Service and Support Model For Microform Scanners
Effective June 4, 2008NETWORKED MINOLTA AND CANON MICROFORM SCANNERS
Units in the Libraries using these machines should contact the ITD Help Desk to determine if the problem is a computer/network issue or a microform hardware issue. If it is a microform hardware issue, the Libraries unit should contact the vendor for service. If staff in the Libraries unit can determine that it is a hardware problem without the assistance of ITD, the vendor should be contacted directly. If this is the case, staff are encouraged to make the ITD Help Desk aware of the situation. The Libraries have maintenance agreements with NMS for the Minolta Microform Scanners and with MEDI for the Canon Microform Scanners. The microform machines are labeled with service telephone numbers and hardware inventory numbers.
During regular business hours the Help Desk can be contacted by phone at 5-9188 or email at helpdesk@itd.umd.edu. At all others times, the ITD Help Desk should be contacted by phone only for emergencies and by email for non-emergencies. An emergency is defined as a widespread network problem. During non-business hours, staff are encouraged to check with other units/branches to determine if the problem is a widespread network problem before calling the emergency number.
NON-NETWORKED CANON MICROFORM SCANNERSThe Libraries have a maintenance agreement with MEDI for the non-networked Canon microform scanners. Units in the Libraries using these machines should contact the vendor for service. The microform machines are labeled with service telephone numbers and hardware inventory numbers. Supplies (toner and paper) should be made through division’s usual supply request procedures.
MINOLTA 605z MICROFORM SCANNERSThe vendor will no longer issue a maintenance contract on the Minolta 605zs due to their age. All repairs are on a time and materials basis. Units still using Minolta 605zs may request an estimate for service from the vendor. The cost for repairs should be approved by the divisional director. Supplies (toner and paper) should be made through division’s usual supply request procedures. When it is determined that a Minolta 605z can no longer be repaired, it should be disposed of (see below for disposal procedures). The Minolta 605zs will not be replaced.
REQUESTS FOR NEW EQUIPMENTOn August 21, 2007, the Libraries Executive Council (LEC) approved a ten year replacement cycle for microform scanners. The approved Microform Proposal is below. At each cycle, the Libraries microform scanners needs will be re-evaluated.
Requests from Libraries unit for new machines outside of the replacement cycle should be made to the divisional director.
The need for new microform scanners, whether part of the replacement cycle or outside of the cycle, must be justified with statistical usage data prior to purchase.
The computer equipment attached to the microform scanners is recycled in accordance with ITD’s annual budget request process.
DISPOSAL OF OLD EQUIPMENTDisposal of all equipment must be through Terrapin Traders. Contact Bill Hess or Roy Alvarez in the Libraries Facilities department to arrange for the disposition.
MICROFORM PROPOSAL
Approved by LEC, August 21, 2007
The goal is to modernize microform services in three phases between now and 2011 and to ensure that all machines are covered by a maintenance contract and networked. Networked machines expand services to include scan to email, save to CD and flash drive, and Pharos pay-for-print. The plan also establishes a ten year replacement cycle for microform machines.
Our current configuration requires a total of 17 microform machines across the Libraries. There are actually more machines on the floor because some Minolta605zs will be used until they breakdown or are replaced. The Minolta605zs are over 15 years old and are not covered by any maintenance contract because parts are not available. The Canon400s and 500s are approximately 10 years old, on a maintenance contract, but can’t be networked. The Minolta6000s are 5 years old, on a maintenance contract, not networked, but can be upgraded to networked machines. There is one networked Minolta6000MKII in McKeldin Periodicals which is one year old.
Current Configuration:
- Art/Arch: 1 Minolta6000
- Chem: 1 Minolta605z
- East Asia: 1 Minolta605z
- EPSL:
- 1 Canon 500
- 1 Minolta605z
- GovDocs: 2 Minolta6000s
- McKPer:
- 1 Minolta6000MKII
- 1 Minolta6000
- 1 Canon400
- 6 Minolta605zs
- MDia: 2 Canon400s
- NPBA: 1 Minolta605z
- PAL: 3 Canon400/500s
- Through a series of procurements, upgrades, and moves we plan to become independent of the Minolta605zs which are no longer maintained.
- Expand services via networked machines.
- Redeploy 5 year old Dell260 computers from TSD to networked microform machines keep FY08 costs down.
Proposed Configuration:
- Art/Arch: 1 networked Minolta6000
- Chem: 1 Minolta605z (until it fails, no replacement planned per Svetla)
- East Asia: 1 networked Minolta6000 (moved from GovDocs)
- EPSL:
- 1 Canon 500
- 1 Minolta605z (until it fails, no replacement planned)
- GovDocs: 1 networked Minolta6000
- McKPer:
- 4 networked Canon300IIs
- 1 networked Minolta6000MKII
- 1 networked Minolta6000
- 2 Canon400s (one moved from PAL)
- MDia: 1 Canon400
- NPBA: 1 Canon400 (moved from MDia)
- PAL: 2 Canon400/500s
Costs:
- Buy 4 Canon300IIs ($7,308 each): $29,232
- Upgrade 4 Minolta6000s to be networked ($1,100 each): $4,400
- 8 network activations ($250 each): $2,000
- 3 moves ($800 each): $2,400
- 1 Pharos license: $763
TOTAL: $38,795
Summer 2009 (FY10) Proposal
Objectives: - Re-evaluate the Libraries microform needs.
- Complete the networking of microform services.
- Replace Canon400/500s (12 years old) with networked machines.
- Replace Dell260 computers used with microform machines.
Proposed Configuration:
- Art/Arch: 1 networked Minolta6000
- East Asia: 1 networked Minolta6000
- EPSL: 1 new networked machine
- GovDocs: 1 networked Minolta6000
- McKPer:
- 4 networked Canon300IIs
- 1 networked Minolta6000MKII
- 1 networked Minolta6000
- 2 new networked machines
- MDia: 1 new networked machine
- NPBA: 1 new networked machine (if needed)
- PAL: 2 new networked machines
Costs:
- Buy 7 new networked microform machines: TBD
- Buy 16 computers: TBD
- 7 network activations: TBD
Summer 2011 (FY12) Proposal
Objectives: - Re-evaluate the Libraries’ microform needs.
- Replace the Minolta6000s (10 years old).
Costs: Buy 4 new microform machines: TBD
Summer 2017 (FY18) Proposal
Objectives: - Re-evaluate the Libraries microform needs.
- Begin the 10 year replacement cycle again.
Fall 2007 (FY08) Proposal
Objectives:
