ESDC Print Services Directive

1. Effective Date and Annual Review

This Directive took effect on its approval by the ESDC Corporate Management Committee (CMC) on October 17, 2012, and was modified on November 25, 2019. It will be reviewed annually by the Innovation, Information and Technology Branch (IITB).

2. Audience

This directive applies to all individuals (including employees, casuals, and contractors) who have been granted access to the Employment and Social Development Canada (ESDC) electronic network. ESDC includes, Service Canada, and the Labour Program, and is collectively referred to as "the Department" or "departmental."

3. Purpose

This Directive defines the authorized access and use of print devices and services, in alignment with departmental requirements related to the Federal Sustainability Development Strategy (FSDS) and Greening of Government Operations (GGO), and supporting the direction of the PWGSC National Procurement Strategy: Office Equipment (April 1, 2012).

4. Basic Requirement

4.1 All employees shall have access to one or more shared print devices in order to perform their duties.

4.2 The Department endorses the primary use of a networked printing environment, but recognizes that some employees may have non-standard business requirements.

4.3 The Department encourages the use of electronic means for creating, using and managing its information and therefore aims to reduce its reliance on printing.

5. Detailed Requirements

5.1 Access to Print Devices

Depending on office configuration, print volume and business need, employees and/or the Canadian public shall be authorized to access and use one or more print devices.

5.2 Placement of Print Devices

The exact location and type of print devices that employees have access to takes into consideration the building layout, business needs, print volume and number of employees who will be accessing a given printer.

5.3 Acquisition of Print Devices

All requests must be made through the National Service Desk. Requests will be reviewed by IITB to determine compliance with this Directive.

5.4 Appropriate Use of Print Devices

1. Printing devices are provided for departmental printing needs and their use is to be limited to government business. Personal use of printers is not authorized.
2. Employees shall not disconnect or relocate departmental printing devices from their originally established locations under any circumstance.
3. Off-site use of print devices is not authorized, unless special approval by Management has been granted.
4. Secure Print (Print to PIN): Instructions on how to use the Secure Print feature are available on iService.
5. B/W vs colour: Documents should be printed in black and white, unless colour is specifically required.
6. Procedures and forms can be accessed through the Print Services site on iService.

5.5 Maintenance and Servicing of Print Devices

1. Maintenance and servicing of MPS vendor-provided equipment must be carried out by the vendor, and service calls must be made through the Vendor’s Services Portal, with the exception of the Customer Replaceable Unit which is ESDC’s responsibility.
2. Expected Levels of Service are available through the Print Services site on iService.
3. Service calls relating to maintenance and servicing of purchased print devices must be made directly to the manufacturer or service provider where the equipment was purchased.

6. Security and Privacy

1. Only departmentally authorized print devices may be connected to the departmental network.
2. All print devices must be configured and conform to departmental Information Technology (IT) security policies.
3. Printing devices must be used in accordance with the Privacy Act and all privacy guidelines established by Treasury Board.

7. Departmental Authorities

For the purposes of this Directive, the responsible departmental authorities are the Innovation, Information and Technology Branch (IITB) and the Chief Financial Officer Branch (CFOB). Questions regarding the application of this Directive should be directed to NA.DGIIT BSI / PSO IITB.NA (EDSC/ESDC).

8. References

• Treasury Board Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service (2002)

Annex 1 – Definitions