Document Management (Printing and Scanning) Initiative

Overview

The Office of Information Technology recognizes that having the ability to store, search and produce data is one of the key components to any information system.  In an effort to increase the overall availability of printing, reduce the cost of that printing, increase the ability to scan/input documents, store those documents and access those in a meaningful way we have embarked on a multi-year document management project.  In addition, because Alchemy is no longer a supported document management platform, a replacement that is compatible with the Ricoh scanners must be found and migrated to.  This project, starting in July of 2019, is a three-year multi-phase document management initiative.  In the end, the campus community will have highly-available, low-cost scanning, copying and printing resources available at any time of the day or night.

Planning and Execution

1. Beginning July of 2019, 14 Ricoh color multifunction print, copy and scan devices will be placed in strategic locations across campus.  No new individual desktop printers will be purchased after this date.  Click here for a map of the locations.
2. In December of 2019, these Ricoh devices will be configured with card swipe/campus login touch screens that will connect the students, faculty and staff with their FalconNet accounts through PaperCut MF.  This will allow color scanning at no cost to local network devices (H: drive), OneDrive or e-mail.  It will allow students to use their declining balance account for printing and scanning while being able to replenish that account through their FalconFunds.  In addition, "follow me printing" will allow students, faculty, and staff to print from anywhere on campus and pick up their print out at any one of these devices, after swiping their Falcon ID Card.  This will cut down on waste and increase privacy by not printing anything until the ID card has been swiped and the print job has been selected.
3. January and February of 2020, training on the new devices will be offered to the campus community, as well as posted on the IT Support Center.
4. Throughout the Winter and Spring 2020 semesters, the locations of the printers will be evaluated.
5. Spring of 2020, an evaluation of Document Management Systems to replace Alchemy will commence and choose a new product.
6. Spring of 2020, the Ricoh devices located in department offices will be replaced with the same units (in most cases) as are publicly available across campus.  Most department devices will remain in their current locations, and will not have a card swipe installed on them.  All department devices will be converted to Private Code Printing.  This will allow faculty and staff in these departments to print to these devices, go to the device, input their code and then release their print job for printing.  This decreases waste and preserves the privacy of the information being printed.
7. June-August of 2020, all Dell printers will be removed from computer labs, residence halls and other public areas in which a Ricoh device has been placed either in the room or near-by.
8. Summer of 2020, evaluation of the locations of the Ricoh MultiFunction Devices will be done to ensure their proper placement.
9. Summer of 2020, migration to the new document management product will begin with training for departments to follow.
10. Spring of 2021, a final evaluation of the Ricoh locations will be done.