Trinity Selects DOCUmation As Its Printing Partner

After months of discovery and vendor evaluation, the PEP team selected DOCUmation as its full-service print vendor for both managed services and specialty printing. 

DOCUmation is a family-owned technology solutions company, headquartered in San Antonio, that provides IT, print, and software-managed services. This decision comes after a formal RFP review process where four vendors were evaluated for managed services printing and another six for specialty printing. The team prioritized the features and requirements that mattered most to our community. These were: ease of use, convenience, security, availability, and capability.  

“The process we [the PEP team] went through was entirely collaborative, drawing on each team member’s unique campus perspective,” said Les Bleamaster III, Ph.D., science facilities manager. “Not only did we capture quantitative data to understand our full equipment inventory, typical use, and total cost of ownership, but we also balanced our assessments with community feedback through surveys, town halls, and outreach.” 

DOCUmation will be on campus in mid-October to do another walk-through of office spaces, talk with faculty and staff about ideal placement of equipment, and begin developing an implementation timeline for both the managed services and specialty printing. During the transition from Knight and Ricoh to DOCUmation, there will be no gap in printing services.

You’re invited to join members of the PEP team for a virtual presentation and Q&A session on Thursday, September 7 at 10:30 a.m.  You can also submit questions to the team at PEP@trinity.edu.

Summary of the new solution: 

• One vendor for all printing needs.  
• Dedicated, on-site support to assist with printer issues, training, and maintenance.  
• Departments/Offices will no longer be charged for standard office printing.
• Specialty printing jobs will now be delivered to your office/department location and requests submitted through a web portal. Jobs will be fulfilled at DOCUmation’s local facility. Trinity will no longer have a brick-and-mortar print shop. However, we will maintain an on-site point of contact.  
• Improved security. Print from anywhere and on demand by using their employee Tiger Card “Follow Me Printing”. 
• Personalized training on how to fully use the equipment. 
• Internship availability for students. DOCUmation will now have internships available to offer our students in a variety of areas such as sales, accounting, and marketing. 
• Standardized campus fleet
• Faster printing. You will be able to print 40 pages per minute as opposed to 28 pages per minute.

When and how this may impact you: 

• DOCUmation will be on campus in mid-October to do another walk-through of office spaces, talk with faculty and staff about ideal placement of equipment, and begin developing an implementation timeline for both the managed services and specialty printing. 
• The swap out of printing equipment and training will be done as soon as possible to help ensure faculty have access to faster and more secure machines before mid-terms and finals when quizzes and tests are more frequently printed.  
• You can retain your functioning desktop printer until it quits functioning OR runs out of supplies.
• The plan is for the Ricoh Print Shop to remain business as usual through the Fall semester. DOCUmation will fully take over specialty printing in January 2024.

“This project is about rationalizing decisions about printing, improving security, and enhancing printing for faculty and staff,” said Ben Lim, M.B.A., chief information officer. “We know that many faculty and staff were content with what they had. However, our community also expressed ways to make printing more accessible and improve upon their current situation. We believe a one-stop partner will benefit the vast majority.”   

Visit the project website for more details about the transition to DOCUmation, what to expect, anticipated processes, and how to contact the team with questions or concerns. These details are developing so please check back and let us know what questions you have so we can make sure they are addressed.