Printers and copiers documented
178devices
Colleges & Universities
Bring a decentralized print environment into one clear view.
Higher-education print environments often span academic departments, administrative offices, libraries, student services and multiple buildings or campuses, with equipment, agreements, service and costs managed across different budgets and stakeholders. Revolution Office helps institutions understand the entire environment and manage it as a more coordinated program.
Campus-wide visibility. Department-level accountability. Less complexity for IT, finance and procurement.
Higher Education in Practice
What the assessment uncovered at Biola University.
Biola University
Aging console devices prioritized for replacement
13console devices
Biola University
Age of the oldest device found in service
22years in service
What We Find
Why higher-education print environments become difficult to manage.
Colleges and universities are naturally decentralized. Departments, schools and administrative groups have different users, budgets, workflows and technology requirements. Over time, that can create a print environment that is difficult to see and manage as a whole.
01
Decentralized Purchasing and Ownership
Devices and agreements may be acquired independently across departments, schools and administrative units, creating limited institution-wide visibility.
02
Too Many Models, Ages and Configurations
Equipment added over many years can create a complex mix of manufacturers, models, drivers, supplies and service requirements.
03
Uneven Utilization
Some devices carry significant volume while others remain underused because placement and capacity have not been reevaluated as requirements changed.
04
Fragmented Cost and Billing Data
Finance and procurement may have difficulty reconciling equipment, service, supplies and usage across departments and cost centers.
05
Sensitive Information at Shared Devices
Student, employee, financial and other sensitive information can move through shared print and scan devices that should be considered within the institution’s broader security strategy.
06
Print Administration Falling to IT
Driver management, device issues, supplies and service coordination can consume technology resources that have more strategic priorities.
One Environment. Multiple Stakeholders.
IT, finance, procurement and departments need the same picture.
Print affects different parts of the institution in different ways. The Managed Print Assessment creates a common set of data that stakeholders can use to evaluate the environment together.
Information Technology
- Device and driver standardization
- Security
- Support requirements
- Print infrastructure
- Reduced administrative burden
Finance
- Total operating cost
- Budget visibility
- Lease obligations
- Cost allocation
- Financial comparison
Procurement
- Vendor consolidation
- Contract visibility
- Technology standards
- Lifecycle strategy
- Purchasing consistency
Departments
- Appropriate device access
- Reliable service
- Simplified supplies
- Workflow requirements
- Clear accountability
What Changes
A print environment managed as one coordinated program.
One coordinated strategy across the print environment.
Campus-Wide Visibility
Create a documented view of devices, utilization, costs, agreements and performance across the environment.
Right-Sized Technology
Retain, relocate, consolidate or replace equipment based on actual utilization, workflow, reliability and institutional requirements.
Greater Standardization
Reduce unnecessary variation in equipment, supplies, drivers and support where standardization improves the environment.
Department-Level Accountability
Use reporting and cost-center structures to provide greater visibility into usage and costs by department, location or other appropriate organizational structure.
Less Administration for IT
Automate monitoring, meter collection and supply management while centralizing service coordination.
Stronger Print Management & Security
Evaluate authentication, secure release, print policies and reporting based on the institution’s users, infrastructure and security requirements.
Ongoing Lifecycle Management
Continue reviewing utilization, reliability, cost and device age so the environment evolves with the institution instead of becoming fragmented again.
A Phased Approach
Not every device needs to change at once.
The assessment determines where action is most important and where existing technology can continue to serve the institution. At Biola University, the findings across a 178-device environment supported a phased strategy that prioritized 13 aging console devices while allowing the broader fleet to be optimized over time.
The objective is not to replace everything. It is to build the right transition plan from the environment you already have.
Visibility & Accountability
See the institution as a whole, and the departments within it.
A centralized managed program does not mean losing departmental visibility. Reporting can provide leadership with an institution-wide view while allowing appropriate analysis by department, building, device or cost center.
Potential reporting areas:
- Device inventory
- Print volume
- Utilization
- Service performance
- Supply activity
- Department/location
- Cost allocation where configured
- Lifecycle status
Revolution Office can consolidate device, meter, service and billing information into a more transparent reporting structure, making it easier for finance and procurement to understand and reconcile the managed environment.
Print Management & Security
Shared print devices are part of the campus technology environment.
Printers and multifunction devices may handle student records, employee information, financial documents and other sensitive content. Revolution Office can evaluate how print fits into the institution’s broader security strategy and recommend appropriate controls.
Potential capabilities:
- Secure print release
- User authentication
- Print policies
- Usage reporting
- Audit capabilities
- Device security configuration
- Data-storage controls
- PaperCut
- PrinterLogic
Less for IT to Manage
Routine fleet administration shouldn’t consume campus IT.
Automated monitoring can provide visibility into device status, meter data and supply levels while centralized service and supply management reduces the number of routine printer issues that campus technology teams need to coordinate.
Potential capabilities:
- Automated meter collection
- Supply-level monitoring
- Automated toner replenishment
- Device-status visibility
- Centralized service coordination
- Utilization data
Centralized Support
One point of accountability across the managed environment.
Instead of individual departments coordinating service and supplies independently, Revolution Office can centralize support across the managed print environment with defined service processes, reporting and account ownership.
Potential benefits:
- Centralized service coordination
- Defined escalation
- Consistent service expectations
- Consolidated reporting
- Named account ownership
- Quarterly business reviews
- Support across multiple buildings/campuses
Beyond Print
The document process doesn’t end at the multifunction device.
Admissions, enrollment, finance, HR, student services and administrative departments often rely on documents that must be captured, routed, approved, stored and retrieved. Revolution Office provides Document Workflow & Automation solutions that can help institutions improve those processes beyond the printed page.
Potential capabilities:
- Document and content management
- Automated scan workflows
- Capture and indexing
- Automated routing
- Approval workflows
- Search and retrieval
- Digital forms
- Records workflows
- Integration with appropriate business systems
Higher-Education Experience
Experience managing complex campus environments.
Common Questions
Questions colleges & universities ask
Our fleet includes many different brands and ages. Where do you start?
We start by documenting the environment you have today. The assessment identifies devices, utilization, age, reliability, costs, agreements and business requirements so recommendations can be based on actual conditions rather than assumptions. At Biola University, the assessment documented 178 printers and copiers, including equipment that had been in service for more than two decades.
Do we have to replace everything?
No. The objective is not to replace equipment unnecessarily. Devices can be retained, relocated, consolidated or replaced depending on utilization, reliability, security, workflow and financial considerations.
Can you provide reporting by department or cost center?
Yes, depending on the environment and configuration. Reporting can provide both institution-wide visibility and more detailed views by location, department, device or cost center where appropriate.
How do you address print security?
We evaluate print and device security requirements as part of the broader environment. Depending on the institution’s requirements, solutions may include secure release, authentication, print policies, reporting and device-security controls using technologies such as PaperCut and PrinterLogic.
Can you support multiple campuses?
Yes. Revolution Office supports distributed and multi-location environments through centralized service coordination, supply management, reporting and account ownership across the managed program.
Can you help automate document workflows outside of printing?
Yes. Revolution Office provides Document Workflow & Automation solutions including document and content management, capture and indexing, automated scan workflows, routing and approvals, digital forms, search and retrieval, and other workflow capabilities based on the institution’s requirements.
Which manufacturers and types of equipment do you provide?
Revolution Office provides a broad range of office, production and specialized print technology and is not limited to a single manufacturer’s product line. Our current manufacturer set includes Canon, Xerox, Ricoh, HP, Sharp, Kyocera, Brother, Lexmark and KIP. This allows us to evaluate technology around the requirements of the environment rather than forcing every customer into one product family.
Depending on the requirement, solutions can include desktop printers and multifunction devices, departmental and A3 multifunction systems, scanners, label printers, wide-format technology, and production print and finishing equipment.
Just as importantly, the assessment may recommend keeping equipment you already own when it continues to meet the institution’s operational, financial and security requirements.
What does the assessment cost and what do we receive?
The Managed Print Assessment is provided at no cost and without obligation. Revolution Office documents the current print environment, including devices, utilization, costs, agreements, service, supplies and relevant business requirements, and develops a data-backed current-state analysis and future-state recommendation.
You keep the analysis whether or not you choose to move forward with Revolution Office.
The First Step
See the entire campus print environment in one place.
Start with a no-cost Managed Print Assessment. We’ll document the devices, utilization, costs, agreements and requirements across the environment, identify opportunities for improvement, and show you what a better-managed future state could look like.
- No cost
- No obligation
- You keep the analysis