University of Texas Medical Branch
Print Management
Guide to Best Practices
What is Best Practice Printing?
Best practice printing is proactively managing
the print process to reduce cost, waste and to
improve the functionality and availability of
print.
To monitor our performance, UTMB has set a
series of performance indicators to measure
improvements and efficiencies; all of which
contribute to the institution’s objectives.
Mission
UTMB is working to create expense reduction as well as
maximize efficiency and workflow. In an effort to meet
these targets, UTMB has established a print
management implementation plan that will incorporate
utilization of standard formulary and best practices
across the enterprise. Additionally, we strive to reduce
the use of personal or non-standard printers and move
to a lower cost per page device such as the Konica
Minolta multi-function printer/copiers.
UTMB Performance Indicators
Reduction/possible eliminiation of desktop
printers across institution
Networked Printers and/or Multi Functional
Printers (MFPs) are set to duplex (double sided)
and mono (black & white) as standard
Empty toner cartridges are recycled via the
University scheme (responsibility designated to a
named member of staff)
Environmentally preferable paper is used in all
printers (standard added to TBS core list as of 9/1/15)
Paper & toner purchases reported to depts. from Data
Analytics (Quarterly?)
Awareness raised in the department on print options
and best practice
Before you print
• Ask yourself, do I really need to
print this?
• Print straight to PDF instead of
printing a document to paper
and then scanning to PDF
• Use iSpace or shared drives to
share and edit work with
colleagues (iSpace can be
accessed from home, work, or on
the go)
• In meetings, display agendas,
minutes and other documents on
a screen using AV equipment
• Use laptops, tablets, phones
instead of lots of printed sheets
• Use your multi-functional printer or
scanner to scan to email or usb drive
instead of photocopying documents
• Read and edit documents on screen
• Use the bookmark feature in your
internet browser to save
information vs. printing
• Make double-sided and black/white
printing the default on office
computers and printers
• Require employees to print on both
sides of the page and black/white.
• Select one-sided printing only when
really needed.
When you print
To get the best value out of your printing, please
consider:
– You can cut cost in half on paper by using duplex
printing (front and back).
– All color printing should be done on a Konica
Minolta Multifuntion Device (MFD)
– Use smaller font size (10 vs. 12) with single
spacing
UTMB Standards
UTMB has created a list of networked
multifunction and desktop standards to help you
choose the right printer for your area. This
allows all types of users to access the printer and
maximizes usage to efficient devices for the job.
To vie this list, please visit the UTMB Print
Management Website.
Which do I choose?
The decision on which device to purchase or
lease depends on your department’s
requirements. Print can come at a high cost,
however making an informed decision about
your printer can reduce your costs and improve
functionality and availability within the
workplace.
Choosing the right printer
Printer type and characteristics
Approx. cost per
page/coverage
Inkjet
Mono 5%-90%= $.06- $1.08
Color 5%-90%= $.15- $2.70
Low purchase price. High cost in cartridges with a low yield.
Quality is fair. Cost per printed page high.
Not recommended.
Laserjet
Medium purchase price. High cost of toner cartridges but have
a much higher yield. Quality is good. Recommend networked
models only.
Multi-functional Printer (MFP)
Equipment leased for 3 years including consumables and
maintenance. Provides print, copy, scan, fax and more.
Supports many users. Quality is good. Cost per page remains
the same regardless of number of prints or coverage.
UTMB Graphic Design and Printing
Use for high volume printing i.e. 100 pages/100 copies or
more, specialty/heavier weight paper (> 20lb bond) and jobs
with finishing needs. Cost per copy as low as .024 per page
with print speeds up to 125 PPM
Mono 5%- 90% = $.03- $.54
Color 5%- 90%= $.15- $2.70
Mono 5%-90%= .0052
Color 5% - 90% = .04
Cost per copy as low as .024
per page
For more information go to: http://ar.utmb.edu/prt or call
409.772.5900.
Figures based on ink/toner cost only (purchase price, energy, paper not included)
University Graphic Design &
Printing Services
A full-service graphic design and print media
solution. Use for high volume color and B&W copy
needs i.e. 100pgs/100 copies or more. Quality
printing that requires high end graphics, specialty
and heavier weight (> 20lb bond) paper needs,
binding and/or finishing. A recommended resource
for any print media used for marketing UTMB,
affiliated services and/or events that must meet
UTMB’s Identity Standards and Branding Guidelines.
The service center also provides wide format
printing, specialty items and promotional goods.
For more information go to: http://ar.utmb.edu/prt
or call 409.772.5900.
Schedule a visit
The Print Service is located in the Lipton Tea Building and
welcomes visitors to discuss their print requirements and to
enjoy a guided tour of the facility. The print estimators and
graphic designers are available to meet with you to understand
your projects and to discuss how you can get the most value
from your designs and print.
For more information go to: http://ar.utmb.edu/prt or call
409.772.5900.
Paper & Toner
UTMB’s Business Institutional Value Analysis
committee is currently in the process of
reviewing environmentally and cost efficient
options/programs for paper and toner. The
catalog items through the punch-out will be
limited to these options to help support the
initiatives set forth.
Paper Storage
The environment in which paper is stored affects its performance and lifespan. The two
main elements that affect paper are moisture and temperature. When storing your paper,
please keep the following tips in mind:
• Store paper in a place that replicates the environment of
where the print engine is located
• Do not store in a damp or unheated locations
• Do not store next to heating or overhead pipes
• Do not store opened packets near windows or in direct
sunlight
• Keep all paper in original wrappers and/or cartons until
required for use
• Keep all paper in original wrappers and/or cartons until
required for use
Paper Storage- Continued
• Reseal partly used packets and place back in the original
carton
• Store all paper on shelving or in cupboards
• Keep packet labels until you have exhausted the contents (in
case of performance issues- to give supplier batch number,
etc.)
• When loading printers/MFDs do not over fill the paper trays
• Fan apart all the sheets and load as per the instructions on
the packet
• Only open the required amount of packets to fill the
printer/MFD
Secure Print
The Secure Print function saves print jobs in the Secure Print User Box of the machine. Because the job is output only
by entering the ID and password from the control panel, it is helpful for outputting highly confidential documents.
1 Click to display the "Basic" tab.
2 Select "Output Method", down arrow, then "Secure Print".
3 Enter the ID and password. (Note: the Print Driver will remember these settings.)
Note: If you want to change your original ID or password, select the “User Setting” button just below the “Output
Method” and the original pop-up will appear so that you can change either one..
At the copier to print out your document on-demand
Select the “Menu” button, then “User Box”, System Tab on the left, then “Secure Print”. Enter your Document ID
•
and your Password that you created when you sent the document to the unit. Highlight your single document or
press “Select All”. Then select “Print” and “Start”.
Once printed the documents are printed they are deleted from the unit. Also, if, you do not retrieve the
•
document(s) ; they will be deleted after one day.
Number of Documents and Pages That Can Be Stored in the Boxes
•
Secure print is a feature of the System Box.
•
The number of documents and pages that can be stored in the boxes is as follows.
•
For User Boxes and System Boxes, one box can store up to 200 documents. However, the Memory RX User
Box can store up to 500 documents.
•
The User Boxes and System Boxes can store up to a total of 3000 documents.
•
The User Boxes and System Boxes can store up to a total of 10000 pages.
Who to contact?
For any questions regarding Print
Management or Konica Minolta
machines, please contact:
Amanda Toal
Process Systems Coordinator
Institutional Value Analysis
409-772-5330
antoal@utmb.edu