Office of the Chief Information Officer Enterprise Policy
CIO-107: Enterprise Managed Print Services Policy
Effective Date: 10/4/2018
policy provides a structured set of principles for Enterprise
Managed Print Services (MPS). The policy provides guidance in
decision-making and practices that optimize resources, mitigate risk, and maximize
return on investments.
IP printing: Printing from a device directly to a printer
using Internet Protocol, without using a print queue on a print server
device that affords a singular function of providing a printed output
or Multifunction Device: A device that provides multiple functions
including printing, scanning, copying, and in some cases, FAX
dedicated device, typically located on a user’s desktop, designed for the
singular purpose of inputting scanned documents and images to an attached
The Commonwealth Office of Technology (COT) offers MPS to all
Commonwealth governmental agencies. The MPS
is mandated for use in all agencies within the executive Branch of Commonwealth
government and available to all other agencies upon request. This policy
outlines responsibilities for COT, and for agencies.
COT must assess the business needs of each agency upon MPS entry,
and provide each agency an optimization plan based on industry norms and best
practices for equipment and equipment placement. This plan may be adjusted based upon unique
agency needs. COT must provide devices,
device drivers, support, and repair services for MPS. COT must authorize agency device contacts to
manage day-to-day user-level activities.
COT may conduct a periodic review of each device’s use to
ensure optimal utilization of devices. Long-term, defined as six months or more,
overutilization, or underutilization, of MPS devices, shall be reported by COT to
the agency COT contact. COT may take corrective action including adding, upgrading,
downgrading, or removing devices.
Agencies may provide input into the corrective action.
Agencies shall encourage their staff to use electronic means,
instead of printed materials, whenever possible. Agencies shall assign at least
one staff member to act as a device contact for each device in their
agency. Agencies shall not use Direct IP printing or
use local printers and copiers unless the MPS Project Manager (PM) approves an exemption
To promote efficiency and cost savings for large printing
tasks, agencies shall consider the use of Production Print Services.
Agencies shall request adding, moving, removal, or relocation
of devices using the MACD (move/add/change/disposal) form available at the
Kentucky MPS website (ky-mps.com). Agencies shall not relocate devices covered by MPS. If the
agency deems it necessary to temporarily move MPS devices, the Agency is financially responsible for
damage to, or misuse of, equipment.
COT must ensure MPS default
settings are configured for black-and-white printing in duplex mode. Agencies shall ensure that personnel print all documents in
black-and-white, and in duplex mode, unless other printing modes are necessary for
agency business operations. Agencies shall
not print e-mails or faxes unless retention of printed documents is required,
or agency business processes require production of paper versions.
KRS 42.726 authorizes the Commonwealth Office of
Technology (COT) to develop policies and compliance processes to support and
promote the effective applications of information technology within the
executive branch of state government.
All executive branch agencies, and non-executive branch
agencies using COT-managed print infrastructure or services shall adhere to
this policy. This includes employees,
contractors, consultants, temporaries, volunteers, and other workers within
Each agency shall ensure that all staff within their
organizational authority are made aware of and comply with this policy. The
agency is responsible for policy enforcement. Unauthorized and/or neglectful
actions regarding this policy may result in disciplinary action up to and
including dismissal. COT may
require additional service charges for remediation efforts due to
non-compliance with this policy.
COT’s Office of
Project Management is responsible for maintaining this policy. Organizations may modify this policy to fulfill their
responsibilities, but shall obtain approval through an exception request. Organization staff should refer to their
internal policy, which may have additional information or clarification.
COT will review this policy at
least every two years.