Use of agency printing devices

Use of agency printing devices

PURPOSE:

This policy establishes guidelines for all WSSB employees in the use of agency printing and embossing devices.

DEFINITIONS:

The following terms and abbreviations will be used throughout this document.

MFD = Multifunction Device

Printer = Inkjet or laser based imaging device

Embosser = A device that produces Braille from electronic media

IT = Information Technology

Print server = A location on the WSSB intranet where you set up the printers on your computer

Consumable supplies = All toner, staples, paper and waste toner containers

POLICY:

Network Attached Printers

The Network Services team will create a profile on the print server located on the WSSB network for the all network attached printers and embossers. All print profiles will be set with the following default settings:

• 2 sided printing.
• Black and white printing if the device is color capable, with the option to print in color if needed.
• Secure or hold print.
• Disable banner pages.
• Any finishing options that the device is capable of.

Users are able to modify print settings for a particular document by changing the print properties. These options include printing in color, stapling, etc.  

Network Services will maintain a device IP address list and update print drivers as they become available.

Locally attached printers (i.e. USB)

The following guidelines are to be utilized to maximize efficiencies in use of printing devices.

All employees shall print in black and white as a default for routine prints unless the project requires color prints.

• If equipped 2 sided printing will be a default.
• If printing multiple copies or large documents, please refrain from using smaller printer.

Network and locally attached embossers

The following guidelines are to be utilized to maximize efficiencies in use of embossing devices.

• All employees shall emboss interpoint braille as a default for routine prints unless the project requires single sided braille.
• Users are able to modify embossing settings for a particular document by changing the properties

MFD users

The following guidelines are to be utilized to maximize efficiencies in use of printing devices.

• All users should use the secured print or locked\hold print options for all printing devices mapped to their computer.
• All employees using a WSSB MFD shall print in black and white as a default setting for routine prints unless the project requires color prints.
• MFD and Plotter use is for State business only.
• Print files sent to the MFD are to be printed daily. The MFD is not a file storage device. Any files still residing on the device 3 days after submission will be automatically deleted.

Departmental Device Support

Each Department is responsible for managing MFDs within their area of operation, to include:

• Updating and maintaining email address books for the scan to email function.
• Troubleshooting all printer problems and contacting the vendor representative as needed for repair.
• Storing and managing all paper and consumable supplies for MFDs and plotters.
• Conducting weekly hard drive overwrites.
• Providing MFD serial numbers or ID numbers to Contracts, Accounting, and Network Services for device management and inventory.
• Ensuring recovery and destruction of hard drives upon decommissioning of any print device.