Photocopier and Multi-functional Devices
This policy provides guidance for departments on acquisition of photocopiers and multi-function devices through University preferred contracts administered through Columbia University Print Services. This policy also outlines security requirements that are best met through utilization of the preferred University contract.
Reasons for the Policy
This policy provides clear direction on sourcing of photocopiers and multi-function devices; ensures sourcing through vetted supplies; meets CUIT's stringent security protocols.
Primary Guidance to Which This Policy Responds
This policy responds to best practices relative to the acquisition of goods/services through the use of University-Wide Preferred Agreements. It also responds to the University Data Sanitization/Disposal of Electronic Equipment Policy
Responsible University Office & Officer
Responsible University Offices: Procurement Services – Purchasing, Print Services
Responsible University Officers: AVP, Procurement Services, AVP, Administrative Services-Print
Who Is Governed By This Policy
This policy applies to all University employees, or those working on behalf of the University, who are authorized to purchase goods and services for their department or school using government, grant or University funds
Who Should Know This Policy
All University employees who direct, make or approve procurement decisions should be familiar with the requirements within this policy. In addition, staff within Finance, Business Services and CUIT who review and approve procurement decisions, or administer security policies, should also know this policy.
Exclusions & Special Situations
Not Applicable
Columbia University strongly recommends that departments lease or purchase photocopiers or multi-function devices that print, photocopy, scan, email and fax. Further, it is strongly recommended that any leases/purchases for multi-function devices or photocopiers are done through the University’s Print Services department, which manages a University-wide program for multi-function devices and photocopiers.
Note that leasing can ensure easier replacement and less interruption in service, while also making repair/maintenance and machine peripheral costs more predictable and often less expensive than they would be with a purchased machine.
Another benefit of utilizing a preferred vendor and University-wide Purchasing Agreement is that the equipment provided through these vendor agreements includes required security functionality, specifically Hard Drive Data Wiping Software and a Data Overwrite Security System. Any department that does not utilize a preferred vendor and University-wide Purchasing Agreement in the leasing or purchasing of a copier or multi-function device remains obligated to ensure that any machine they lease or purchase meets the requirements for Hard Drive Data Wiping Software and a Data Overwrite Security System. A link to further information on these security requirements is included in the appendix to this policy.
Contacts
Miguel A. Pagan, Assistant Vice President, 212-854-3233
Administrative Services [email protected]
Print Services Website - Print.columbia.edu/content/copier-program
Hugh A. Horowitz, AVP, Procurement Services
Purchasing Operations (212) 854-4111
UwPA Process
Data Sanitization/Disposal of Electronic Equipment Policy http://policylibrary.columbia.edu/data-sanitizationdisposal-electronic-equipment-policy