Michigan Medicine Printing Standards are designed to provide guidelines for departments printing requirements, which align to the organization's financial, sustainability and security objectives. The enclosed guidelines will allow the department to understand the most cost-effective and efficient devices to deploy for their printing needs. Rigorous testing and certification have been performed on the selected devices so that departments can deploy the correctly sized device without concern for potential security vulnerabilities. New pricing and service support programs for maintaining these devices allow departments to lower their total cost of ownership for printing in comparison with previous purchase options. Combined, these standards drive consistent pricing, standardization and rationalization of printing devices and enhanced security levels for departments.

Printing Standard Goals:

● Focus to Mission: Maintain the highest level of patient care, staff productivity and academic support

● Support Needs: Provide the appropriate printing resources for all clinical applications and general office use

● Understand Requirements: Thorough evaluation of applications, department needs, and other printer options in order to right size the required device thus lower total operating costs

● Leverage existing Assets: Leverage existing printer and Multifunction (MFD) device fleet where applicable and acquire new printing device only when appropriate

● Support Green Initiatives: By recycling all used toner cartridges, reducing the total number of printers throughout the organization, and leveraging new energy efficient technology where appropriate

● Understand Total Cost: View printing from a total cost of ownership perspective, eliminate redundant devices, reduce cost per print, and manage and optimize our environment

● Reduce Expenses: Reduce overall printing costs

Printing Standards:

● All new printer requests must go through HITS prior to any purchase and or placement of a new device – HITS Printer Ordering Catalog

● All Multi-function device must go through the UM Managed Print Program and utilize our university contracted vendor – Xerox

● HITS teams will work with department users and arrange for a print analysis to take place before making any recommendations or approving any purchase and or placement of a new devices

● Personal desktop printers are discouraged (for security and cost reasons) and must be approved by a departmental administrator

● Any printers or MFDs placed will be standard models from the approved list and will conform to the printer standards contained below

● Xerox will service as the primary device provider, utilizing a cost-per-copy MPS program billed to the department short code. HP devices will be used where application compatibility issues exist that do not support Xerox devices.

● Users should default all printing to mono (B&W) and only used color when absolutely necessary

Printing Standards Governance:

● Effective 7/1/2020, no inkjet printers will be purchased with Michigan Medicine funds

● No HITS support, including network connectivity, installation, and ongoing operational needs, will be provided for personally purchased printers or devices not requested through HITS

● Effective immediately, no printers shall be personally or P-Card funded (as supported by HITS)

● Effective immediately, all toner must be purchased through our university Mikan, Staples, or Xerox contracts.

● To ensure efficiency in print device usage, units are encouraged to turn in underutilized devices in their area using the device turn in catalog item to request equipment removal.

● All printer and IT assets purchased by Michigan Medicine departments belong to Michigan Medicine and can be removed or redeployed if deemed necessary after an appropriate assessment 

Printing Standards Matrix:

Considerations & Assumptions:

● MPS program is based on a cost per copy model – 1.65¢/mono, 5.9¢/color includes device hardware, toner, hardware support. Departments must supply paper.

● For users requiring secure printing, documentation will be provided that show how to properly enable Secure Print. This will allow users to print to a shared device and enter a personal PIN to release the job.

● Minimization of print devices (printer, fax machine, mono-printer, color-printer, copier) deployed

● In all cases that are appropriate, consolidating devices to leverage full Multi-functionality