Overview

This page provides a comprehensive guide for managing printing resources within the organization. It covers printer acquisition, lifecycle management, maintenance, compliance, and risk management, ensuring efficient printer operations and adherence to security standards.

Article Owner

Scott Gallagher

Purpose

To document the processes for acquiring, maintaining, and securing printers across the organization, ensuring operational efficiency and compliance with security and privacy regulations.

Audience

This guide is intended for IT staff, print administrators, and individuals responsible for managing printers and print services.

Administration

• Scott Gallagher (HP Printers, Ordering & Management):

  • Email: gallag6@wwu.edu

• Kris Hamrick (Printer Administrator for ATUS):

  • Email: hamrick@wwu.edu

  • Phone: 360-650-7524

  • Location: HH132

• Robin Mills (Print and Copy Services - Ricoh Printers):

  • Email: robinm@wwu.edu

  • Phone: 360-650-7964

  • Location: HSH8B

• Tim Alfonso (Student Print Administration for ATUS)

  • Email: alfonst@wwu.edu

  • Phone: 360-650-2978

  • Location: HH146

Asset Management

All print devices, including HP and Ricoh printers, are tracked and managed through SnipeIT. This system allows for detailed tracking of printer make, model, IP addresses, location, and assigned users.

Inventory Management

Printer inventory is managed by SnipeIT for printer assets:
https://snipe-it.eis.wwu.edu/admin

Acquisition

The acquisition section outlines the processes and points of contact for obtaining new printers, ensuring that print hardware meets the organization’s needs and follows procurement protocols.

Print and Copy Service (Ricoh Printers):

Print and Copy Service (Ricoh Printers):

Ricoh printers are managed and acquired through Print and Copy Services. Contact Robin Mills for acquisition and setup:

• Email: copier.support@wwu.edu

• Phone: 360-650-7969

• Location: HSH8B

Robin sets up authentication for Ricoh printers at the time of installation, using department-specific user codes for printing, scanning, or copying. She also manages codes and the address book upon request.

For the purchasing of HP Printers contact Scott Gallagher for ordering through the Marketplace.

Print Servers

Overview

The College of the Environment utilizes two primary print servers to manage networked printers:

1. MS-Print1: Supports printers used by faculty and staff.

2. StuPrint: Manages printers accessible by students.

These servers streamline printer management, including deployment, driver updates, and printer configuration. Printers connected to these servers are automatically mapped via Group Policy, ensuring seamless integration across user devices.

For more information on printer mapping via Group Policy, visit:
/wiki/spaces/IKB/pages/1766031365.

Naming Convention

The naming convention for printers follows the Department Abbreviation Standards for Device Naming:

• Format: [College Abbreviation]-[Type of Printer]-[Building Code][Room Number]

• Example: CENV-LJ-ES318

  • CENV: College of the Environment

  • Printer Type:

    • LJ - Laserjet

    • CLJ - Colored Laserjet

    • MFP - MultiFunction Printer (Ricoh)

  • ES318: Environmental Studies Building, Room 318

For detailed guidelines on department abbreviations, visit:
/wiki/spaces/IKB/pages/2260631556.

Requesting Printers Be Added

If a new printer needs to be added to the print server, submit a request to the appropriate administrator:

• For MS-Print1 (Faculty & Staff Printers): Contact Kris Hamrick (hamrick@wwu.edu | 360-650-7524 | HH132).

• For StuPrint (Student Printers): Contact Tim Alfonso (alfonst@wwu.edu | 360-650-2978 | HH146).

Include the following information in your request:

• Printer make and model.

• IP address and hostname (if applicable).

• Building and room location.

• Purpose (e.g., lab, office, general use).

Lab Printer Deployment

Printers for student labs are managed by Desktop Services and deployed through the StuPrint server. Deployment includes standard lab printers configured via Group Policy.

For a detailed guide on lab printer deployment, visit:
/wiki/spaces/IKB/pages/2529034245.

Printers in CENV

Printers are located in the Artzen Hall (AH) and Environmental Studies (ES) buildings for the College of the Environment. (CENV)

Archived Printers

Lifecycle Management & Maintenance

This section covers the continuous assessment, maintenance, and replacement of printers to ensure optimal performance and longevity. It includes best practices for managing the lifecycle of HP and Ricoh printers, along with maintenance schedules and repair guidelines.

Industry Standards for HP Printers

Lifecycle Duration: HP LaserJet printers typically last 5 to 7 years, depending on usage and maintenance.

Page Count: Designed for 250,000 to 1,000,000 pages before major component replacements (e.g., fusers, rollers).

Firmware Updates: Should be performed every summer quarter

Routine Maintenance: Conduct maintenance during the summer quarter

Replacement Guidelines: Printers should be considered for replacement when they reach their maximum duty cycle or require frequent repairs.

Maintenance & Repair

Major repairs should be escalated to external support, while minor repairs (e.g., toner or rollers) can be handled in-house.

Compliance & Risk Management

This section ensures that printers are managed securely and in compliance with privacy regulations. It includes guidelines for configuring printer protocols, authentication, encryption, and firmware updates.

1. Network Security

• Disable Unnecessary Protocols:

  • FTP (File Transfer Protocol): Unnecessary for printing and insecure.

  • Telnet: Outdated, unencrypted remote access protocol.

  • SNMPv1 & SNMPv2: Disable; only enable SNMPv3 for secure printer management. (See Kris for Passphase)

  • LLMNR (Link-Local Multicast Name Resolution) and mDNS (Multicast DNS): Disable if not required for network services.

  • Wi-Fi: Disable if the printer is connected via a wired connection or USB.

2. Authentication and Access Control

• Ricoh Printers:
  User authentication is enabled and managed by Print and Copy Services.

  • Robin sets up and manages user codes for Ricoh printers at the department’s request.

  • Codes can be used for printing, scanning, or copying, and are issued or deleted as needed.

• HP Printers:
  No authentication is necessary since they are tracked via StuPrint. Secure printing can be enabled if needed, with instructions provided for printing from Word.

3. Encryption

• Use SSL/TLS encryption for both communication and stored data.

• Ensure the printer supports TLS 1.2 or TLS 1.3 for secure data transmission.

• Encrypt temporarily stored print jobs until they are printed or deleted.

4. Firmware and Software Management

• Use HP Web Jetadmin for centralized HP printer management, which allows for:

  • Scheduling firmware updates.

  • Monitoring printer health and diagnostics.

  • Managing security settings across the entire printer fleet.

• Ricoh printers are handled by Print Services.

5. Device Hardening

• Manually reset HP printers to default passwords before implementing security settings.

• Standardize the password policy across both HP and Ricoh printers for consistency.

6. Logging and Monitoring

HP Printers - Enable print monitoring via HP Web Jetadmin for tracking print jobs and monitoring excessive usage.

Ricoh Printers - This is managed by Robin Mills and Print & Copy Services.

7. Document Retention and Data Wiping

• Set HP printers to delete unprinted jobs after 24 hours to minimize security risks.

Printer Setup

This section covers the complete process for setting up Ricoh and HP printers, including printer setup, authentication methods, secure printing, driver downloads, and troubleshooting.

Windows

1. Open the Run Dialog

   • Press Windows + R on your keyboard to open the Run dialog box.

2. Enter the Printer Server Address

   • Type the appropriate server address and press Enter:

     • For faculty and staff printers: \\MS-Print1

     • For student printers: \\StuPrint

3. Select the Desired Printer

   • A list of available printers will appear.

   • Find the printer you need and double-click on its name.

4. Wait for Installation

   • The printer will install automatically. Drivers are managed through the print server, so no manual installation is required.

5. Set as Default (Optional)

   • Go to Start > Settings > Devices > Printers & scanners.

   • Select the installed printer and click on Set as default if desired.

6. Test the Printer

   • Open a document and select Print to confirm the printer is working properly.

MacOS

1. Open Self-Service

   • Go to your Applications folder and open the Self-Service app.

   • If you can’t locate it, use Spotlight Search (press Command + Space, type "Self-Service," and press Enter).

2. Navigate to Printers

   • Once in Self-Service, look for the Printers category or use the search bar to find the printer you need (e.g., CENV-MFP-ES547 for the Dean’s printer).

3. Select and Install the Printer

   • Click on the printer you want to install, then click Install.

   • Self-Service will handle the installation and automatically configure the appropriate drivers.

4. Verify Installation

   • Open System Settings (or System Preferences for older macOS versions) > Printers & Scanners to confirm the printer has been added.

5. Test the Printer

   • Open a document and select Print to ensure the printer is working properly.

Ricoh Setup

Windows

1. Go to Settings > Bluetooth & Devices > Printers & Scanners

2. Locate the Ricoh printer in the list of printers and left-click on it.

3. Go to Printing Preferences to set universal settings:

4. This will open the Frequently Used Settings tab on launch.
   

   

5. Under the dropdown menu Job Type, select Hold Print

6. Select Details

7. Enter a name you would like to use for Enter User ID
   This is the name under which it will hold your print jobs on the machine.

8. Select the dropdown menu for Color/Black and White and change it to Black and White

9. Click on the Details Settings tab to enter your user code

10. Under the Menu, select Job Setup

11. Enter your 8-digit User Code

12. Click OK

13. Test Printing.

Mac (Sonoma)

note

Selection of most MacOS Printing preferences should be done from the OS-level printing dialog, the image below shows how Firefox will initially bring up its own dialog but give you a link to the system-level dialog.

Selection of most MacOS Printing preferences should be done from the OS-level printing dialog, the image below shows how Firefox will initially bring up its own dialog but give you a link to the system-level dialog.

1. Open a blank document in Word (or Preview if Word is not available).

2. Click File, then Print.

3. Scroll down to find Printer Options and click the dropdown.

4. Under Job Log, click the circled i to the right:

   • Enable User Code.

   • Enter the user's Ricoh code in the User Code field.

   • Change Job Type to Hold Print (or Normal Print if preferred).

   • Enter an 8-character name in User ID (this will hold the print job at the Ricoh printer and doesn’t need to match the WWU universal ID).

5. Click OK (but do not finish the print yet).

6. Click the i next to Printer Features.

   • If Color Mode is set to Color, confirm by clicking OK.

7. Go to the dropdown menu to the right of Presets and select Save Current Settings as Preset:

   • Name this preset Ricoh Color.

8. Reopen Printer Options and Printer Features.

   • Change the Color Mode to Black & White.

   • Click OK.

   • Save the current settings as another preset named Ricoh B&W.

Ricoh - Selecting your Print Job

1. At the Ricoh, select Printer Classic

2. In the lower right-hand portion of the screen, you will see your username

3. Select your username and click OK

4. Your jobs will be listed.

5. From there you can print or delete the job.

6. Confirmation of your selection will be needed in order to print.

HP Secure Printing

Optional Secure Printing: Secure printing can be enabled with a PIN, allowing users to release the print job only after entering the PIN at the printer.

Instructions for Secure Printing (HP):

1. Open the document in Microsoft Word.

2. Go to File > Print.

3. Select the HP printer.

4. Click Printer Properties.

5. Under Job Storage, select Private Job.

6. Enter a PIN for job release.

7. Print the document, then release it by entering the PIN at the printer.

Toner Recycling

This guide outlines the process to request a prepaid shipping label for recycling HP toner cartridges through the HP Planet Partners program.

Steps to Request a Recycling Label

1. Visit the HP Recycling Program Website

   • Open your web browser and go to HP Planet Partners Recycling Program.

2. Log in to Your HP Account

   • Click Sign In in the top-right corner.

   • Enter your email: gallag6@wwu.edu.

   • Enter your password: Vikings4.

   • Click Sign In.

3. Access Recycling Options

   • Navigate to the Recycling or Toner Cartridge Recycling section.

   • Select Mail-In Recycling to request a shipping label.

4. Enter Shipping Information

   • Provide your return address (or verify pre-filled details).

   • Confirm the address is correct for the return shipment.

5. Submit Your Request

   • Click Request Label to confirm your submission.

   • The label will either be:

     • Displayed immediately for download and printing, or

     • Sent to your registered email address.

6. Prepare the Shipment

   • Place the used toner cartridges securely in the original packaging or a sturdy box.

   • Seal the package properly and attach the prepaid shipping label.

7. Ship the Package

   • Drop off the package at the nearest shipping location specified on the label (e.g., FedEx, UPS, or USPS).

   • Keep a receipt for tracking purposes.

Notes