Copier Rental Program

Announcement: Change in University Copier Equipment Contract -- July 2002

Recently, on behalf of Central Campus, Yale entered into an agreement with IKON Office Solutions to become the preferred vendor of photocopy machines, fax machines and multifunctional devices (MFDs) that copy, print, fax and scan. This agreement replaces the Pitney Bowes agreement on Central Campus.

Going forward, the Distributed Printing & Copying unit of ITS Reprographics & Imaging Services will oversee and manage this new agreement, which will include the Copier Rental Program. With the emergence of digital technology in the photocopier market, along with the integration of other functions such as printing, scanning, and faxing, many departments will benefit from cost reductions and increased efficiencies in the print and copy arena.

Effective July 2002 WEB statements, RIS will process the billing for existing Copier Rental Program customers. There will be no change to the existing rate structure and billing detail until you meet with RIS and determine which IKON plan is best for you.

Over the course of the next few weeks at a time convenient to you, staff from IKON's Fleet Management Program will assist RIS by visiting each Yale department that currently participates in the Copier Rental Program. During the visit a survey will be completed to evaluate the needs of the department. RIS and IKON will then prepare and recommend a Canon copier that optimizes the department's print, copy and fax activities. This process, called "Equipment Rightsizing," consists of two steps:
  1. Analyzing the printing and copying usage and the workflow of the department

  2. Recommending an appropriate device(s) for the environment

The analysis may reveal that an appropriate configuration is already in place. Or it may show that a reconfiguration of equipment, for example, introduction of a multifunction device, could reduce the number of devices and the associated costs for the department. RIS and IKON will assist your office and staff in migrating to a digital copy and print environment by:
  • Offering, where appropriate, "convenience copying" (walk-up) and desktop laser printing (black & white/color) to cost-efficient, digital, networked devices

  • Supporting improved copying workflow through a natural progression to multifunctional devices

  • Utilizing where desirable, the University-wide software site license for UnipriNT, which allows users, at the time of launching a print or copy function, to dynamically direct the related costs to any number of PTAEO based cost centers

  • Making available the necessary print and fax drivers for the end users' computers

  • Evaluating the impact of directing high-volume print or copy jobs to an on campus production center or to a high-end distributed device as appropriate

The RIS and IKON site analysis will result in a recommended solution that best meets the needs of each individual office, and will include the following Best Business Practices:

  • Meet the minimum needs with the least amount of disruption

  • Direct volume printing and copying to high-efficiency, networked multi-function devices where practical

  • Leave existing printers as part of a recommended solution where efficiencies and effectiveness are present

  • Provide a monthly consolidated statement of activity

  • Ensure the best price on service, supplies and support

  • Deploy scalable digital equipment to take advantage of technology enhancements available now and in the future

We look forward to meeting and working with you in this endeavor.

For more information or to enroll in the new program please call 432-3745.