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Networked campus print and copy service will offer savings, features

A network of 200 machines that are all-in-one high-speed printers, copiers, fax machines and scanners will be installed throughout campus as part of a cost-effective service called PAW Printer Services. Each PAW Print multifunction printer will be linked to a network print server, enabling faculty and staff to print, copy or scan at any one, or all, of the new devices on campus. The service will be tested in the Kimmel School of Construction Management and Technology, and the first “fleet” of devices to be installed has arrived.

PAW Printer Service

“It’s a whole different concept for printing that offers us additional printing and copying capabilities at a savings of 2 to 10 cents per black-and-white page – cents that could add up to more than $1 million a year in savings for the university,” said Mike Stewart, assistant to the vice chancellor for administration and finance, and chairman of the task force that examined printing needs and services. Each month at WCU, about 800,000 pages are printed or copied.

PAW Print will offer two printing methods. In the first, employees can select a PAW Print device’s direct print queue and send their job for an immediate printout, such as the closest device to their desk. In the second, employees send their print job to a secure print queue and then swipe their CatCards or type their 92 numbers into a keypad at any PAW Print machine on campus to access the network print server, pull up a list of their secure print jobs, and then select which job they wish to print and the number of copies. The job will be completed at speeds from 35 to 60 pages per minute, depending on the type of device.

In addition, PAW Print enables employees to swipe their CatCards or type in their 92 numbers into a keypad to make copies, or to scan pages to e-mail as PDF files.

“If you are going from an office in Belk to teach a class in Stillwell, you can now retrieve your print or copy at a PAW Print device in the same building where your class meets, or even go back to that print device – or any new system device for that matter – if you’ve realized you needed additional copies once you were there,” said Tom Frazier, manager of campus printing and mailing services. “This system allows people to not be tethered to their office or departmental printers or copiers.”

For students, the print service will more than double the number of campus printers available to them. Students will be able to swipe their CatCards and use their CatCash to pay for each page printed at PAW Print devices at more than 17 campus locations, including the Courtyard Dining Hall; Brown; University Bookstore; Fine and Performing Arts Center; Belk Building; Jordan-Phillips Field House; A.K. Hinds University Center; Old Student Union; Moore Hall; Hunter Library; Coulter, Forsyth, Stillwell, Killian and Killian Annex buildings; and various residence halls.

The PAW Print per-page cost of 5 cents for black-and-white and 25 cents for color will be automatically deducted from a student’s CatCash or billed to an employee’s department. Employees also can select to have the expense for personal printing deducted from their CatCash. In addition, visitors will be able to use the devices in Hunter Library. “Without the new system, the estimated per-page campus printing cost is about 8 cents per black-and-white copy and 35 cents for a color copy,” said Frazier. Currently, student pay-for-print in Hunter Library costs 8 cents if paying in CatCash and 10 cents if paying with cash for a black-and-white copy and 50 cents for a color copy. The new campuswide system will reduce those costs by roughly 50 percent.

Part of the savings will come from moving to toner-based machines that do not require, as part of regular maintenance, replacement of costlier print cartridges. Additional savings will come from the ability to make bulk purchases by standardizing  printing equipment and combining paper and maintenance into one campuswide service. Currently, almost 250 models and makes of print and copy devices are used on campus, and departments are facing budget challenges to cover equipment replacement and maintenance costs, said Stewart.

With PAW Print, maintenance and troubleshooting will be completed by a campus PAW Print “first responder,” who will remotely monitor each machine and respond to automated service alerts that will even indicate when paper or toner levels are getting low. In many instances, devices in need of service will be fixed before a user ever knew that a problem existed, said Stewart.

“By consolidating our page volumes, equipment and maintenance, we are able to take advantage of discounted pricing. As a result, the campus will be able to sustain equipment accessibility and print for a considerably lower total cost than we presently do,” he said. “Everyone, especially students, will be able to save money and take advantage of the enhanced campus print pay-for-print system service.”

Tom Frazier stands with the first multifunction printers to be installed as part of the PAW Printer Service.Tom Frazier, manager of campus printing and mailing
services, stands with the first multifunction printers to be
installed as part of the PAW Printer Service.

Departmental conversations and predicted printing needs, based on historical print and copy volumes, guided the locations selected for initial installation of PAW Print devices. “We have visited every office across campus to discuss what the printing experience is now, and what we can do to make the process simpler and service better,” said Frazier. “To better respond to printing and copying needs, we are well aware that we may have to make some location and/or device adjustments once the PAW Print machines are deployed and usage patterns emerge.”

Campus maps indicating the PAW Print machine locations will be posted, as they become available, at the University Print Shop and Mail Services Web site.

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In addition, as part of the PAW Print service, the university has a new professional quality, short-run commercial color printing machine that can produce 70 pages per minute and is capable of producing publications such as brochures, books, handbooks, programs, magazines, catalogs, annual reports, newsletters and other print pieces. The machine offers double the production speed and resolution of previous equipment in the University Print Shop.

“One of the chancellor’s goals that drove this efficiency initiative was for campus to be able to do high-quality, just-in-time printing,” said Frazier. “Too often the university has incurred great expense to outsource publication of, say 50,000 brochures, when the information content changed after only 10,000 had been used. This new machine makes it possible to rapidly produce the precise number of publications needed, exactly when they are needed. Our campus has never had such a cost-effective and technologically advanced printing option like this before.”

Another recent change for the University Print Shop is expanding services to include campus mail operations. In August, the mailroom was moved to the University Print Shop, now called University Print Shop and Mail Services.

“In today’s economy, the cost of mailing is going up,” said Frazier. “The PAW Print campuswide service, the new printer in the print shop, and bringing together campus printing and mailing services will not only allow us to lower costs, increase quality and expand accessibility for departments and students, but also the new system will allow our critical campus publications to become more effective, more cost efficient, and even more custom marketing tools.”

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Campus forums will be held in the multipurpose room of A.K. Hinds University Center centered on the print management initiative:

  • 11:30 a.m.-1 p.m. Thursday, March 12
  • 3:30 – 5 p.m. Friday, March 13
  • 9:15 – 10:45 a.m. Monday, March 16

By Teresa Killian

Categories | The Reporter


Photos | WCU News Services

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