Key Takeaways
- Universities and colleges often have different printing needs across administrative offices, academic departments, libraries, and student areas.
- Print management software can provide greater visibility into usage while supporting security and access controls.
- Managed Print Services can simplify equipment, supply, and maintenance management across a campus.
- Eligible higher education institutions may also have access to cooperative purchasing options such as PEPPM.
Universities and colleges have complex printing needs. Administrative offices, academic departments, libraries, faculty, and students may all use printing technology differently.
The right printing solutions for universities and colleges should support these different environments while helping institutions manage equipment, security, usage, and costs.
Match Equipment to Campus Needs
Before selecting equipment, institutions should evaluate how printing needs vary across campus.
Important factors include:
- Monthly print and copy volume
- Number of users
- Color printing requirements
- Scanning needs
- Student versus administrative printing
- Paper sizes and finishing requirements
- Security requirements
- Number of buildings or locations
A high-volume administrative office may require a different device than a smaller academic department or student printing area.
Rather than using the same equipment everywhere, universities can match printers and multifunction devices to the workload of each environment.
Improve Visibility with Print Management Software
Managing printing across a large number of users and devices can be challenging.
Print management software can give institutions greater visibility and control over their print environment. Depending on the solution, capabilities may include:
- User authentication
- Secure print release
- Usage reporting
- Print tracking
- Mobile printing
- Print rules and policies
- Scanning workflows
Secure print release can be particularly useful in shared environments because documents remain in a print queue until the authorized user releases them at a compatible device.
The appropriate software and security features will depend on the institution’s existing technology and IT requirements.
Simplify Print Management Across Campus
Colleges and universities may have printers and copiers spread across multiple departments, buildings, or campuses.
Managed Print Services can provide a more centralized approach to managing that equipment.
Depending on the solution, MPS can help with:
- Device monitoring
- Supply management
- Usage reporting
- Preventative maintenance
- Fleet optimization
- Equipment planning
Offix begins its Managed Print Services process by evaluating the existing print environment and identifying opportunities to better align equipment and services with the organization’s needs.
This can help institutions understand which devices are being heavily used, which may be underused, and where equipment changes may make sense.
Plan for Changing Campus Needs
Higher education environments don’t remain the same forever.
Enrollment may change, departments may relocate, new programs may be introduced, and digital workflows may reduce the need for certain types of printing.
When evaluating printing solutions for universities and colleges, institutions should consider whether their technology can adapt to changes in:
- Print volume
- Number of users
- Equipment locations
- Security requirements
- Scanning and digital workflows
- Software integrations
Planning ahead can help institutions avoid selecting equipment based solely on today’s needs.
Explore Higher Education Purchasing Options
Colleges and universities may also have access to cooperative purchasing programs for office technology.
Offix is currently an authorized reseller for the Canon product line through the PEPPM National Cooperative Contract for eligible educational agencies in Virginia, Maryland, and Washington, D.C.
Eligible organizations include community colleges and four-year colleges and universities.
Institutions should confirm their eligibility and applicable purchasing requirements before using the contract.
How Offix Supports Higher Education
Offix works with higher education institutions to evaluate existing equipment, print volumes, workflows, software, and service requirements.
Depending on the institution’s needs, solutions may include:
- Multifunction printers and copiers
- Desktop printers
- Production and wide-format equipment
- Print management software
- Managed Print Services
- Equipment monitoring
- Maintenance and service
- Document workflow solutions
The goal is to create a print environment that supports the institution’s actual needs rather than applying the same solution across every department.
Build a Smarter Campus Print Environment
Effective printing solutions for universities and colleges should consider equipment, software, security, usage, service, and future needs together.
A coordinated approach can help institutions better manage their print environment while providing faculty, staff, and students with the technology they need.
Contact Offix today to discuss your institution’s printing needs and explore solutions for your campus.
Frequently Asked Questions
What should universities consider when choosing printers?
Universities should consider print volume, number of users, color requirements, scanning needs, security features, software compatibility, service, and equipment location.
What is print management software for universities?
Print management software can help institutions monitor and manage printing across users and devices. Depending on the solution, it may support authentication, secure print release, usage tracking, print policies, and scanning workflows.
Can Managed Print Services help colleges manage multiple printers?
Yes. Managed Print Services can provide greater visibility into equipment, supplies, maintenance, and usage across a print fleet. Specific services depend on the solution selected.
Can colleges and universities purchase equipment through PEPPM?
Eligible educational institutions may be able to use PEPPM. Offix is an authorized Canon reseller through the PEPPM National Cooperative Contract for qualifying educational organizations in Virginia, Maryland, and Washington, D.C.