Copier Management Program

Order or Replacing a Copier

Requests for new copiers and upgrading of copiers will be reviewed and approved by the Print Center and then sent to Purchasing for final approval.

New copiers are on a five year lease program and the Print Center will contact the department when the lease is up to replace the copier. If you find it necessary to upgrade before the lease is up please contact us.

How to Order or Replace an Existing Copier

1. The department will be contacted for information on specifications and annual volume for the copier.
2. The vendors will send Print Center pricing and a recommendation of copier models that best meets the department needs.
3. The vendors will contact the department to set up demo times. All demos are held at the vendor site.
4. After attending the demos, Print Center will meet with the department and discuss pricing and copier specifications. An evaluation form needs to be filled out with copier choice, and sent back to Print Center.
5. This will be reviewed and approved by Print Center and the Purchasing Department. Once the approval is met, Print Center will contact vendors and the department of copier choice.
6. When the copier gets installed the existing copier will be picked up by the vendor. The satellite copiers are leased through selected vendors and will not be on UND's inventory as the vendors carry the insurance.

Never move a copier!

The vendor that services your copier is the only one that can move the copier. If someone other than the vendor moves the copier and it gets damaged, the repair or cleaning (due to spilled toner) will not be covered under the maintenance agreement. Requests to move a copier should be directed to Print Center.

Copier Issues Help

Many routine problems, paper jams, etc. may be resolved by office staff. The vendors provide on-going operator instruction as a condition of their agreement with the university.

If you have new staff, or any staff members who would like a refresher training on your copier's operations, please contact Sherri Brossart.

UND Print Center, the department in charge of all campus copiers, has provided the following information as a reminder for the process to be used if you need to make a service call for your copy machine:

Option 1: Call Print Center

Call us if need a service call on your copier. Please provide the following information when calling in a copier. If no one is available, someone in the office will check voice mail and call in a service call.

• UND minor equipment tag number
• ID or serial number on copier (if applicable)
• Make/model of copier
• Department name
• Contact person and phone number
• Location and room number of copier
• Detail of the service call

Option 2: Contact Vendor

Call or email the vendor. The vendor and I.D. or serial number of the copier should be located on the front of your machine. You will be asked for your I.D. or serial number and to describe the problems you are experiencing with your copier.

If you call in your service order this way, you must then email sherri.brossart@UND.edu with details on your service call.

If you want to be set up for online services with the vendors please call us.

Beware of Toner Pirates

Beware of "Toner Pirates" who call and try to convince you that you need to purchase toner/supplies for your copiers. Toner, stapler, ect., and maintenance are always included in your lease agreement and supplied by the contracted vendor. Please refer these phone calls to Sherri Brossart.

Copier Paper

Paper is used for only for the satellite copier. If you need paper for your printers it is available for purchase through facilities or a vendor of choice.

• For all white paper orders for the departments satellite copier leased through Print Center, please call us.
• Paper will be delivered via Campus Mail Center within 2 days.
• The paper for copiers is monitored closely by Print Center.

Ordering Paper

When ordering paper please provide the following information:

• UND minor equipment tag number
• Department name
• Contact person and phone number
• Physical address (including room number that you want the paper to go to)

Copier Supplies

It takes approximately 2-3 days to get another toner delivered to your office.

Each departmental copier should have an extra (black) toner cartridge on hand at all times. When the last toner is replaced please call us.

When ordering supplies (black and color toner, staples, waste containers, etc.) please provide the following information:

• UND minor equipment tag number
• Make/model of copier
• I.D. or serial number of copier
• Department name
• Contact person ordering and phone number
• Physical address (including room number of copier)

Extra toner for satellite copiers are not kept on hand and are ordered through the vendors. It take approximately 2-3 days to get another toner delivered to your office.

Monthly Copier Reports

Satellite copier reports are due on the 15th of each month and can be emailed to sherri.brossart@UND.edu or faxed to 701.777.6068.

• The department in charge of the copier is responsible for completing these monthly forms and sending them by the 15th of the month.
• Keep written instructions on how to fill out this form. Make any changes on this form and note the changes made when sending in the form.