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D-LIT
Background
Repairs for departmental printers and scanners have always been expected
to be paid through departmental funds. This policy outlines a change to this
arrangement to allow the Library to distribute the risk of using older printers
in a fairer manner. We anticipate that this will result in a greater economy
for the Library while still affording reliable printing for library staff.
Procedure
| Step | Details |
| Verify the printer or scanner is not under warrantee or other service contract. | Information sometimes available at vendor's and/or manufacturer's web site. DS staff may also be able to assist. |
| Verify the printer or scanner is "covered" by CULIT. | Printers: Central funding for printer repairs are
for "baseline" staff printing. In some instances, " personal"
laser printers are also covered if recommended by DS (currently some Brother
printers) and young enough (less than four year old?). Scanners: Please contact DS so we're aware there is a scanner failure. MyDD/ eReserve "Bell & Howell" ones are generally covered. We can discuss if a different scanner should be covered. |
| Decide on repair vs. replacement. [Get a repair cost estimate, if appropriate.] |
IT Support Providers are expected to use good judgement regarding repair vs. replacement trade-offs. If you have any questions about this judgement, please discuss with DS staff- thank you. Rule of thumb: Contact DS if the the expected repair costs exceeds half(??) the residual** value of the machine.* (Is this the right amount? Is there a "right" amount?) Where to get repair estimates, if necessary: Printer: Please obtain a quote from DLI**** or from The Computing Center (The latter are The Technology Connection's (The Cornell Campus Store) "Repair Partner". Ithaca Times article, 5/14/03.). Only go with another service provider for "good reasons" and after discussing with DS staff. :-) Scanners: Please discuss with DS staff. Your experience may in turn help us advise others in a similar situation. |
| If deciding to repair, account for it. L85-3712-6404 |
Please email DS <cul-dshelp-l> and put "Printer repair" or "Scanner repair" somewhere in the Subject line of the email. In the message, include:***
If you have a PCard: Write out the CULIT account number AND OBJECT CODE (L85-3712-6404) on your PCard reciept that you submit to CUL Accounting. The object code is the" 6404" portion, and this must be included. If you don't have a PCard: Write out the
CULIT account number AND OBJECT CODE (L85-3712-6404)
on the invoice. The object code is the" 6404" portion, and this
must be included. Submit the invoice to Mary Beth Lyons,
D-LIT Admin, 107 Olin Library.*+* |
11/6/06: Clarified that some non-"baseline" personal laser printers repairs might be covered with central funds. Updated contact names within D-LIT Admin.
7/12/06: Changed DS's contact email address to <cul-dshelp-l> from interenal DS list. Editted "repair/ replace" guidelines to acknowledge that getting a formal repair cost estimate is sometimes not necessary or appropriate.
2/14/06: Updated to reflect acknowledge that some CUL scanners should be repaired using central funds.
Centrally-funded scanners (such as Bell&Howells bought for eReserve/ MyDD) might be covered. Please email DS <cul-dshelp-l> if you need a scanner repaired and you want to know if repairs will be covered with central funds.
*+* 5/2/05: Added procedures for staff who don't have access to a PCard. (Updated this 2/14/06 with Michelle Eastman's name.)
**** 12/6/04: Added DLI as an approved printer repair service provider. [6/7/06: Noted that DLI invoices are labelled as coming from EdgeTech, Inc.]
*** 5/2/05; 11/26/03: Added this request to make it easier to capture reported repair costs for quarterly budget reconciling. Expanded to capture more info.
** 5/16/03: Further refinded this sentence by adding word, "residual".
* 5/15/03 and 5/16/03: Trying different wording, thanks to Michelle's input.
More thoughts on creating a useful rule-of-thumb for all of us: Somehow tie
the value of a repair (that is, what constitutes a reasonable amount to pay
for repairs before considering simply replacing) to the age of the printer.
5/16/03: Also, there is a "natural" limit due to the PCard cap of
$500. Maybe that is sufficient. Let me know your thoughts!
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