What is PaperCut?

PaperCut is a comprehensive print management software designed to help organizations monitor, control, and optimize their printing and copying activities. It’s widely used in businesses, schools, and other institutions to reduce waste, improve security, and cut costs associated with printing.

Who will be impacted?

The transition to PaperCut will impact all students who use lab printers and open printing stations, and all employees who use a multi-function printer supported by NDSU Print and Copy Services (PCS).

Print and Copy Services will be working with IT and Business Coordinators to direct departments towards our services as they begin replacing existing departmental printers. As they are replaced and brought under PCS, we will get them added into the PaperCut system.

How do I use PaperCut?

Printing:

• When you print a file from your computer, select “NDSU Departmental Printing” instead of a specific printer. Your print job will automatically be sent to the print queue within the PaperCut cloud server.
• Find any PaperCut-connected printer and tap your Bison ID card to the card reader to authenticate. When prompted, select the print feature. You will have the option to print any or all jobs you have sent to the print queue.
• The screen will prompt you to select the funding you would like to apply.

Copying:

• Approach a PaperCut-connected printer and tap your Bison ID card to the card reader to authenticate.
• When prompted, select the copy feature and choose the funding you would like to use.
• Proceed with your copying project.

Scanning:

• Approach a PaperCut-connected printer and tap your Bison ID card to the card reader to authenticate.
• When prompted, select the scan feature and proceed with your scanning project.

How do I know if my printer is connected to PaperCut?

If your device is managed by IT or Print and Copy Services, it is connected to PaperCut.

Why do I need to use my Bison ID card to authenticate?

When you send a job to the print queue, it will remain in the cloud until you tap your ID card at a device to release the job. Authentication improves security by ensuring only authorized individuals can access and release documents. Only after a user authenticates at the print station will PaperCut print the job, preventing unauthorized access to sensitive documents. It also reduces waste by preventing print jobs from sitting, forgotten and unclaimed, at the printer.

The ID scan is also how Print and Copy Services will track printer usage for billing to departments.

If my print job goes to a cloud-based queue instead of a specific printer, can I release my job at any printer on campus?

Yes, if you have access to a printer, and that printer is connected to PaperCut, and you can scan your ID card to authenticate and release your job. The cost for your print job will be charged to the account you select when you release the job.

I lost my Bison ID card. What should I do?

Contact the IT Service Center to get a new ID card. The cost of replacement for lost cards is $20. You may pay by personal credit card at the IT Service Center in QBB 206.

NDSU Policy 703 states that students and employees are responsible for the cost of replacement for lost cards.

My card does not work in the card reader 

Contact the IT Service Center to get your card tested. If you still have the card, but it no longer functions, the replacement fee is $10. You must bring your old card at the time of the replacement.

How will PaperCut impact departmental billing for printer usage?

PaperCut will give departments access to real-time print usage data, including user print counts and other reports. It will also automate the reporting used by Print and Copy Services to generate accounting journals. Journals will now be organized by funding string rather than individual user codes, which will reduce the lines on each journal and cut down on processing time, ensuring charges post in a timely manner.

Additionally, departments will have access to real-time print usage data, so each month’s charges will not be a surprise.

Will my copier rates increase due to PaperCut?

No, Print and Copy Services will not be increasing base rates or click charges. The base rate covers the monthly lease of your machine and depends on your model type, and the click charge is the cost for each page printed.

Does my department need user authentication if my device is not publicly accessible?

PaperCut and user authentication will play a vital role in how we track, manage and bill for printing. This is true even if your device is in a secure location. In addition to security, the user authentication cuts down on paper waste due to jobs left unclaimed on the printer.

Can my department source its own multi-function printer to avoid the need for user authentication?

As an NDSU auxiliary function, Print and Copy Services is designated as the sole provider of print and copy services for the university (NDSU Policy 407). All multi-function printers connected to the NDSU network must be sourced and managed through Print and Copy Services. Any device that connects to the NDSU network is a potential security risk. Having one print and copy service provider ensures that these devices are managed in a way that complies with security requirements.

Small printers connected directly to an individual’s computer via USB (and not connected to the network) will not require PaperCut. Before purchasing a USB printer, be aware of ongoing toner/ink costs and service issues, as these devices will not be supported by ITS or Print and Copy Services.

Why is NDSU moving to PaperCut for print management?

PaperCut will allow NDSU to consolidate print management into one software for the entire campus, including both students and employees. Prior print management tools and practices were becoming cumbersome and did not keep pace with changing technologies. PaperCut will add functionality for users, save time, reduce waste, and improve security.

PaperCut will integrate with student accounts and streamline the billing process for departmental printing. The software also eliminates the need for print driver installation. With PaperCut accounts, you can access PaperCut-connected printers without a print driver.

For student employees, how will PaperCut know whether to charge their student account or their department’s funds?

When you print, you will choose either “NDSU Departmental Printing” or one of the student printing options, “NDSU Student BW” or “NDSU Student Color.” This will tell PaperCut which type of funding you’ll need to choose from when releasing your print job. If you select the wrong option, you can simply skip releasing the job from any printer and it will be automatically removed from the queue after 24 hours.

How long does a file remain in the PaperCut print queue if it is not released? Will large jobs in the print queue slow my printer?

Print jobs will remain in the PaperCut queue for 24 hours. The queue is held in a cloud-based server, not the printer, so it will not influence the speed of the printer.

We bill external users for printing. With the user authentication requirement, how can we serve our external customers?  

Contact Print and Copy Services.