Evaluation of Current Practices

 Ad hoc group tasked with identifying desirable methods for efficient and cost effective print production. 2

 Most commonly produced document types:  Agendas  Brochures / pamphlets  Event programs / participant materials  Flyers  Invitations and envelopes  Posters  Newspapers  Newsletters  Maps  The majority of print communication is intended for internal audiences.  Most document types can be published and distributed electronically to internal and external audiences. 3

 Most departments indicated they spend less than $30K per year on printing.  Departments are starting to move to electronic communication methods:  Web – method most widely used by departments  Electronic documents   Electronic newsletters, invitations, surveys, etc.  Social networking  Departments are taking steps toward implements sustainable practices. 4

 External communication drives more cost, through higher print volumes, costly materials and methods, production quality, or a combination.  Mailing and postage drive a significant cost for external distribution of printed materials. In FY09 the 30 largest bulk jobs cost ~$375K. 5 FY08FY09 Total spending$6,702,078$6,424,668 Total internal spending$2,739,262$2,009,899 Internal % of total spend41%31%

Highest Spending Departments  Includes all print and photocopy totals.  Excludes P-Card spending. 6 FY09 Student media$407,315 KAET Public information212,478 Ticket office142,329 Research publications140,567 Sports information113,689

Most Used Vendors  Includes all print, P-Card, and photocopy totals.  Internal vendor includes services provided by the Print & Imaging Lab.  Printing services are totals spent with external vendors via the Purchasing Buyer. 7 FY09 Internal Vendor$1,841,491 Printing Services1,378,268 Pride Printing, LLC374,126 Intermountain Color372,990 Ben Franklin Press, Inc208,160

Cost Reductions  25% reduction by June 2011 = ~$1.6M in savings.  40% reduction by June 2012 = ~$2.6M in savings. 8

General  Transition all publications to electronic media to the maximum extent possible.  Publish all internal publications in electronic format, whenever possible.  All units review printed publications for effectiveness and appropriate contact mechanisms. Adjust or eliminate publications and methods as needed. Document Management  All documents shall be saved in a University-wide digital document archive. 9

Communications and Training  Organize an ASU Communications Council.  Develop consulting services / training programs for departments.  Develop Communication Planning Guide.  Provide training and access to standard tools and resources for efficient communication, information sharing and the publication of electronic communications.  Share information and provide periodic status updates.  Monitor and report the actual cost of print usage at ASU.  Acquire and promote the use of electronic communications tools. 10

Printing Practices  Have Mail Services review all print publications and mailing lists for USPS compliance prior to printing.  Design and produce print materials for durability and long useful life.  Produce all printed materials using sustainable practices.  Integrate electronic, print, and social networking channels.  Improve tracking of print purchases in financial systems to support data gathering, analysis, and decision making. 11

Internal Resources  Use ASU communication resources in preference to external vendors when possible.  Acquire the capability to offer multimedia, e-communications, and other needed technologies. Desktop Printing Resources  Reduce the number of desktop printers and use network printers.  Default all computers to print black and white, two-sided copies. 12

Technology  Aging equipment not as efficient, capable, or cost effective.  Access to capable electronic and print communication tools.  Network availability for connecting users to tools and outlets. Behavior and Knowledge  Users need training in the use electronic publishing tools.  Wasteful and non-sustainable practices and processes.  Poor or no coordination of messages and efforts university-wide. Economic  Cost of equipment, maintenance, and supplies.  Vendor pricing and price changes. 13