Copiers
The Boston University Ricoh (formerly known as Ikon Office Systems) copier program delivers these benefits to the University:- Latest technology in multi-functional printing devices
- Defined installation processes
- Coordination with BU internal desktop support
- Data security
- Sustainable environmental initiatives
- Lower total cost
Getting Started
Refer to this link to view the steps for a successful copier installation www.bu.edu/sourcing/how2buy/copiers/steps-for-a-successful-copier-installation.
Ordering Method
Copiers that are leased or purchased are ordered through the SAP SRM system. Leases are non-cancellable for their full term. Financial commitments onshopping carts for copier leases must be approved for the full dollar amount of the entire lease term. Shopping carts for copier purchases must be approved for the full purchase price plus the first full year of service and supplies.
Which Model, What is the Cost?
Contact the appropriate Ricoh account representative for your campus to discuss your copier requirements. The account representative will discuss your options and provide you with a quotation for the cost of the equipment plus associated maintenance and supply costs. The quote will also provide maximum space, weight and power requirements for the particular model.
For the Charles River Campus, contact Richie LaCroix at 617-438-0038 or rlacroix@ricoh-usa.com
For the Medical Campus, contact Joel Brody at 617-719-8354 or jbrody@ricoh-usa.com
Network Information
If your copier will be networked for printing and scanning, you must complete the “Copier Pre-installation Network Survey” located at www.bu.edu/sourcing/how2buy/copiers/copier-pre-installation-network-survey. This form must be submitted if you are replacing an existing copier or ordering a new copier. Complete this form with the aid of your BU IT Specialist. BU Sourcing cannot order your networked copier without this information. You do not need to complete this form if your copier will not be networked and only used for copying and faxing. You should also review the Ricoh quotation with your IT Specialist prior to ordering, as he/she may have questions or suggestions.
If you do not have a designated IT specialist, for the Charles River Campus you can email Distributed Computing Services at UIS-CopierHelp@bu.edu for assistance. Departments on the Medical Campus should contact the Help Desk at bumchelp@bu.edu.
Copiers can be equipped with various networked features. Networked printing allows you to print documents from your desktop system. A variety of Ricoh specific printer drivers are available for installation within your environment. Windows, Macintosh, and Unix/Linux systems are supported. Networked scanning allows you to email documents or store them to a network folder. Short-cut buttons can be created to simplify network scanning to folders. This feature utilizes the University’s Active Directory Service. As a matter of University policy, you cannot share your login credentials (i.e. passwords) with another individual. Therefore, users must be available to meet with the IT Specialist to enter their credentials during this set-up process. Four digit personal identification numbers (PINs) must be associated to user’s short-cut buttons.
Ricoh network technicians will provide training for this set-up procedure. Any additional questions or concerns regarding this set-up procedure should be directed to Distributed Computing Services at UIS-CopierHelp@bu.edu on the Charles River Campus or to the Help Desk at the Medical Campus at bumchelp@bu.edu or 638-5914.
If more advanced scanning is required, Ricoh can provide other more robust solutions for an additional cost.
Data Security
To increase data security, as standard configuration, all copiers installed with hard drives will be equipped with hard drive encryption and Data Overwrite Security. These features encrypt all information stored on the hard disk of the copier and auto erase data that is temporarily stored on the hard disk. When a copier so equipped is returned at the end of the lease, there is no need to erase or remove the hard disk.
Space and Electrical Requirements
It is the requestor’s responsibility to confirm that the installation site is adequate and that there is sufficient electrical wiring to accommodate the equipment. Factors such as size, heat generated, noise generated and ventilation must be considered. Refer to the Ricoh quotation for space, weight and power requirements for your specific model. Copiers should not be installed in closets or areas lacking mechanical ventilation. Questions about electrical updates for Charles River Campus should be directed to Facilities at 353-9154 and for the Medical Campus to Facilities at 638-4211.
Installation and Training
Ricoh will contact you to arrange the installation date. Networked copiers will require coordination with your IT Specialist for installation. BU IT Specialists will install required print drivers, set-up the scanning function according to the protocol mentioned above and confirm that all features are in good working order.
If job accounting is desired (tracking copies per user), inform Ricoh to enable this feature during installation. Ricoh will not load names and PINs but they will demonstrate how to load this information.
Our installation goal is to have Ricoh accomplish their portion of the installation during one service call, including training the administrator on all of the features. For networked copiers that will utilize the short cut button protocol for scanning to folders, Administrators must inform co-workers of the need to coordinate setting up their access with the BU IT Specialist. Documents can be scanned to email addresses any time after the copier is installed by Ricoh.
Ricoh is required to review features and capabilities and provide group training on all model copiers they install and service. Be sure to set up this group training and invite your co-workers to the training session.
Service and Supplies
When you lease or purchase a copier, you are required to purchase service support for the copier. Service agreements with Ricoh include all parts, labor and supplies such as toner and staples. The only supply that you will have to purchase for your copier is paper.
Ricoh will provide you with a toll free number to call for supplies and service. Meter readings are required to order supplies.
Ground shipment of supplies is included at no additional charge. Please order replacement toner as you put the last toner in the copier. This will provide ample time for the new toner to arrive via ground shipment. The contract does not allow you to order ‘extra’ toner to have spare toners awaiting possible use. Ricoh will expedite toner as needed, but you will pay for the overnight delivery charges, which could be costly.
Buyer Beware!
Boston University is sometimes a target for toner scams. The scamming companies pose as suppliers such as Ricoh and as BU departments such as IT. They call to solicit orders or to ask you to help take unwanted toner off their hands. If someone other than your known Ricoh account representative is soliciting sales and service, you have every right to refuse the order or service and report the event to Sourcing & Procurement. Ricoh will never call you to solicit toner orders.
Recycling Toner Cartridges
Ricoh toner cartridges are conveniently recyclable. You can dispose of the used toner cartridges in most plastic recycle containers.
Save Trees and Save Money
Ricoh has been directed to install all new copiers to default to double-sided copying in support of Boston University’s sustainability initiatives. Printer drivers used for networked printing must also have their default set to double side printing by the BU IT Specialists. An added benefit from this initiative is the cost savings derived from using less paper.
Exceptions
Purchase/lease of a non-Ricoh copier is by technical exception only and will require approval of senior IT management due to security and network integration requirements.
Non Ricoh lease and legal terms will also require additional sign-off from a senior BU financial officer and the Office of the General Counsel.