Evaluation of Current Practices
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Ad hoc group tasked with identifying desirable methods for efficient and
cost effective print production.
Linda Augustine
University Mail Services
Joan Barnes
Business Applications & Fiscal Control
Linda Glover Barnett
Enrollment Management, USI
Arthur Blakemore
Office of the Exec. Vice Pres./Provost Of Univ.
Jennifer Chaira
Purchasing and Business Services
Elizabeth Chandler
Purchasing and Business Services
Mike Chiricuzio
Print & Imaging Lab
Ray Jensen
University Business Services
Martha Knight
University Business Services
Tasleema Tarmeen Lallmamode
Information Technology
Robert Lane
Digital Document Services
Terri Shafer
Marketing & Strategic Comm., Public Affairs
Clayton Taylor
University Business Services
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Most commonly produced document types:
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Agendas
Brochures / pamphlets
Event programs / participant materials
Flyers
Invitations and envelopes
Posters
Newspapers
Newsletters
Maps
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The majority of print communication is intended for internal audiences.
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Most document types can be published and distributed electronically to
internal and external audiences.
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Most departments indicated they spend less than $30K per year on
printing.
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Departments are starting to move to electronic communication methods:
 Web – method most widely used by departments
 Electronic documents
 Email
 Electronic newsletters, invitations, surveys, etc.
 Social networking
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Departments are taking steps toward implements sustainable practices.
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FY08
FY09
Total spending
$6,702,078
$6,424,668
Total internal spending
$2,739,262
$2,009,899
41%
31%
Internal % of total spend
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External communication drives more cost, through higher print volumes,
costly materials and methods, production quality, or a combination.
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Mailing and postage drive a significant cost for external distribution of
printed materials. In FY09 the 30 largest bulk jobs cost ~$375K.
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Highest Spending Departments
FY09
Student media
$407,315
KAET Public information
212,478
Ticket office
142,329
Research publications
140,567
Sports information
113,689
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Includes all print and photocopy totals.
Excludes P-Card spending.
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Most Used Vendors
FY09
Internal Vendor
$1,841,491
Printing Services
1,378,268
Pride Printing, LLC
374,126
Intermountain Color
372,990
Ben Franklin Press, Inc
208,160
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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.
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Cost Reductions
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25% reduction by June 2011 = ~$1.6M in savings.
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40% reduction by June 2012 = ~$2.6M in savings.
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General
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Transition all publications to electronic media to the maximum extent possible.
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Publish all internal publications in electronic format, whenever possible.
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All units review printed publications for effectiveness and appropriate contact
mechanisms. Adjust or eliminate publications and methods as needed.
Document Management
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All documents shall be saved in a University-wide digital document archive.
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Communications and Training
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Organize an ASU Communications Council.
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Develop consulting services / training programs for departments.
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Develop Communication Planning Guide.
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Provide training and access to standard tools and resources for efficient
communication, information sharing and the publication of electronic
communications.
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Share information and provide periodic status updates.
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Monitor and report the actual cost of print usage at ASU.
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Acquire and promote the use of electronic communications tools.
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Printing Practices
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Have Mail Services review all print publications and mailing lists for USPS
compliance prior to printing.
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Design and produce print materials for durability and long useful life.
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Produce all printed materials using sustainable practices.
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Integrate electronic, print, and social networking channels.
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Improve tracking of print purchases in financial systems to support data
gathering, analysis, and decision making.
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Internal Resources
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Use ASU communication resources in preference to external vendors when
possible.
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Acquire the capability to offer multimedia, e-communications, and other
needed technologies.
Desktop Printing Resources
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Reduce the number of desktop printers and use network printers.
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Default all computers to print black and white, two-sided copies.
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Technology
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Aging equipment not as efficient, capable, or cost effective.
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Access to capable electronic and print communication tools.
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Network availability for connecting users to tools and outlets.
Behavior and Knowledge
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Users need training in the use electronic publishing tools.
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Wasteful and non-sustainable practices and processes.
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Poor or no coordination of messages and efforts university-wide.
Economic
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Cost of equipment, maintenance, and supplies.
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Vendor pricing and price changes.
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