NCompass Live - July 9, 2025 https://nlc.nebraska.gov/ncompasslive/ Printing has become a "hot app" for libraries. Many people don’t have printers at home or got burned by the expense and unreliability of "affordable" inkjet printers. When they need to print, scan, and/or fax something, they will likely go to their library to do it. Andrew "Sherm" Sherman, NLC Library Technology Support Specialist, will provide recommendations on the best makes and models of printers to purchase and the best practices for providing printing, scanning, and faxing to your patrons.

1. Printing, Scanning,
and Faxing at the
Library

2. Printing is the “Hot App”!
• Many people don’t have copiers, fax machines, scanners,
and/or printers at home.
• Ink/toner for home printers has gotten way too expensive!
• Most documents can be easily exchanged digitally these
days so the need for printing has declined.
• Not at libraries! We’re taking up the slack.
• Still true for faxing?
• People don’t know how to print or scan and go to the
library for help.
• Their inkjet printer at home ran out of ink or quit working.
(I heard this one all the time.)
• I get to tell the librarian all about why I need to print, scan,
or fax my document!

3. Printers (Copiers)
• The old HP laser printers are awesome!
• “If it ain’t broke…”
• Built like a tank.
• Easy to maintain. Thanks YouTube!
• Maintenance kits. (New rollers.)
• New fusers.
• Can use remanufactured toner cartridges.
• Keep it as long as you can!
• Default printer for B&W prints?
• Backup?

4. Buying A New Printer/Copier?
• Look for an “all-in-one” that can print, copy, scan, and maybe fax?
• Avoid inkjet printers!
• The low purchase price is a trap!
• “Starter” cartridges with barely any ink in them.
• The ink cartridges are way too expensive!
• The ink cartridges can dry out from disuse.
• The ink nozzles can clog from disuse.
• The ink cartridges can’t be refilled. Thanks HP.
• Cheaply made and don’t last long with heavy use.

5. Buying A New Printer/Copier?
• Lasers have the best price/page, much faster
printing, and better print quality.
• I currently like the Brother MFC printers best. HP’s
user requirements and toner prices are awful.
• Make sure the scanner has a multi-page document
feeder! No one wants to scan one page at a time.
• Many libraries having gotten good deals leasing from
business equipment companies.
• Does it have WiFi or Bluetooth for direct-from-phone
printing? Does it require an app?

6. Printing Best Practices
• Most libraries charge per page for print outs. I
commonly see 10¢ for B&W and 25-50¢ for Color.
• Default to B&W? Avoid the “I didn’t need color”
argument.
• Set the printer up twice to make selecting B&W or
Color easier for patrons?
• Don’t forget to turn off Windows’ default printer
management!
• Use Print Management software? Hard to justify the
complication and cost for small libraries.
• Enable the banner page to help ID whose prints they
are? PC “device” names may need to be changed.

7. Printing Best Practices
• Use WSD (Web Service for Devices) or old school TCP/IP Ports when
configuring printers?
• WSD simplifies setting up a printer and works fine (most of the
time).
• Allows patrons to easily add the printer to their devices.
• When using TCP/IP, the printer needs to have a “static” IP address
and the drivers downloaded.
• Don’t share the printer! This feature is for sharing a printer with a
USB device connection to a Windows PC.
• Load the printer’s management software on the PCs?
• Scanning to the PC will require it.
• Faxing from the PC will require it.
• No for Patron/Public PCs? Yes for Staff PCs? You will see all of the
printer’s alerts.

8. Scanning Best Practices
• Make sure the scanner has a multi-page document feeder! No one wants to
scan one page at a time.
• Scan to a USB drive.
• Scan to email. Beats faxing!
• Load the printer’s scanning software on the PCs?
• Scanning to the PC will require it.
• No for Patron/Public PCs? Yes for Staff PCs?
• Do not lift the lid using the document feeder!
• It will break it!
• Have signage and/or a “Lift here!” label.

9. Faxing Best Practices
• Most libraries charge by the page for faxing. I commonly see $1 per page.
• That analog phone line is expensive! I commonly see $35-50/month.
• Often staff must assist the patron.
• Lots of large libraries now use fax kiosks that require a credit card.
• Anyone still receive fax spam? We used to turn the fax machine off at night to
try to minimize it.
• Turn off auto answer on the fax machine if sharing the phone line.
• Delayed auto answer?
• Does it prevent voicemail access?
• Make sure the fax machine has a multi-page document feeder! No one wants
to fax one page at a time.
• Load the printer’s faxing software on the PCs?
• No for Patron/Public PCs? Yes for Staff PCs?

10. Andrew “Sherm” Sherman
Library Technology Support
Specialist
Nebraska Library Commission
402-471-4559
andrew.sherman@nebraska.gov
• I’m here to help! Contact me for assistance with your library’s
technology.
• Check out these NCompass Live technology presentations and get CE
credit!
• Secure Computers For Public Use
• Windows 11, separate Admin/Patron logins, Reboot/Restore software (
Faronic’s DeepFreeze), and the BIOS secured with an Admin password.
• Internet Filtering For E-Rate CIPA Compliance And Cybersecurity
• DNS Filtering is required for federal funding and provides excellent
cybersecurity!
• WiFi In the Library
• Upgrade to WiFi 7! Ditch the cables.
• Purchasing Computers for the Library
• Ensure the library’s computers are using the latest technology at the best price.
• Do You Know Your Logins? Password Best Practices for Libraries
• How to document and keep track of the library’s logins and passwords.
Questions?