Information Technology Standard 11.1.0

Copy & Duplication Device Leasing & Purchasing Standard

Date of Current Revision or Creation: October 1, 2021

The purpose of an Information Technology Standard is to specify requirements for compliance with Old Dominion University Information Technology policies, other University policies, as well as applicable laws and regulations. Standards may include business principles, best practices, technical standards, migration and implementation strategies, that direct the design, deployment and management of information technology.

Purpose

The purpose of this compliance standard is to outline the conditions for the lease or purchase of copier-duplicator equipment.

Definitions

Monarch Print is a cost recovery operation under the supervision of Information Technology Services.

Multifunctional Printers (MFP) are devices that combine network printing, copying, scanning, faxing, or any combination of these functions into a single system for use by university departments.

Standards Statement

Monarch Print is the organizational unit responsible for providing services and products for University copy, scan and duplication needs.

Departments are not authorized to acquire, lease, or operate multi-functional equipment without prior written approval of the Director of Network Services in Information Technology Services.

Such authorization will be granted only if the proposed equipment can be justified to facilitate identified needs that existing devices or contract fail to meet. In addition, the loss of volume to Monarch Printing resulting from departmental operation of equipment cannot jeopardize the ability of Monarch Print to provide services to other departments on a self-supporting basis.

Desktop printing devices are not managed by Monarch Print and are not covered by this standard.

The central service, Monarch Print, comes under the supervision of the Information Technology Services. ITS is responsible for the coordination, implementation, and approval of any service or equipment that requires connection to the University's telecommunications and network infrastructure. Unauthorized equipment may not be connected.

EXCEPTION:

Authorization is granted in advance for multifunctional printers that have been specifically identified and funded for procurement through a grant program. To request an exception, please submit an MFP Exception Form available from ITS.

Procedures, Guidelines & Other Related Information

• Monarch Print Web Site

History