Guidance on Printer Purchases

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To ensure reliable operation and uphold the security standards of our network environment, these guidelines provide recommended requirements and considerations for procuring printers. Due to current network infrastructure constraints and vendor support arrangements, certain features or configurations are considered unsupportable and are therefore not recommended for deployment within Dartmouth.

1. Network Connectivity

  • Wi-Fi Only Printers:
    Printers that rely exclusively on Wi-Fi connectivity are generally considered unsupportable because static IP addressing over wireless networks is not supported in our infrastructure.

  • IP Addressing:
    Printers should support static (or fixed) IP addressing and wired Ethernet connections.

2. Multifunction Printer (MFP) Features

  • Scan to Email:
    For MFPs with scan-to-email capabilities, support for OAuth2 authentication is required to comply with Dartmouth's email security policies. Devices lacking OAuth2 support for sending email are considered unsupportable for this function.

  • Alternative Scan Options:
    When OAuth2-capable scan-to-email is unavailable, other options such as scan-to-network-folder or scan-to-USB should be evaluated.

3. Security Compliance

  • Devices should support encrypted communication protocols such as HTTPS and IPSec.
  • Secure printing features, including user authentication at the device, are recommended.
  • Firmware updates should be regularly available and applied to address security vulnerabilities.

4. Vendor Support and Service

  • Primary Support Vendor:
    Given Dartmouth’s existing on-site support contract, Konica Minolta printer models are strongly preferred to ensure full maintenance and technical support.

  • Non-Konica Minolta Printers:
    Printers from other vendors may be used in limited circumstances, but support will typically be limited to basic troubleshooting and print queue setup. Advanced maintenance or repairs for these devices would require external arrangements and may result in longer resolution times.

  • Recommendation:
    Prioritize Konica Minolta devices to benefit from on-site support and streamlined maintenance.

5. Vendor and Model Evaluation

  • Confirm that printers meet network connectivity and security requirements.
  • Verify OAuth2 compatibility for scan-to-email functions.
  • Ensure firmware update support is available.
  • Confirm Konica Minolta service support availability for chosen models.

6. Testing and Verification

  • Perform testing of candidate models in coordination with ITC and Konica Minolta support prior to purchase.
  • Validate all required features, including authentication, scanning, and printing workflows, within the institution’s environment.
 

Additional Recommendations

  • Collaborate with the Konica Minolta account and support teams to select optimal models and configurations.
  • Maintain an up-to-date approved printer model list aligned with these guidelines.
  • Provide user training on supported features and secure usage practices.
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