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Managed Printing changes occurring now through June

graphic for Information Technology Services, white letters on blue background with gold diagonal

Between now and June 30, Information Technology Services will be contacting WVU building supervisors about plans to remove old printer-copiers as part of the Managed Printing program. This initiative has been underway for several months, with changes already completed at the Beckley and Keyser campuses and some smaller WVU buildings.

As announced in April 2023 and October 2023, Managed Printing saves WVU money, and improves flexibility and security for faculty and staff by eliminating the risk that sensitive or confidential information sits unattended in a public location. Files sent from a computer to a printer-copier will remain in a secure electronic queue until the employee taps their ID card to release the job from any managed printer. Your ID card will be associated with your department’s funding string.

Desktop printers are no longer permitted unless you have an approved exception from ITS. Review Frequently Asked Questions about Managed Printing to learn more. A WVU Login is required.

When WVU announced this program, there were about 900 multi-function devices in use across the University system. That number will be significantly reduced as part of this cost-savings program, and no unit should expect a one-for-one replacement.

Your building supervisor will be notified with specific printer locations closer to each location’s installation date. ITS cannot provide that information now, but will give as much notice as possible to building supervisors. To ensure effective collaboration within a particular building, each occupying unit may want to select a primary contact to work with your building supervisor.

The initial device installations will be based on historical volume. As needs are identified and ongoing usage data is reviewed, ITS may reduce or expand locations. However, this would occur only after all Managed Print devices have been deployed across the WVU system, including to all county Extension offices. Most Extension offices will have a single printer, assuming they have enough volume to support one.

These new printers will be assigned to buildings, not schools or departments. The new devices will be placed strategically, with enough capacity to support all users near that location. Once your department provides ITS with funding information, individual employees will be able to use any Managed Printing device in any WVU building.

ITS will send each department a monthly invoice showing the amount of usage for each person associated with that funding string. Departments will then need to process those invoices in Mountaineer Marketplace for the remainder of this fiscal year. Under the new WVU budget model that begins July 1, these Administrative Support Unit costs will be centrally funded.