UCSF IT and UCSF Health Procurement Services are pleased to announce an agreement with Ricoh to continue their print management services under UCSF Health’s PrintSMART program for the next five years. The PrintSMART program has been live since July 1, 2017, and reduced costs by more than $1.4 million.  

Under the agreement, Ricoh will provide premium-level services with a focus on “Print Transformation,” which should continue to significantly lower UCSF Health’s overall printing costs through enhanced technology and ensure secure printing to protect confidential documents, such as protected health information (PHI). One of the goals of the transformation is to ensure all UCSF Health employees have access to print devices to meet their business needs related to printing, copying, scanning, and faxing. Other goals include reduced environmental impact, productivity improvement, and security compliance. This service will be provided to all UCSF Health departments that have printers and multifunction devices.

Print Transformation Premium Managed Services

For Ricoh’s services to manage the fleet of devices, maintain service-level agreements (SLAs), and transform the print environment, there is a monthly fee to UCSF Health that will be shared by the respective cost center of each Ricoh and third-party device. The shared cost is approximately $10.00 per device per month, effective July 1, 2023. To minimize the impact on the FY24 budget, Ricoh has agreed to a deferred payment plan for the first 12 months of the agreement. This means that the fee for July 1, 2023, will be charged in April 2024, while the fees for August 1, 2023, through June 30, 2024, will be charged in July 2024. Starting from FY25, the monthly fee will be billed regularly on a quarterly basis. 

Secure Print/Secure Scan

The transformation will leverage secure multi-function devices (MFD) and network-capable printers, requiring authentication with a UCSF Health badge, thus meeting the guidelines of the new Health Insurance Portability and Accountability Act (HIPAA) Omnibus rules that all shared devices on healthcare networks require authentication. The cost of the technology (LRS-VPSX) to secure the MFDs is approximately $38.34 per device per month and will be charged to the device’s respective cost center. Installation of the technology will be in phases to begin in July 2024 and will continue throughout FY25. The billing start date will commence on the first day of the quarter following installation. 

More details will be provided as Print Transformation is rolled out. If you have any questions or concerns, please contact:

• Contract – Sandy Macasieb, [email protected]
• Billing – Jasmine Cruz, [email protected]
• Service SLA’s – Raymond Cheung, [email protected] 
• Secure Print/Secure Scan – Dong Tran, [email protected] 
• Technical issues or toner requests – IT Service Desk, [email protected]