MANAGING COPIERS AT WOODS HOLE OCEANOGRAPHIC INSTITUTION April 2015 Matt Agnese

2 Current State  Presently, WHOI operates 47 Copiers  There are several styles and manufacturers  Average age is 7.8 years  66% of our fleet are end of life (>6years)  Average cost per print is $0.06 per page (Based on national averages)  Some machines are on leases while others are owned by WHOI  Leases are not coordinated (terminate out of sync)  Some machines have the ability to be maintained or serviced  Service calls are a minimum of $400  The lack of guidance and policy has led us to create a copier program at WHOI

3 Present Deployment By Brand  Present Lease Commitments  Ricoh 5 All but one expired Safety has 1 until 12/2017  Xerox 5 3 expired 1 st ¼ this year AOPE has 1 until 9/2016 PO has 1 until 12/2018  The other 37 are owned by WHOI

4 Present Deployment By Department

5 How Much Do We Really Print?

6 Present Operating Cost

7 The Project’s Vision  Image reproduction from printing to copying, fax, and scanning can be efficiently managed with multi- function devices  By coordinating the leases and Standardizing we can control costs and deliver appropriate technology to the WHOI community  Updating the status quo will yield fiscal benefit and decrease our carbon footprint.  Standardization will enhance the user experience as well as controlling costs

8 WHOI’s Specific Needs  To efficiently manage the institution’s needs consideration of  The volume of prints  Need for color or black and white  Need for oversized print size 11x17  Ability to control activity / security  Standardization of user experience  Seeking a paperless environment (Sustainability) Scanning capabilities

9 Security  Protect your confidential information. Safeguard all sensitive data with encrypted PDF files for scanning; complete hard drive encryption, compliant with the 256-bit AES FIPS standard; and Image Overwrite with a 3- pass scrub process to ensure total deletion of all data fragments.  Prevent unauthorized Access. Permit only authorized users to access the device with Xerox user permissions, network authentication, IP filtering, and smart card, role-based and function-level login.  Regulation Compliant HIPAA, Data Protection Act, COBIT

10 Simplify And Standardize  The plan is to utilize Xerox offer 3 options (selection driven by Massachusetts Higher Education Consortium pricing) to the WHOI community.  Standardize the user interface.  The schema of offering will be a simple, mid- range, and feature device.  Simplifying the offerings adds control and synergy.

11 The Plan Is To Offer Three Options  W7845PT High Level Model  Lease 60 months at $ per month includes maintenance, delivery and setup included ($10,044 for 60mo) Per Click charge for supplies $0.005 for b&w and $0.045 for color  W7835PT Mid Level Model  Lease 60 months at $ per month includes maintenance, delivery and setup included ($8,317 for 60mo) Per Click charge for supplies $0.005for b&w and $0.045 for color  W7225PT Basic Level Model  Lease 60 months at $86.56per month includes maintenance, delivery and setup included ($5,194 For 60mo) Per Click charge for supplies $ for b&w and $0.045 for color  W7845PT High Level Model  Buy $6,023 plus $48.00 per month includes maintenance, delivery and setup included e ($8,903 total for 60mo) Per Click charge for supplies $0.005 for b&w and $0.045 for color  W7835PT Mid Level Model  Buy $4,977 plus $39.00 per month includes maintenance, delivery and setup included ($7,317 total for 60mo) Per Click charge for supplies $0.005 for b&w and $0.045 for color  W7225PT Basic Level Model  Buy $3,925 plus $6.00 per month includes maintenance, delivery and setup included ($4,285 total for 60mo) Per Click charge for supplies $ for b&w and $0.045 for color LeaseBuy

12 Model Features And Differences  Model 7845 (high end)  45 pages per minute b/w and color  Duty cycle of 200,000 per month  Air Print (apple)  Fastest first page 6.4 seconds  Finisher and hole punch  Model 7835 (mid range)  35 pages per minute b/w and color  Duty cycle of 100,000 per month  Air Print (apple)  Fast first print 7.7 seconds5  Finisher only  Model 7225 (basic model)  25 pages per minute b/w and color  Duty cycle of 50,000 per month  Air Print (apple)  Fast first print 7.2 seconds  Finisher only /7225

13 Financial Considerations  Lease  The lease price includes setup, delivery and maintenance  Per Click charge covers the operating costs  Pricing is FFP for the lease term  Disposal of old hardware is included  Managed Print Services  Allows IT to manage and control copiers and printers  Impact on current costs  In the sample of 3/4 of our fleet, we average $0.06 / page

14 Questions?