Cutting Departmental Expenses Print, Copy, and Mail Opportunities

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Items for Discussion. Serving the University needsCurrent University copy processesCopy CentersDigital PressMailing Services. Serving Our University Community. General StoresPrinting ServicesDigital Print ServicesCopy CentersMailing Services. General Stores. PaperToner expenses. Campus Printing Options.

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Cutting Departmental Expenses Print, Copy, and Mail Opportunities

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1. Cutting Departmental Expenses Print, Copy, and Mail Opportunities Presented by Chris Kula, Manager Central Mail Services & University Copy Centers

2. Items for Discussion Serving the University needs Current University copy processes Copy Centers Digital Press Mailing Services Copy Centers Digital Press Mailing Services Copy Centers Digital Press Mailing Services

3. Serving Our University Community General Stores Printing Services Digital Print Services Copy Centers Mailing Services

4. General Stores Paper Toner expenses 80% of 8˝ x 11 used is recycled Xerox brand purchased on Regents’ contract Over 300,000 reams per year Most ordered items on OfficeMax contract – Top 45 of 50 Expensive, consider reconditioned toners, as there have been many quality improvements over the years and can offer considerable savings. Contact Gary Anderson at General Stores for more information….. or use the Copy Centers 80% of 8˝ x 11 used is recycled Xerox brand purchased on Regents’ contract Over 300,000 reams per year Most ordered items on OfficeMax contract – Top 45 of 50 Expensive, consider reconditioned toners, as there have been many quality improvements over the years and can offer considerable savings. Contact Gary Anderson at General Stores for more information….. or use the Copy Centers

5. Campus Printing Options Desktop printing “Community printer” Copy Centers Desk Top: Paper issuances have been stable for the past several years, while the work done by Copy Centers has decreased, which means that the cost per copy on campus is up significantly. Expensive Toner cartridges Maintenance Reliability Convenience vs. cost efficient Community Printer Less expensive Maintenance supplies paper Convenience vs. cost efficient Copy Centers – best choice for one-stop shopping Desk Top: Paper issuances have been stable for the past several years, while the work done by Copy Centers has decreased, which means that the cost per copy on campus is up significantly. Expensive Toner cartridges Maintenance Reliability Convenience vs. cost efficient Community Printer Less expensive Maintenance supplies paper Convenience vs. cost efficient Copy Centers – best choice for one-stop shopping

6. Campus Printing… things to consider Purchase price of printers Supply costs Labor costs *Time and production vs. convenience* Brands Volumes Life expectancy Number of printers within department Paper – cost per sheet Recycled Virgin Loading paper; clearing paper jams Ordering, stocking, replacing toner and supplies Cleaning machine Brands Volumes Life expectancy Number of printers within department Paper – cost per sheet Recycled Virgin Loading paper; clearing paper jams Ordering, stocking, replacing toner and supplies Cleaning machine

7. Campus Printing – Cost per Copy Program Cost per Copy Program Allows a department to spread the cost of the copier over a five-year period. The Cost per Copy Program charges a flat rate per copy that includes the rental of the machine and the service contract. Each copier model has a set minimum number of copies per month that you will be charged for. Size copier for usage

8. Campus Printing Needs Assessment Factors Average number of copies per month/year Identify the type of copy jobs done routinely Identify special features that may be needed Single original jobs 3-hole punch jobs Multi-page original jobs Duplex jobs Stapled set jobs Collated jobs Color Jobs Duplex jobs Any other jobs Single original jobs 3-hole punch jobs Multi-page original jobs Duplex jobs Stapled set jobs Collated jobs Color Jobs Duplex jobs Any other jobs

9. University Copy Centers Full-service printing and copying Five locations on campus Copy Center #2 – Mossman Business Services Building Copy Center #3 – Pappajohn Business Building Copy Center #5 – Med Labs Building Copy Center#7 – Iowa Memorial Union Copy Center #10 – Boyd Law Building

10. Copy, Print Services Offered Archiving CD burning Collating Color copying Copying Finishing Folding GBC spiral punching and binding High-speed digital scanning Network file transfer Paper shredding Perfect binding Shrink wrapping Stapling Variable data printing – Copy Centers and digital press

11. Variable Data Printing - VDP One of many developments in document technology. Merges documents with unique characteristics. Similar to mail merge but allows for more variability. Credit-card applications and fundraising letters. One of the newest developments in document technology. We can provide service in Copy Centers and on our new Digital Press. VDP merges a static document design with information from a data base to produce multiple similar documents, with each having unique characteristics. Similar to mail merge but allows for more variability within individual documents. Common uses of variable printing you may recognize are credit-card applications and fundraising letters that arrive by mail at your home. VDP is known by many names: customized printing or publishing, database publishing, personalized printing or publishing, variable information printing, and variable-data publishing. Essentially, they all mean the same thing.One of the newest developments in document technology. We can provide service in Copy Centers and on our new Digital Press. VDP merges a static document design with information from a data base to produce multiple similar documents, with each having unique characteristics. Similar to mail merge but allows for more variability within individual documents. Common uses of variable printing you may recognize are credit-card applications and fundraising letters that arrive by mail at your home. VDP is known by many names: customized printing or publishing, database publishing, personalized printing or publishing, variable information printing, and variable-data publishing. Essentially, they all mean the same thing.

12. Cost per Copy Comparisons Desktop copies can cost as much as $.82 per page “Community printers” cost per copy averages $.10 per page Copy Centers cost per page is $.04 per page (black-and-white) Color copies 1-100 - 59˘ 101-249 - 54˘ more than 250 - 49˘ Depending upon coverage, desktop copies can cost as much as $.82 per page “Community printers” cost per copy averages $.10 per page Copy Centers cost per page is $.04 per page (black-and-white) Color copies 1-100 - 59˘ 101-249 - 54˘ more than 250 - 49˘ Depending upon coverage, desktop copies can cost as much as $.82 per page “Community printers” cost per copy averages $.10 per page Copy Centers cost per page is $.04 per page (black-and-white) Color copies 1-100 - 59˘ 101-249 - 54˘ more than 250 - 49˘

13. University Copy Centers Changing to meet the University community’s needs Technology changes Copy Center Upgrades Marketing Strategies Replacing DocuTech equipment – new smaller, high quality printers. Fighter Jet analogy IMU – Current Copy Center converting to retail store operation IMU Copy Center – “The Copy Hawk” Replacing DocuTech equipment – new smaller, high quality printers. Fighter Jet analogy IMU – Current Copy Center converting to retail store operation IMU Copy Center – “The Copy Hawk”

14. Digital Press HP Indigo produces high-quality color documents Quality and color range of offset printing Prints crisp, high-definition text and images Variable data printing Can hand out samplesCan hand out samples

15. Central Mail Services Bulk mail Campus mail Mail metering & Shipping

16. Mailing Services Offered Address list cleansing Address forwarding Folding Hand inserting Inkjet services – automated addressing Labeling Machine inserting Metering Sealing Tabbing

17. Mailpiece Design & Postage Rates STRICT USPS changes in 2007

18. Printing & Mailing Education We are here to help and educate Staff development classes Departmental mailing presentations Provide “one-on-one” solutions Internal Customer Service Representatives Printing Copy Centers Digital color press Mailing Services (External vendors try to provide solutions, but they also want to sell. We do not want outside vendors attempting to provide printing solutions to campus.) I DON’T KNOW ABOUT THIS FIRST SENTENCE. We can all be more aware of print costs and rationally choose the most economical way to print. With our help, your department can make a logical decision based upon the scope of the project, the type/weight/color of paper used, design, and also plan for mailing the project at the design phase. Might talk about examples of bad design that have caused increased prices or mailing problems. Provide “one-on-one” solutions Internal Customer Service Representatives Printing Copy Centers Digital color press Mailing Services (External vendors try to provide solutions, but they also want to sell. We do not want outside vendors attempting to provide printing solutions to campus.) I DON’T KNOW ABOUT THIS FIRST SENTENCE. We can all be more aware of print costs and rationally choose the most economical way to print. With our help, your department can make a logical decision based upon the scope of the project, the type/weight/color of paper used, design, and also plan for mailing the project at the design phase. Might talk about examples of bad design that have caused increased prices or mailing problems.

19. Summary of Opportunities Reduce/Eliminate desktop printers Utilize “Community Printers” Utilize Copy Centers Utilize Printing and Digital Press Utilize Central Mail Services Reduce departmental desktop printers Expensive Utilize “Community Printers” May be less expensive Look to Copy Centers and other printing functions to save money Full-service copy and print operations Look to digital press for your color printing Full range of color printing applications Look to Central Mail for the most cost-effective way to mail Full-service mailing operation Postage and labor savings Save money by consulting with our departments, from design to print to mail CONTACT US, WE CAN MAKE PRINTING AND MAILING EASIER AND ALSO SAVE YOU MONEY!Reduce departmental desktop printers Expensive Utilize “Community Printers” May be less expensive Look to Copy Centers and other printing functions to save money Full-service copy and print operations Look to digital press for your color printing Full range of color printing applications Look to Central Mail for the most cost-effective way to mail Full-service mailing operation Postage and labor savings Save money by consulting with our departments, from design to print to mail CONTACT US, WE CAN MAKE PRINTING AND MAILING EASIER AND ALSO SAVE YOU MONEY!

20. Questions???

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