Lease a Multifunction Copier

The Office of Information Technology (OIT) recommends and fully supports standard multifunction copier models. Like equipment such as desktops, maintaining these standards allows OIT to service multifunction copiers efficiently, and ensures full compatibility with PSU systems. We strongly recommend leasing one of the models included in the OIT support standards.

Leasing a Multifunction Copier

• To make sure there are no surprises and to better assist your department later in the process, OIT highly recommends consulting with your department’s Technology Administrator (TAG) or the Helpdesk of your intention to start this lease process before continuing.

• Visit the Pacific Office Automation PSU portal.

  • The PSU portal provides information about OIT’s standard multifunctional copiers.

• Select the Lease Inquiry button to contact Pacific Office Automation representatives.

  • Refer to leasing multifunction copier for information on the leasing process and how to choose a copier to assist with this phase.

• When you're ready to proceed with a new lease, send an email to contracts@pdx.edu.

  • They will assist you with the next steps to ensure that your machine is properly set up on Centralized Billing.

• Then submit a request to have the new copier setup in your office

  • If your department has a TAG, submit the request to your TAG

  • If your department does not have a TAG, submit a request to the Helpdesk.

    • You will be asked to provide some information about the copier, your department, and several other vital items.

  • Your department TAG or the Helpdesk can assist with any questions you may have on this process or while going through this process.

Choosing The Best Multifunction Copier For Your Department

All of OIT’s standard models cover at least 80% of the use cases on campus in their ability to copy, scan and print. Optional features may be added to provide additional functionality, such as hole punch, stapling, collating and additional paper tray capacity.

When choosing a model, consider: 

• Your lease time frame

  • Maximum lease time is dependent on the original manufacturer's support for said model of multifunctional copier.

    • OIT will not install, support, and/or maintain multifunctional copiers that are no longer supported by their original manufacture.

    • OIT may remove, uninstall, stop supporting, and/or maintaining a multifunctional copier that is no longer supported by their original manufacturer.

  • A typical lease is 4 to 5 years, and should be chosen based on departmental usage (similar to desktop refresh cycles).

• Your department’s maximum monthly volume of use.

  • Print and copy volume may be estimated by examining the page counts from the copy machines and/or printers you will be replacing with a multifunction copier. 

  • Determine your average monthly volume and choose a  Duty Cycle (max pages per month) that meets or exceeds this value.

    • For academic departments the Duty Cycle calculation should include a start of term, mid-terms, or final’s printing timeframe; whichever has the greatest amount of printing needs.

• The desired printing speed (pages per minute).   

  • If you require faster printing, choose a model with a higher pages per minute specification.

• The copier’s power connection

  • The copier may need to be on its own power circuit or have other electrical components to them.  This should be discussed during the Lease Inquiry.

• Faxing

  • OIT does not support faxing from a copier as there is a dedicated fax system already in use to cover this requirement.

Non-Standard Multifunction Copiers

If your department has a business use case that falls outside OIT’s standard multifunctional copier selection:

• If your department has a TAG, OIT recommends consulting with them before starting a new lease.

• For departments that do not have a TAG, please contact the Helpdesk before starting a new lease.This ensures that your department will get a copier that best suits the department’s needs and can be used at PSU.

Further Resources

If you have further questions about Ricoh and Pacific Office Centralized Billing or Purchase Orders, email cmpacct@pdx.edu.