9 Replies Latest reply on May 10, 2016 11:15 AM by John Siegel

    Scanning: free or fee?

    John Siegel Guide

      There has been some brief discussions recently about charging for scanning vs. not charging. Currently we do not charge, but the energy costs and the drop in paper printing (a good thing) are biting into the budget, so it's being revisited. I'm curious to know what other organizations are doing. So the questions are:

       

      Do you charge for scanning?

      If yes how much?

      If no, are you considering charging in the near future?

      Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

      If not, have you had any issues that resulted from the scanning access being "open" ?

       

      Here's our info:

      University of Colorado at Boulder

      Do you charge for scanning?

      No

      If yes how much?

      n/a

      Any specific reason for charging?

      Some of the reasons to charge that have come up are; recouping energy costs, preventing copyright infringements (not sure how that would impact copyright issues), offsetting the overall system cost due to the decrease in revenue generated via printing.

      If no, are you considering charging in the near future?

      It has been a topic of discussion, but if agreed to there is no current timeline for implementation.

      Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

      Yes, although the librarians preferred it "open" (unauthenticated) for patrons to use, OIT Security felt it was a risk. (the University of Colorado libraries are also public libraries, and the Law School Library is also the state of Colorado legal library, so the general public has the same access to the devices as the students, faculty, and staff)

      If not, have you had any issues that resulted from the scanning access being "open" ?

      n/a

      thanks,

       

                John

        • Re: Scanning: free or fee?
          andrew Tracker

          I must have answered this recently elsewhere, but here 'tis again:

          For Brookhaven College

          Do you charge for scanning?

          We do.

          If yes how much?

          $0.05 per scan

          If no, are you considering charging in the near future?

          n/a

          Any specific reason for charging?

          The equipment, the utilities, the space, etc. are not free. The funds collected for this will go into funding equipment, specifically.

          Secondarily, this helps encourage patrons to get in, get their work done, and clear out so the next patron can do the same.

          Thirdly, the discussion regarding copyrighted materials: this makes it not free to the patron to do that, which we hope discourages some of it, though oddly, the people we most expected to be sticklers about this largely seem to think it's "normal" when students duplicate [copy or scan] copyrighted materials [e.g. textbooks] and tend to use the most indefensible arguments...

          Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

          Yes, they are required to have a Pharos account. Even our community members (non-students who are entitled to use the Library resources) must create/maintain a Pharos account to use these services, including scanning.

          If not, have you had any issues that resulted from the scanning access being "open" ?

          n/a

          • Re: Scanning: free or fee?
            gschwartz Tracker

            Do you charge for scanning?

            No

            If yes how much?

            N/A

            If no, are you considering charging in the near future?

            It's something our company has been looking into for years, but hasn't found a way to do it successfully yet

            Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

            Yes, we use card swipes and/or manual username/password entry to authenticate for all scanning (and faxing)

            If not, have you had any issues that resulted from the scanning access being "open" ?

            N/A

            • Re: Scanning: free or fee?
              Richard Post Guide

              Please see also this other article that was posted....

               

              Charging for Scans ?

              • Re: Scanning: free or fee?
                Gary Conway Wayfarer

                For Brooklyn Public Library, here are our answers:

                 

                Do you charge for scanning? - No we do not charge.

                If yes how much? - n/a

                If no, are you considering charging in the near future? - It has only been a passing thought at this time.

                Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function? - Yes, use an HP MFP, they must use their Library Card to logon/authenticate, though the scanning is free.  We also offer for free Scan to USB function.

                If not, have you had any issues that resulted from the scanning access being "open" ? - n/a

                • Re: Scanning: free or fee?
                  Bill Kasper Guide

                  Hey, John,  hope this finds you well!

                   

                  UCSC's answers:

                  Do you charge for scanning?

                  No.

                   

                  If yes how much?

                  Ha.  Our recharge rate committee has us approved for 1¢/scan if we wanted to charge.

                   

                  If no, are you considering charging in the near future?

                  We have been considering it for five years.  However, there's no business case to charge for scanning, and as long as our competition (read: Ricoh/Xerox/Canon direct and/or resellers) give scanning free, so will we.  I've discussed it with a number of different company reps from 4 or 5 manufacturers of boxes, and they're all itching to charge for it, but see potential losses in the first few years (due to lease lengths) compared with anything they could reasonably get by with charging the customer to recoup for lamp flashes, etc.  Once the first company starts making scanning a maintenance fee, so will we.

                   

                  Additionally, since we charge in whole numbers, 1¢/scan might be too expensive relative to what we'd be charged (say we were charged 0.001¢/scan), and couldn't justify it against what our competitors are charging.  We might need to go to another model, and I've not really found one that's as equitable as a per page model.

                   

                  Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

                  Yes.  People hated it at first, now they're used to it.  I have security and control of access to University resources in my pocket if people complain.

                   

                  If not, have you had any issues that resulted from the scanning access being "open" ?

                  The only time we did was on a non-Pharos machine when students took over our Humanities Dean's Office, and ran the device dry, and scanned all sorts of stuff they shouldn't to their email addresses.  If we'd had Pharos on there, with control over scanning, they wouldn't have been able to do jack.  Of course, they probably would have just ruined the machine, so I think it was better they could just run it dry and abuse the scanning...

                   

                  Hope this helps!  Holler if you need more.

                  b

                    • Re: Scanning: free or fee?
                      John Siegel Guide

                      Hey Bill, How's things in BananaSlugville?

                       

                      We charge .095 cents per page for BW prints so that duplexing ends up being a penny less than a single page. If charging for scanning allowed for the same pricing range you should be able to charge .001 per scanned page.

                       

                      Regards,

                       

                                    John

                    • Re: Scanning: free or fee?
                      Rachel Peters Wayfarer

                      Do you charge for scanning?

                      Not currently.

                      If no, are you considering charging in the near future?

                      Yes, for a few reasons. One, there's wear and tear on the equipment (especially the document feeders on MFDs - those love to break) and we need a way to pay for the repair (or warranties). Two, equipment has to be replaced regularly. Part of the print cost was to pay for replacement and not just supplies, so shouldn't that be built into scanning too? Also, it was recently brought up to me that charging even a small fee for scanning has a huge impact in reducing students who are scanning entire textbooks/other copyrighted course material with the intent to distribute it. While not really a huge concern for us in comparison to replacement and warranty costs, it was kind of an Oh! moment for us that I wanted to share here.

                      Do you require a user to be authenticated via logon or card swipe prior to accessing the scanning function?

                      Yes. Not because we felt it is necessary from security concerns, but because some of our MFDs are all or nothing, so if we wanted to require authentication for copying, we had to require it for scanning, too.