Print services policy

Policy

Final | December 2012 | v1.0.0 | PUBLIC | QGCIO

Policy

This Queensland Government Enterprise Architecture (QGEA) policy states the government’s intent to appropriately manage and optimise ICT operational costs associated with print services.

For the purposes of this policy, print services relate to office printing on any printing device including desktop printers, multi-function devices (MFDs) and imaging devices e.g. facsimiles and photocopiers.

Policy statement

The Queensland Government will optimise costs associated with print services.

Policy benefits

Queensland Government departments can obtain significant financial benefits from appropriately managing and optimising costs associated with print services. A centralised management approach to print services also allows greater visibility and control of print costs and reduces duplication in business processes.

Applicability

This policy applies to all Queensland Government departments.

Policy requirements

Policy requirement 1:  Departments must assign responsibilities to a single senior level officer for the management and coordination of print services

The active management of printing services through a single point of contact will ensure that departments can derive maximum cost savings. Central print service responsibilities must include:

  • ensuring executive sponsorship and support is gained
  • ensuring all entities within the department work together to optimise costs
  • centralisation of the print service budget
  • consolidation of purchases across the department, including price negotiation with vendors – exclusions apply to situations where centralised purchasing would not be cost effective (e.g. remote locations)
  • centrally tracking and monitoring print service costs.

Policy requirement 2:  Departments must optimise settings on all print devices

There are simple printer device settings which can facilitate immediate realisation of cost benefits. At a minimum, departments must default all print devices to:

  • monochrome
  • double sided printing
  • draft print quality with toner saving settings.

For devices whose primary purpose is specialised printing (e.g. publications, maps etc.), and the above setting are impossible and/or impractical, agencies must ensure that these devices are not used by employees for general printing purposes.

Policy requirement 3:  Departments must actively manage printing volume

Departments must actively manage total printing volume and ensure that colour printing is minimised. Colour printing is more expensive than black and white printing due to the cost of toners.

Advice

Refer to the Print services guideline for further information on strategies and processes to optimise print services within Queensland Government departments.

Issue and review

Version: v1.0.0
Issue date: 20 December 2012
Next review date: December 2014

This QGEA policy is published within the QGEA which is administered by the Queensland Government Chief Information Office (QGCIO). It was developed by the QGCIO and approved by the Queensland Government Chief Information Officer.

Implementation

This policy comes into effect from the issue date.

Reporting requirements

This policy has specific reporting requirements. Agencies must submit, to the QGCIO:

Reporting requirment

Due date

Data relating to print services as per the ICT profiling standard.As per IS2 timelines

* Due dates may change depending on government commitments and priorities at the time.


Last Reviewed: 20 December 2012

Related

Events

  • There are currently no related items.

News

  • There are currently no related items.