Printer fleet migration project

Auxiliary Services is announcing changes to the REPROS Fleet Program that will affect campus departments with multifunction printer/copier devices (MFDs) in the printREPROS program. 

Effective July 1, 2025, Auxiliary Services will no longer manage departmental devices under the REPROS Fleet Program. This change will allow departments greater flexibility to select and manage the MFD maintenance option that best meets their needs.

Departments are asked to notify Auxiliary Services of their decision to keep your department’s current device by March 1, 2025, so we can coordinate ownership transfer or removal in June 2025.

Support changes

These changes impact departments with devices using Papercut software, Direct Print and White Glove Service. 

Here are the high-level changes that departments can expect:

• Departments will be responsible for procuring and restocking paper and toner.
• Printing will move to the OneIT centrally managed print server. 
• RFID card readers will be removed from the devices.
• There will be no more print release stations.
• If a printer is shared between departments, the departments will need to figure out how to split the cost of consumables.
• Departments will need to purchase a maintenance contract for the hardware.
• REPROS will no longer be providing any support for these printers
• If there is a printing or hardware problem, departments will need to contact the maintenance provider directly.
• Some Papercut functionality may be lost
• How a printer becomes available to a computer may change.
• Users may not be able to print to any printer they choose.

Table: REPROS Department Printer Services Changes

* Not available for department fleet devices using Direct IP-based printing instead of Papercut

**Departments may choose to purchase on its own with a third-party vendor as part of a maintenance agreement

Devices on Papercut System (printREPROS)

• End of charges and service: As of July 1, 2025, departments will no longer incur click-rate fees or receive paper and on-site service from REPROS. Departments will need to purchase paper through 49erMart.
• Device ownership option: Departments may retain their devices, originally purchased by Auxiliary Services in 2020, at no charge. To assist with budget planning, previous fiscal year volume may be requested by email to Auxiliary Services.
• Maintenance options: After July 1, Auxiliary Services will not issue additional charges. Departments must purchase a maintenance agreement for continued support through Ricoh Maintenance Services or state contract. The Office of OneIT does not maintain multifunction devices.
• Card reader and Papercut removal: If departments choose to keep the device, REPROS will uninstall the card reader and Papercut software, with ownership transferred through a signed agreement. Some devices may require an asset transfer.

Devices on Direct Print

• End of charges and service: After July 1, 2025, departments will no longer incur click-rate fees or receive paper and service support from REPROS. Departments will need to purchase paper on their own through 49erMart.
• Device ownership option: Departments may retain their Direct Print devices purchased by Auxiliary Services in 2020 at no charge. To aid in budget planning, volume data from the previous fiscal year may be requested by email to Auxiliary Services.
• Maintenance options: After July 1, Auxiliary Services will not issue additional charges. Departments must purchase a maintenance agreement for continued support through Ricoh Maintenance Services or state contract. The Office of OneIT does not maintain multifunction devices.

Devices on White Glove Service

• End of paper delivery and on-site service: As of June 30, 2025, REPROS will discontinue paper delivery and on-site service support for White Glove devices. You will no longer be billed for this service. Departments may purchase paper through 49erMart. 
• Continued lease: Departments will continue to pay lease charges directly to Ricoh but will need to handle paper purchases independently. Lease terms are between Ricoh and the department. If a department wants to discuss lease terms, it should do so directly with Ricoh.
• Service and troubleshooting: For support needs, use the service contact number on your device or visit my.Ricoh. Do not submit a ticket with One IT for troubleshooting.
• Card reader and Papercut removal: REPROS will uninstall the card reader and Papercut software. Further instructions on sending print jobs to department devices will be provided closer to the transition date.

After the migration, departments will be responsible for ordering supplies and reporting problems to their selected contracted vendor for maintenance.

Student-facing devices in common spaces

Devices in student-facing areas, such as Atkins Library, will not be affected by these changes.

Questions 

Auxiliary Services will send more information about your department’s options in the coming weeks.

For questions or additional information, please contact Rick Torres, Reprographics, Vending, and ATM Program Manager, at 704-687-7341 or ricktorres@charlotte.edu. Departments are encouraged to share this information with colleagues to ensure a smooth transition.

FAQs

Will this migration impact the REPROS document center in Lower Prospector?

The REPROS Document Center in Lower Prospector will still operate, providing high-quality, reasonably priced printing, document layout and scanning services.

What if my department shares a device with another department?

Department administrators will need to come to a consensus on whether to keep the device and how to handle associated expenses such as maintenance agreements and purchasing paper and supplies. 

Will my department have to buy paper and supplies?

Yes. Once service ends after July 1, 2025, departments will be responsible for ordering supplies and reporting problems to their contracted vendor for maintenance.

Who will service or repair my device if it stops working?

If your device has problems that need troubleshooting, look for the Ricoh service sticker on your device, and call Ricoh for help at 1-888-456-6457. If you do not have a maintenance agreement with Ricoh, you will be billed for repairs or the technician’s time. You are advised to contract with Ricoh or another vendor for a maintenance plan. If you decide to contract with a maintenance provider other than Ricoh, call that provider for service. Do not put in a One IT ticket for service. 

How will I print if my department decides to keep our device?

Once we know if you intend to keep your printer, Auxiliary Services will work with the Office of OneIT to transition the printer to the centrally managed print server and provide additional instructions. This migration may happen prior to July 1, 2025.

Will I receive monthly charges for my device?

Beginning July 1, 2025, you will no longer receive charges from Auxiliary Services if you are using Papercut software or direct print. If you are currently leasing your device from Ricoh, you will continue to receive billing from Ricoh.

What differences will I notice when printing? 

For departments moving from Papercut software (printREPROS) to the OneIT centrally managed print server, print jobs will no longer be held in a queue for release. Users are encouraged to pick up their print jobs from the machine immediately after sending them to the printer. 

In addition, users will no longer send their print jobs to printREPROS. Instead, users will send their print jobs to the device titled “Device Building_Room_PR_model” (e.g. \\upitsprint01\AUXHALL-PR-RIIMC3500). The driver may be installed by OneIT or the individual user at the time of switchover.

What if I don’t want my device anymore?

If you prefer not to keep your device, Auxiliary Services will arrange for it to be removed and sent to Surplus according to University policies. Auxiliary Services will contact you in advance to schedule a time when the machine may be removed.

Which devices are affected by the program change? 

Only departmental MFDs in the REPROS fleet program—approximately 160 devices—are impacted. Departmental devices that have their own instance of Papercut (e.g. College of Engineering, College of Arts + Architecture) are not impacted. Student-facing devices in common spaces will continue to use Papercut and will be maintained by REPROS. 

What type of paper should my department purchase?

Auxiliary Services recommends purchasing from Receiving and Storrs: “Paper Dual Purpose 8 1/2 x 11 Recycled, Part Number 2000.”