The right printer/copier provider can significantly impact the institution’s efficiency, cost management, environmental sustainability, and overall experience for students and staff.
BDS Checklist for Colleges: Copier and Printers
Here’s a breakdown of the most important things a college should consider when selecting a provider:
Cost Efficiency
One of the primary concerns for colleges is the cost associated with printers and copiers. When selecting a provider, institutions should look beyond the upfront costs of purchasing or leasing equipment and consider the long-term total cost of ownership (TCO). This includes:
- Leasing Options: Many providers offer leasing plans that allow the college to spread out payments over time instead of making a large one-time purchase.
- Maintenance Costs: Providers should offer transparent pricing on maintenance, repair services, and any associated costs for parts and labor.
- Consumables (Ink and Toner): The cost of ink and toner cartridges is significant. Some providers offer contracts that include consumables in the price, which can help control expenses.
- Paper Costs: Some providers also include paper in their service contracts or offer bulk buying discounts, which can lead to significant savings.
By analyzing these aspects, colleges can make a more informed decision considering the long-term financial impact.
Scalability and Customization
Printing and copying solutions provided by colleges must scale with their growth and meet the diverse needs of various departments.
- Multi-departmental Use: A college’s administration, faculty, and student centers have different printing needs. Some departments might require high-volume machines with advanced features, while others may need more basic equipment. The provider should offer flexible, customizable solutions.
- Future Expansion: The college should consider how the provider’s offerings can expand as the institution grows or needs change. Will the equipment meet the school’s needs in five or ten years? Can new features be added, or will a complete overhaul be required?
Reliability and Service Support
Reliable equipment and responsive service are crucial for educational institutions. Downtime or frequent repairs can disrupt day-to-day operations and cause frustration. Colleges should assess the provider’s track record in terms of:
- Service Level Agreements (SLAs): A clear SLA ensures that the provider is accountable for uptime, response times for service requests, and how quickly the equipment will be repaired or replaced in case of breakdowns.
- Local Service Availability: A provider with local support teams is important for quick troubleshooting and repairs. A strong local presence ensures timely service, especially in emergencies.
- Remote Support Options: Providers with remote diagnostics and support can quickly identify and resolve issues without needing an on-site visit, reducing downtime.
Security Features
Data security is a top priority for colleges, given the sensitive information they handle, including student records, financial documents, and research data. A printer/copier provider should offer devices with robust security features such as:
- Encryption: Documents sent for printing should be encrypted to prevent unauthorized access.
- Authentication and User Access Control: Colleges should look for systems that require user authentication, such as swipe cards, PIN codes, or biometrics, to ensure that only authorized personnel can access certain printers or sensitive documents.
- Secure Print Release: This feature holds print jobs until the user physically releases them on the device, preventing unclaimed documents from being left at the printer.
- Audit Trails: The ability to track who printed, copied, or scanned a document and when is helpful for security and administrative oversight.
Environmental Impact and Sustainability
Sustainability is becoming increasingly important to higher education institutions, and printer/copier providers should align with this value. Colleges should consider the following:
- Energy-Efficient Devices: Many modern printers and copiers have energy-saving modes that automatically reduce power consumption when not in use, resulting in lower energy bills and reduced carbon footprints.
- Sustainable Consumables: Providers should offer environmentally friendly consumables, such as toner cartridges made from recycled materials or inkjet printers that use less wasteful cartridges. Some may even offer programs to recycle used cartridges.
- Paper Usage Reduction: Devices with duplex (double-sided) printing capabilities can significantly reduce paper usage. Colleges should also look for software solutions to encourage more sustainable printing practices, such as limiting color printing or setting default double-sided printing.
User-Friendly Features and Software Integration
Colleges must ensure the equipment is easy for students, faculty, and staff. User-friendly features can help improve productivity and reduce frustration:
- Ease of Use: Devices should have intuitive interfaces, whether through touchscreens, apps, or software. Complicated or difficult-to-use printers can lead to wasted time and frequent errors.
- Mobile and Cloud Printing: With many students and faculty relying on laptops, tablets, and smartphones, printers must support mobile printing options such as AirPrint, Google Cloud Print, and other wireless printing solutions.
- Software Integration: Colleges often use various learning management systems (LMS) like Blackboard, Canvas, or Google Classroom. Printer/copier systems that integrate with these platforms can streamline workflows, such as allowing faculty to print directly from the LMS.
Managed Print Services (MPS)
Many colleges opt for Managed Print Services (MPS) to optimize their print environments and control costs. MPS providers offer a range of services beyond just selling or leasing printers and copiers:
- Fleet Management: MPS ensures that all devices are properly managed and maintained, including monitoring supply levels (like toner) and scheduling routine maintenance.
- Cost Tracking and Control: MPS providers offer detailed reporting on printing usage across departments, allowing colleges to identify cost-saving opportunities, such as consolidating underutilized devices or switching to more efficient printers.
- Automated Supplies Replenishment: With MPS, institutions no longer worry about running out of ink or toner. The provider monitors usage and automatically sends new supplies when needed.
- Environmental Sustainability: MPS can help institutions reduce their carbon footprint through paper-saving measures, energy-efficient practices, and more sustainable use of equipment.
Advanced Functionality for Specific Departments
Certain academic departments may require more advanced printing and copying functions. For example:
- Graphics and Art Departments: These departments may require high-resolution color printing, large format printers, or specialty functions like glossy photo printing.
- Engineering and Architecture Departments: These departments often need devices to print large technical drawings or schematics.
- Library Services: Libraries may need multifunction devices capable of scanning and copying large volumes of materials at high speed and durability to handle heavy usage.
The provider should offer a range of devices that meet the diverse needs of the entire campus.
Reputation and Experience in the Education Sector
Colleges should choose a provider with a proven track record of working with educational institutions. Providers experienced in this sector will better understand the unique needs of academic environments, such as the importance of reliability, budgeting cycles, and handling large volumes of print and copy jobs.
Key questions to ask:
- Do they have other higher education clients?
- Can they provide case studies or references from similar institutions?
- Do they offer tailored solutions specific to educational institutions?
Training and Onboarding
Lastly, colleges should consider whether the provider offers comprehensive training and onboarding for staff and students. This includes:
- Initial Setup Assistance: The provider should handle the setupset-up and configuration of all equipment.
- Training for Users: Students, faculty, and administrative staff should receive training on using the printers and copiers, especially if the devices have advanced features like mobile printing or secure print release.
- Ongoing Support: There should be an option for ongoing training or support as new staff and students join the institution or as new features and functionalities are added.
Why Choose BDS as your College Print Provider?
Choosing BDS as your college print provider offers a range of benefits tailored specifically to educational institutions’ unique needs. As New England and Florida’s leading office printing company, BDS provides comprehensive printing solutions that can address the diverse requirements of colleges and universities, from administrative offices to student centers, faculty departments, and campus libraries.
Comprehensive Product Range with Industry-Leading Brands
BDS partners with top copier and printer manufacturers, including Kyocera, Xerox, Ricoh, HP, Canon, and Konica Minolta. This enables colleges to select from a wide range of high-quality products known for their durability, efficiency, and advanced features. Whether your institution needs:
- High-volume multifunction printers (MFPs) for administrative departments,
- Specialty printers for graphic design or engineering departments,
- Compact and cost-efficient machines for smaller offices and student centers,
Best Printers for Colleges in MA, CT, RI, FL, NH, ME, VT
BDS can provide the right equipment to meet all your printing needs. Access to multiple brands also allows BDS to customize solutions based on each department’s specific demands and budgets. Contact us today in Massachusetts, Connecticut, Rhode Island, New Hampshire, Maine, New York, New Jersey, Vermont, and Florida.