About IU Print's managed services program

On this page:

Overview
Contract Management
Device Management
Costs
Configuration options

Overview

Internal organizations at IU can join IU Print's managed services program to help secure their devices and reduce costs. If existing or new devices owned by a department meet vendor support requirements, those devices can be onboarded to IU Print at any time.

To request a quote for a new device, use the New Printer/Copier Request form.

To begin the process of onboarding existing devices, email printing@iu.edu.

Contract Management

IU Print has centrally managed maintenance contracts with the four major device vendors. If you enroll your supported device in Contract Management, you will receive service and support directly from the vendor, with no additional fees from IU Print; see Costs below. Automatic toner replenishment is also available from some vendors.

The contracted vendors are:

HP
Ricoh
Toshiba
Xerox

After you enroll in the program, you will be given maintenance contact information. Vendors also assign a service tag number for each device; these are required to obtain support.

Device Management

To simplify the printer installation process for your organization, IU Print has centrally managed print servers. Machines enrolled in the Device Management program are reconfigured to match our standard settings. This process may include disabling features already in use in your environment; please consult with IU Print if you're unsure.

Costs

Note:

Fees associated with IU Print's Device Management service were discontinued as of July 1, 2023. If you have questions regarding a bill received for an IU Print device, contact IU Copy Machines.

All vendor contracts managed by IU Print include a fee for the provided services per page, also known as a click rate. The specific rates vary by make, model, features, and toner (B/W or color). Your specific click rate will be provided during onboarding. Billing is processed in partnership with IU Copy Machines.

Configuration options

Machines enrolled in IU Print’s Device Management service can be used in one of three standard configurations. The costs remain the same, regardless of your chosen configuration. The information below applies only to print jobs; copy job costs vary based on the device owner.

Option A: Use only department-specific queues or BYOD package
- No one is charged at the device.
- Mobile Print features are unavailable.
- Standard IU BYOD queues cannot be used; a separate package is required.
- Access to queues is restricted to members of the device's security group.
Option B: Use only STC queues or student campus queues package
- Everyone is charged at the device, see Standard print/copy pricing.
- Mobile Print features are available.
- Standard IU BYOD queues can be used, see Install the IU Print BYOD Package.
- Access to queues is not restricted.
Option C: Use department queues and STC queues
- For jobs sent to STC queues or that use the student campus queue BYOD package:
  - Charges everyone at the device, see Standard print/copy pricing.
  - Mobile Print features are available.
  - Standard IU BYOD queues can be used, see Install the IU Print BYOD Package.
- For jobs sent to department queues or that use the department BYOD package:
  - No one is charged.
  - Mobile Print features are unavailable.
  - Standard IU BYOD queues cannot be used; a separate package is required.