Document and Print Management

| Requests and Rates | Service Metrics | Service Narrative 2015 | Service Owner: Fred Williams |

NIU’s Division of Information Technology (DoIT) supports the university’s need for professionally designed and finished print materials and the goals of modernizing business processes while reducing unnecessary print volume and inefficiencies in storage and retrieval of information. 

This service includes end-to-end support for both print and online document management:

  • design and production of print materials, optionally customized and personalized after free consultation and estimating;
  • document scanning, indexing and secure data capture for easy access, intuitive content management and proper archiving;
  • design, deployment and ongoing support of online forms and document workflow to aid in business process automation and improvement;
  • view and track documents, events and interactions in a specific business process;
  • printer and copier support and AnywherePrints software for classrooms, labs and offices; and
  • implementation and support of electronic signature software (coming in 2016). 

Document Management (OnBase at NIU)

NIU uses the OnBase Document Management System integrated with PeopleSoft and Microsoft Office applications to replace paper-based filing and routing in a growing number of departments.

Document Design and Production

Document Services, located in the Human Resources Building at 1515 W. Lincoln Highway, produces NIU-branded stationery and business cards as well as custom printing projects. It uses a storefront print solution from EFI Digital Storefront to provide password-protected creation, online proofing, and custom document libraries.

Print Management

  • Anywhere Printers are color and black/white printers are located throughout campus for use by students, faculty and staff with OneCards. In 2015-2016, students will have $7 for printing automatically loaded into their OneCards.
  • Students who are not enrolled, faculty and staff can use a Courtesy Copy card card to print to Anywhere Printers.
  • Scanning documents to email or a USB drive is free of charge from any of the Anywhere Printers.

A campus-wide project is underway to redesign and implement a managed print solution for departments that agree to track and manage their print output from a variety of devices (desktops, laptops and mobile devices) to a variety of devices (copiers, printers and fax machines). This project will reexamine student printing and printer and copier support.

Printing and Copying OptionsRateRequest
Black and white copies $.07 Student Print Quota, Huskie Bucks
$.06 Departmental Credit Card
Color copies $.25 All cards
Purchase, install or relocate Canon or Lexmark multi-function devices
Printer agent set-up $40/hour
minimum charge: $20
DoIT Forms
Toner and supplies for Canon or Lexmark multi-function devices no charge / included in cost per copy under the campus copier plan

Huskie Bucks credit cards for use in NIU copiers

Debit cards are available through 12/14/2015. The balance on debit cards must be used by 6/30/2016.

  DoIT Forms
NIU stationery, business cards and marketing materials
Document Management OptionsRateRequest
Add or Remove Access to Academic Student Documents   DoIT Forms -> Computing Access Request
Add or Remove Access to Process Graduate Decision Sheet   DoIT Forms -> Computing Access Request
Scanning Job Request   Job Request Form
OnBase Options>=20 Users8 - 19 Users3 - 7 Users1-2 Users

Scan, store and retrieve (reporting dashboard)

$8,000 $5,000 $1,000 $750
Workflow business processing automation $10,000 $5,000 $1,000 $750
Advanced forms capture $3,500 $2,500 $1,000 $750
Dynamic form development $3,500 $2,500 $1,000 $750
Full text searching - Idol $3,500 $2,500 $1,000 $750
Case management - WorkView $3,500 $2,500 $1,000 $750