Printer Policy & Guideline
Information Management and Technology Policy
PRINTER POLICY
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TITLE:
PURPOSE
The purpose of this policy is to implement a uniform and consistent approach to the
allocation, access and usage of printers for business purposes.
This policy is an adjunct to the WA Health Acceptable Use Standard – Information
Communications and Technology (ICT), which defines the acceptable behaviour expected
of users and intending users of WA Health ICT resources.
SCOPE
This policy applies to all staff within WA Health entities including:
• Department of Health
• Metropolitan Health Service
• WA Country Health Service.
This policy covers all printing devices owned or leased by WA Health, including multifunction devices 1 .
POLICY STATEMENT
1. Purchases of new colour printers must be approved by the CIO.
2. Purchases for replacement colour printers must be approved by the Director,
Service Delivery, Health Information Network (HIN).
3. Application for approval to buy a new or replacement colour printer is via
HFN-070 which must be completed and sent to Director, Service Delivery, HIN
either via fax or e-mail.
4. All printers (colour and black & white) must be purchased in accordance with
State Government and/or DOH mandatory contract arrangements.
5. Base model printers must be purchased unless there is a justified need for a
higher level specification model.
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1
Staff should consult this policy regularly to ensure that their activities
conform to the most recent version, which is held on the Information
Management and Technology Policy intranet site, other policies
mentioned in Associated Policies, Standards, and Guidelines should
also be periodically reviewed for later versions.
Multi-Function Device – Combined printer, copier and document scanner.
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Printer Policy & Guideline
GUIDELINES TO ASSIST WITH POLICY COMPLIANCE
ACCESS AND USAGE
In general, the following practices shall apply at all sites within scope:
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•
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Printers should be used for business purposes only. Only the necessary pages in
the document are to be printed and double sided printing is to occur where possible.
A networked printer will be made available to staff within close proximity to their
work area.
Additional printers i.e. other than the network printers will only be allocated to an
individual or work group in exceptional circumstances, based on a business need
substantiated and endorsed by the Divisional Head/Executive Director.
A photocopier should be used in preference to printers when producing a large
number of copies.
Black-and-white printers should be used in preference to colour printers.
Confidential information which is printed should be collected from the printer
immediately.
•
•
•
COLOUR PRINTERS
The following practices shall apply at all sites within scope:
•
•
•
Access to a colour printer will be allocated to a limited number of staff nominated by
the Divisional Head/Director to process work related colour print jobs.
Multi-function devices with colour copying/printing capability will be set to print in
black-and-white only, with the ability to change the default setting for colour printing
allocated to nominated staff.
Documents, when deemed necessary, can be printed by the nominated staff in
colour. In these circumstances, the following should occur:
o Only the necessary pages in the document be printed in colour
o Colour printing only be utilised where it is required to convey important
information that would be lost in black and white
PROCUREMENT
Requests for the specific purchase and allocation of printers i.e. other than the network
printers, to an individual or work group will require endorsement by the Chief Information
Officer on the recommendation of the Divisional Head/Executive Director.
BACKGROUND
Printing documents and other material is an essential business function for maintaining
clinical and public records, reporting and other communication requirements. To meet
these business functions WA Health is committed to providing printing devices that are fit
for purpose and represent value for money.
Whilst printing is necessary in certain circumstances, it should be limited and carried out in
an efficient manner. Colour and desktop printers cost more to maintain and operate per
page than networked black-and-white printers (even if there is no colour on the page).
Therefore, the provision of printers must be based on business needs and careful
management is required to ensure efficient and effective use.
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Printer Policy & Guideline
All staff should be encouraged to consider the need to print and should consider using or
storing electronic copies where possible.
IMPLEMENTATION
Health Information Network ICT staff will audit the location of existing colour printers based
on the criteria outlined in the policy and discuss relocation of printers with Divisional
Heads/Executive Directors where required. Where possible, printers will be connected to
the WA Health network to allow the device to be shared by multiple users.
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Divisional Heads and Executive Directors are responsible for ensuring that all staff within
their Divisions/ Directorates adheres to this policy.
REMEMBER
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WA Health requires users to accept the ICT policies, standards and
guidelines governing the use of the ICT facilities as a condition of
their use. These are accessible via the intranet at Information
Management & Technology Policy .
REVIEW
In order to ensure currency and ongoing relevance to WA Health, this policy will be
reviewed on a 2 yearly basis by the Health Information Network.
ASSOCIATED POLICIES, STANDARDS AND GUIDELINES
Associated IM&T policy can be located on the Information Management and Technology
Policy intranet site:
•
•
Acceptable Use Standard – Computing and Communication Facilities
Information & Communications Technology (ICT) Procurement Policy and Guideline
RELEVANT LEGISLATION
NA
VERSION CONTROL
Purpose:
Ensure the appropriate allocation and use of the printers.
Relevant To: WA Health
Approval Authority:
Effective
SHEF ICT
21 May 2009
March 2009
Date (DG
Approved
Approved):
Date:
Responsible Information Policy
Enquiries Contact:
Group:
Summary of Changes From Original Version
July 2009 – Added 5 policy statements and link to Form 070.
SHEF
Expiry
Date:
To Be Advised
Manager, Information Policy
(08) 6213 5406
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