fax and more. Supports many users. Quality is good. Cost per page remains the same regardless of number of prints or coverage. Mono 5%-90%=.0052 Color 5% - 90% =.04 UTMB Graphic Design and Printing Use for high volume printing i.e. 100 pages/100 copies or more, specialty/heavier weight paper (> 20lb bond) and jobs with finishing needs. Cost per copy as low as.024 per page with print speeds up to 125 PPM For more information go to: or call Cost per copy as low as.024 per page

University Graphic Design & Printing Services A full-service graphic design and print media solution. Use for high volume color and B&W copy needs i.e. 100pgs/100 copies or more. Quality printing that requires high end graphics, specialty and heavier weight (> 20lb bond) paper needs, binding and/or finishing. A recommended resource for any print media used for marketing UTMB, affiliated services and/or events that must meet UTMB’s Identity Standards and Branding Guidelines. The service center also provides wide format printing, specialty items and promotional goods. For more information go to: ar.utmb.edu/prt or call

Schedule a visit The Print Service is located in the Lipton Tea Building and welcomes visitors to discuss their print requirements and to enjoy a guided tour of the facility. The print estimators and graphic designers are available to meet with you to understand your projects and to discuss how you can get the most value from your designs and print. For more information go to: call

Paper & Toner UTMB’s Business Institutional Value Analysis committee is currently in the process of reviewing environmentally and cost efficient options/programs for paper and toner. The catalog items through the punch-out will be limited to these options to help support the initiatives set forth.

Paper Storage The environment in which paper is stored affects its performance and lifespan. The two main elements that affect paper are moisture and temperature. When storing your paper, please keep the following tips in mind: Store paper in a place that replicates the environment of where the print engine is located Do not store in a damp or unheated locations Do not store next to heating or overhead pipes Do not store opened packets near windows or in direct sunlight Keep all paper in original wrappers and/or cartons until required for use

Paper Storage- Continued Reseal partly used packets and place back in the original carton Store all paper on shelving or in cupboards Keep packet labels until you have exhausted the contents (in case of performance issues- to give supplier batch number, etc.) When loading printers/MFDs do not over fill the paper trays Fan apart all the sheets and load as per the instructions on the packet Only open the required amount of packets to fill the printer/MFD

Secure Print The Secure Print function saves print jobs in the Secure Print User Box of the machine. Because the job is output only by entering the ID and password from the control panel, it is helpful for outputting highly confidential documents. 1Click to display the "Basic" tab. 2Select "Output Method", down arrow, then "Secure Print". 3Enter the ID and password. (Note: the Print Driver will remember these settings.) Note: If you want to change your original ID or password, select the “User Setting” button just below the “Output Method” and the original pop-up will appear so that you can change either one.. At the copier to print out your document on-demand Select the “Menu” button, then “User Box”, System Tab on the left, then “Secure Print”. Enter your Document ID and your Password that you created when you sent the document to the unit. Highlight your single document or press “Select All”. Then select “Print” and “Start”. Once printed the documents are printed they are deleted from the unit. Also, if, you do not retrieve the document(s) ; they will be deleted after one day. Number of Documents and Pages That Can Be Stored in the Boxes Secure print is a feature of the System Box. The number of documents and pages that can be stored in the boxes is as follows. For User Boxes and System Boxes, one box can store up to 200 documents. However, the Memory RX User Box can store up to 500 documents. The User Boxes and System Boxes can store up to a total of 3000 documents. The User Boxes and System Boxes can store up to a total of pages.

Who to contact? For any questions regarding Print Management or Konica Minolta machines, please contact: Amanda Toal Process Systems Coordinator Institutional Value Analysis