Please see the
Original Issuance Date: October 10, 2019
Last Revision Date: October 10, 2019
Effective Date: January 15, 2020
1. Policy Purpose
The purpose of this policy is to establish parameters for use of printers within the University of Wisconsin System Administration (UWSA). The policy establishes protocols to be followed in order to ensure that UWSA is operating printers in a cost-effective, environmentally friendly, and responsible manner.
2. Responsible UW System Officer
UW-Shared Services (UWSS) Director of Information Technology and Chief Information Officer
This policy applies to all University of Wisconsin System Administration units. This policy does not apply to UWSA staff located at and receiving local desktop support from entities other than UW-Shared Services.
In alignment with the Commitment to Operational Reform and Excellence, University of Wisconsin System Administration will limit which employees or consultants are authorized to use local printers versus network printers. This will help ensure that UWSA is using resources in a cost-effective manner while providing access to shared printers.
Local Printer: A printer that is usually located in an office and connected to one computer via a cable or via a private wireless network connection.
Network Printer: A printer that is in a shared space, connected to a wired or wireless network, and can be accessed by multiple computers at the same time.
6. Policy Statement
The use of network printers minimizes costs and reduces unnecessary printing for business or personal reasons, and therefore, is preferred for business work. The UW System President and Vice Presidents shall have the option to maintain a local printer. All other UWSA employees shall use network printers, unless granted an exception under this policy. Remote staff and staff that reside on UW campuses may also have local printers, but they may not receive UWSS IT support if they already receive local desktop support from entities other than UW-Shared Services. Exceptions to this policy must be approved by the Vice President for Administration. Please see Section 6.C for more information regarding exceptions.
A. Printer Usage
All printer usage should follow Regent Policy Document 25-3, Acceptable Use of Information Technology Resources.
B. Confidential Printing
Network printers will be equipped with a security system for printing confidential documents. If an employee that uses a network printer needs to print a confidential document, they should utilize the security system and go to the network printer immediately.
The UWSS Director of Information Technology and Chief Information Officer will be responsible for maintaining an inventory of local and network printers. When there is a local printer in the office of an employee, other than the UW System President or Vice Presidents, who has not been granted an exception, UWSS IT will be responsible for the expeditious removal and disposal of local printers using cost-effective and environmentally friendly methods.
Departments are responsible for providing both supplies (e.g. paper, toner, etc.) and routine maintenance for network and local printers, unless otherwise noted in this policy.
Departments can purchase local printers for remote staff or staff that reside on UW campuses. However, UWSS IT will not support these printers if they already receive local desktop support from entities other than UW-Shared Services.
If the Vice President for Administration approves an exception to this policy and allows for a UWSA employee to maintain a local printer, the employee will be offered a standard local printer supported by UWSS IT, with supplies purchased by the department. If the employee selects a local printer other than the standardized version, the employee’s department will be responsible for cost, maintenance, and disposal of the local printer, as well as associated supplies.
7. Related Documents
8. Policy History
First approved: October 10, 2019
9. Scheduled History