Overview
Desktop printers are managed under William James College's support agreement with Boston Document Systems (BDS), which provides toner replenishment, maintenance, service, and replacement of covered devices when necessary. While this agreement offers comprehensive support, each desktop printer enrolled in the program carries a monthly cost, making accurate inventory management and printer tracking critical.
To ensure devices receive support coverage, toner deliveries, and service, all desktop printers must be properly documented and maintained within the BDS fleet management program. A printer is considered covered when it has a BDS asset label with an assigned ID number and is listed on the master fleet spreadsheet maintained by BDS and WJC.
Because toner shipments, service requests, and replacement equipment are tied directly to the information contained within the master fleet spreadsheet, any changes to a printer's ownership, location, or status must be communicated promptly. Maintaining an accurate inventory helps prevent service interruptions, misplaced toner deliveries, inaccurate billing, and contract discrepancies.
Desktop Printer Eligibility
A desktop printer may be approved when an employee:
- Is a full-time employee.
- Has an assigned workspace.
- Has demonstrated a valid business need for a dedicated printer.
- Receives approval from the VP of Operations.
Approved HR accommodations that specifically require a desktop printer are exempt from these eligibility requirements.
Service and Support
All covered desktop printers include:
- Toner replacement and delivery.
- Vendor service and maintenance.
- Replacement of defective printers with a comparable model, when appropriate, at no additional cost to WJC under the terms of the BDS agreement.
Users experiencing printer issues should contact the Office Manager or the Help Desk, who are responsible for coordinating service requests, tracking open issues, following up with BDS, and escalating concerns when necessary.
Inventory and Contract Management
Desktop printers incur a recurring monthly cost and toner deliveries are assigned to specific users and locations, all printers must be accurately tracked in the master fleet spreadsheet.
Current monthly contract costs are:
- Black & White Printer: $12/month
- Color Printer: $20/month
Any addition, removal, relocation, or reassignment of a desktop printer must be communicated to BDS and reflected in the master fleet spreadsheet. Updated documentation ensures accurate billing, inventory reporting, toner distribution, and ongoing support coverage.
Changes to the BDS service agreement may only be authorized by the IT Department. The Office Manager is responsible for maintaining accurate records, coordinating vendor communications, and ensuring the desktop printer fleet remains current and properly documented.
If you have any questions, please contact the WJC Support Team by either emailing Support@williamjames.edu, calling 617-327-6777 ext. 1600, or visiting the IT Office on the ground floor.
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