7.5.3 Copy Machines

7.5.3

Copy Machines

Last Update Approved: November 6, 2013

Edited/Revised: July 8, 2015

Revised Effective: August 7, 2015

Due to the large number of copiers used by the institution and the fact that copiers are covered by State Contract, the Office of Fiscal Affairs manages all requests for copiers. Generally, University owned copiers are replaced as their eligibility for coverage under a maintenance contract expires and leased copiers are replaced as the lease expires. The department budget manager should coordinate with the Office of Fiscal Affairs and the Purchasing Office to determine the appropriate copier and appropriate acquisition method (buy versus lease).

Departments/Units are advised to utilize the print shop on the Macon Campus for occasional large printing or copy requests. If the Macon Campus, print shop cannot meet the need, then a local print shop can be utilized. Periodic large printing or copy needs usually do not justify the expense of a large volume copier.

Middle Georgia State University has a maintenance contract for University owned copiers and the lease agreement for leased copiers generally includes a maintenance component. The departments are responsible for reporting problems that require service directly to the maintenance contract vendor. Each copier has an identification tag with an ID number which is needed to report maintenance needs. Service should be provided within 24 hours after requests are made. If the department does not receive the appropriate service from the maintenance contract vendor, the department should notify the staff assistant in the Office of the Executive VP of Finance & Operations.