SUNY-Wide Print Management Program

An effort to reduce costs, increase operational efficiency, implement secure and sustainable printing practices and steer towards an eco-friendly work environment

 DOWNLOAD the Toshiba End User Quick Guide for Service & Supplies

What's New?

Starting April 13, 2023, Toshiba will begin to support designated HP and Toshiba brand devices, which will provide a one stop shop for hardware repairs and automatic delivery for toners.

Please continue to contact the Service Desk to report any printing issues on supported devices. The Service Desk will arrange for a Toshiba Technician to resolve any hardware issues as needed. Toner usage will be monitored by Toshiba and refills will automatically be delivered as needed, therefore additional purchases should not be made. For further details please refer to the Quick Guide. 
During the week of April 24, 2023, the Downstate IT Team alongside Toshiba’s Team will be visiting your workspace to tag supported HP and Toshiba devices with a green “Keep” sticker. This sticker will contain the device model and serial number needed when reaching out to the Service Desk.  

The unsupported devices will be labeled with a red sticker. No action will be taken at this time. 

A similar support contract with Konica Minolta for Konica Minolta printers/copiers will be announced soon.  Please check back for details.

Frequently Asked Questions

This program is an effort to comply with SUNY’s Print Policy and Procedure to reduce the cost of printing, waste and paper; simplify and standardize the printer fleet (reduce color and single-function printers); and secure/optimize the print environment. 

SUNY Downstate is partnering up with Toshiba in taking a prime step towards creating a more cost effective and eco-friendly workplace. Through the program we will accomplish the 5 S’s:

  • Savings: This program will save SUNY $15-$20M annually.
  • Sustainability: Fewer and more efficient devices combined will lead to less print output. This will result in less use of paper, water, energy, waste and a reduced carbon footprint.
  • Simplification: Reduce administrative tasks and streamlining main service contract.
  • Standardization: Simplified model list and standard print management platform.
  • Security: All devices will be more secure under one network and will be compatible with mobile printing.

The implementation of this program will result in:

  • Reducing costs of up to $1 million annually
  • Decreasing the carbon footprint by 663,787 lbs
  • Securing all devices across SUNY Downstate
  • Streamlining supply inventory and eliminating excessive supply storage
  • Simplifying device management
  • Reducing service issues and improving support.

Some of the many goals we intend on achieving are:

  • Total cost per copy of < $.01
  • Eliminate all locally attached desktop devices
  • Eliminate all stand-alone fax devices
  • Increase the usage of two-sided (duplex) printing by 100%
  • Reduce campus color print by 50%
  • Reduce campus black and white print by 40%
  • Increase campus baseline utilization by 100%
  • Reduce SFP by more than 75%
This program will help reduce the number of print devices by 50% and paper by 36% which equates to 225 million pages per year. Annually, this will help save about 27,000 trees, reduce greenhouse gas emissions by 2.25 million pounds, and conserve more than 23 million gallons of water.

As per SUNY Policy and Procedure:

  • Local printers are no longer allowed
  • Mono devices have to be placed no closer than 275 feet from each other
  • Color devices have to be placed no closer than 900 feet from each other
  • Output print volume
  • Age of the printer
  • Appropriate work utilization
  • Business processes and workflows
  • Availability of secure/private printing where needed
You can give up your printer, broken or operational, by filling out the Equipment Recycling form

If there are concerns regarding these changes, and you would like to keep your printer(s), we require that you complete this form with a detailed justification.

You may also scan the QR code on the printer with your smartphone. The committee will review your request and determine the outcome.

Please send us an email at using “Print Management” as the subject.