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RIT Best Practices


To reduce the costs and increase efficiency through the optimization of our printer, copier, fax and scanning devices; RIT has entered into an agreement with Xerox. Included in this contract, RIT will receive equipment with greater capabilities and eliminate the need to procure outside services to produce large, complex print jobs. These changes will require everyone to think differently about the way we manage print output.

Purpose and Applicability

RIT recognizes that employees need to print documents in the course of doing their work. We also recognize our responsibility to discourage waste and to encourage cost effective and prudent use of all print resources. The purpose of this document is to establish uniform practices to manage all print output.

Best Practices

In addition to cost savings and efficiency gains, one of the primary benefits of implementing the Managed Print Services @ RIT (MPS) is that our employees will be more aware of, and better able to make, responsible print decisions.


All university employees are responsible to manage print usage and its associated costs.


The following MPS best practices document is applicable to all copiers, printers, scanners, and fax machines.

MPS Best Practices

  • Reduce Paper Usage/Green Printing
  • RIT’s preferred communication and storage method is electronic. Print only when there are legal, university or other essential business requirements.
  • Print all documents double-sided (duplex) to reduce paper and waste.
  • Minimize the use of fax machines. Scan and email documents and receive via email when possible. Faxing is more expensive than printing on multi-function devices (MFDs). There is no cost to scan a document. 
  • Print all documents directly to the MFDs located within your department. Due to the high cost per print, personal desktop printers should be eliminated.
  • Color Printing
  • Print in black and white whenever possible. Color printing costs much more than black and white. Use color for external presentations or communications only.
  • Print e-mail documents only in black and white.
  • Printing Cost Reduction
  • The MPS solution notification/recommendations for alternative printers will be selected to reduce output costs.
  • Utilizing The Hub Print & Copy Center
  • For documents requiring a large number of copies (greater than 100 pages), proof online, then print to the departmental multi-function device (MFD). If approved, direct the print to The Hub Print & Copy Center. Printing large numbers of documents or large documents at The Hub costs less than printing in your department.
  • Submission Time
  • Consider printing large jobs outside of regular office business hours (impressions greater than 50 pages submitted 9am to 5pm M-F). For documents requiring a large number of copies, direct the print to The Hub Print & Copy Center.
  • Internet Printing
  • Printing from the Internet is discouraged. When you need information from the Internet, save or print to a file. If you must print from the Internet, only print in black and white and use the following guidelines:
  • Do not print the background – If  you are printing a webpage using internet explorer, select Tools->Internet Options, select the 'Advanced' tab and in the 'Printing' section remove the check box in the 'print background colors and images' option.
  • Select only the area you want to print – If you do not want the whole document and need only a few paragraphs or a few pages then just select those paragraphs or pages and print them. To print selected paragraphs, select the paragraphs and then select File->Print and in the 'page range' section check the 'Selection' radio button.
  • Document Specific (e.g., Microsoft Word Document, Microsoft Excel Worksheet, Web Document, Text Document, Graphic Document, Adobe Acrobat Document, Rich Text Format, and Microsoft Visio Document etc.)
  • General
  • Set your print defaults to low or draft resolution and duplex.
  • Proofread, spell check and “print preview” documents on the computer before printing.
  • After proofing online, print one copy, review and then make additional copies using the duplex copy function.
  • Turn hard copy documents into electronic documents by scanning them.
  • Convert frequently distributed files into portable document files (PDFs).
  • To reduce network traffic and storage requirements zip all larger documents or groups of documents prior to emailing.
  • Reduce margins and font size on less important documents.
  • Reformat documents to reduce length and save a page.
  • Microsoft PowerPoint Presentations
  • PowerPoint presentations are often lengthy and require a large amount of network and printing resources to print.
  • Whenever possible, print in “outline” or “handout” mode with multiple pages on one page. 
  • Set your print defaults to low or draft resolution and duplex.
  • When presenting, decide which slides need a hard copy (if any).
  • Use live meeting to share presentations vs. email or handouts.
  • Use a projector in meetings and provide the PowerPoint file via email.
  • When designing PowerPoint presentations, use white backgrounds vs. dark - significantly less toner will be needed if printing is required.
  • Email Documents – Print in black and white only. Color printing of e-mails is discouraged.

Procurement Procedure

All requests to purchase office equipment including copiers, printers, scanners, fax machines, must be approved by Procurement Services (PSO). PSO will determine if equipment requests are aligned with business requirements and RIT office printing standards.


RIT’s goal is for all departments to be 100% aligned with these best practices. Compliance will be tracked on a monthly basis including:

  • Attainment of cost saving and efficiency goals  
  • Use of preferred supplier rather than any alternate office equipment suppliers
  • PSO’s approval of all office equipment


The RIT MPS Program Manager will review  monthly spend data using the following reports:

  • Employee to equipment ratios
  • Current cost savings versus previous expenditures