Managed print system is saving money and trees

More than $1,200 and 1.6 trees in unclaimed printing have been saved since the University of North Georgia (UNG) switched to a managed print system in August.

"We estimate that we will probably record about $100,000 in savings after a year," Dr. Steve McLeod, chief information officer at UNG, said. "Previously, we have spent between $190,000 and $200,000 for print jobs for students in a year. So there is potential for a significant amount of savings."

The managed print system saves UNG money by requiring students to follow a few easy steps. First, students send their print job to the printing queue. Second, students arrive at the machine and swipe their Nighthawk ID card (or enter their network login and password) to select their job from the queue. Finally, they hit print.

"This has made a big difference in the amount of printed pages that we have saved," McLeod said. "Before, students often would print jobs and never pick up the paper."

From Aug. 23 to Oct. 5, Information Technology (IT) Services has reported 24,461 pieces of paper were never printed.

Austina M. Jordan, head of access services and library faculty member at UNG, agreed.

"From my perspective, this new system is doing what it is designed to do," she said. "Students have to go to the machine to make it print, and that is cutting down on paper left on the printer."

Managed print conserves energy because the machines are more efficient and are not continually printing jobs. IT estimates the electrical equivalent of 10,724 light bulb hours has been saved so far.

"This is a step to becoming a more sustainable university, too," McLeod said.

The financial savings will return to the students' technology fund, which is supplied through the technology fee. McLeod said it will help the budget's bottom line.

"Money will be available in the student technology budget for other things," he said.

Another benefit for students is the free scan-to-email feature.

"Students can go to the managed print machines, scan in a document and send it directly to their email. They didn't have that option before," McLeod said. "Now they do at no charge."

Students can also send their print job from one location or campus and pick it up at another location or campus as long as the location has a print release station.

IT could use that capability as a stepping-stone for future improvements.

"We hope to offer students the function to print from their mobile devices," McLeod said. "We will start with student laptops on UNG's network and go from there."

IT Services plans to introduce managed print to UNG staff in the spring.

"We will develop a pilot program for a few offices next semester, and plan to implement it by the end of the semester," McLeod said. "Then we will focus on developing it for academic departments, some of which have unique printing needs."