Print services policy


Final | April 2019 | v2.0.1 | OFFICIAL - Public| QGCDG


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.


This policy applies to all Queensland Government departments (as defined by the Public Service Act 2008). Accountable officers (not already in scope of the Public Service Act 2008) and statutory bodies under the Financial and Performance Management Standard 2019 must have regard to this policy in the context of internal controls, financial information management systems and risk management. Please see the Applicability of the QGEA for further information.

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 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 colour printing is minimised. Colour printing is more expensive than black and white printing due to the cost of toners.


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: v2.0.2
Issue date: 9 April 2019
Next review date: April 2021

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


This policy comes into effect from the issue date.

Departments can utilise ICTSS.14.04 SOA Print and Imaging as a Service (PIaaS) which is a standing offer arrangement for the supply of digital and offset printed products and associated services.

Last Reviewed: 17 April 2019