Introduction To Technology

Note:  If your move is not tied to a project or construction, and you don’t have the resources to physically move the equipment, we recommend that you pack the devices up like you do for all of your personal items and include those boxes in the requests made when you work with facilities on furniture and box moves. You can submit all the device information to it on our self-service site and provide all of the needed information to us to update the network registrations records so things work in your new space.

Moving Your Technology

Your Paper Documents

While waiting for your boxes to pack your office, it is suggested that you start de-cluttering your office to minimize the number of boxes that you will need.

You should digitize needed paper documents and store them in Box, Home File (M: drive), department network shares, or ImageNow. 

Here is a guide on how to begin the digitization process:

Tips on Digitizing Your Documents

Preparing Your Technology

• You will be responsible for packing up your computer and labeling it for the moving team to get it to the right location. Before you begin that process you should identify what you have stored on your machine and work to clean up and backup what you have to minimize the chance of data loss.
  • Now is the time to clean up your C: drive.
  • Delete or move data to your home file (M: drive), Box, or Common file shares.
  • Both network shares and Box are backed up.
  • Remember to follow TCU’s Data Classification Policy and Approved Data Storage Locations
• Be sure to capture the serial number on the sticker on the machine and the network mac address of the device so it can be provided to the team that will register your device in the new location.
• You will need to submit serial number and room change location to IT to handle the inventory changes on the day or your move and if your move is tied to a project the IT Construction team will help gather this information using the forms above.
• NOTE: We recommend that you walk through the new office locations to ensure that the appropriate number of network jacks are in place to account for your move. You will have to put in a ticket with IT along with budget codes to add network jacks to a space.

Packing Your Computer

Your Desk Phone

• Your RingCentral phone will need to be packed as part of this move. You can simply unplug the device and pack it up. Make sure to note the serial number on the bottom of the device so it can be provided to the network team to register in your new building/location.
• Here are a few things to prepare for:
  • Be sure to listen to your messages on your before the move. You will still have access to those messages in the RingCentral portal at rc.tcu.edu if you need to access them while your equipment is being moved.
  • Make sure to pack your cables, headsets and all guides that you have with your phone. Take pictures of how everything is connected so you can reference them when you set the equipment up in the future.
• NOTE: We recommend that you walk through the new office locations to ensure that the appropriate number of network jacks are in place to account for your move. You will have to put in a ticket with IT along with budget codes to add network jacks to a space.

Printers and Copiers

• Your project manager will coordinate the move of large workgroup printers and Xerox copiers with IT.
• Smaller local printers that are attached to your computer should be packed up like your computer.
• Take pictures of how everything is connected so you can reference them when you set the equipment up in the future.
• Make sure to capture the queue names and tag numbers of all of your prints so they can be provided to the network team to register in your new building/location.

ALERT: Xerox devices must be moved by the Xerox team in order to maintain warranty on the device. Make sure to provide us with the queue name of the Xerox Copier so we can have our Xerox team set a time to move the equipment.

Technology Training

RingCentral is a cloud-based phone system that promises to deliver a secure, hosted phone functionality over the internet for your company. Eliminating the need for expensive and complex office hardware, the smart system allows you to use your smartphone, tablet, computer, or dedicated hardware to make and receive calls giving your customers the impression you are in a “traditional” office whether you’re in the office or not.

Features of RingCentral Phone:

• Call and answer your office number from your mobile phone
• Voicemail-to-email with speech to text
• Visual Voicemail through online account and mobile app
• Call Flip transfer calls from one device to another quickly and effortlessly
• Presence gives you a view of the phone status of your colleagues and quick dial capability.
• Call Screening gives you complete control over who can reach you by phone

RingCentral Overview

RingCentral Phone and Portal Training

PaperCut is a piece of software installed on your copier and on the print server that will handle departmental billing and access code control going forward. 

Here are a few of the benefits that this new system will bring: 

• RFID scanning will allow you to use MFPs without entering printer codes.
• Easy secure printing functionality will come with the new software.
• Follow-me queues will allow you to send your jobs to a generic printer and print at any PaperCut MFP. 

Virtual Copier Training

Enrolling in Papercut

Using Papercut

Crestron Control Panels control the multimedia devices in the meeting rooms. The video provides an overview of how to use the Crestron control panel.

AirMedia allows people to share control of wall monitors and speakers using laptops, and iOS and Android tablets and phones. One user at a time can control the entire screen, or optionally, the screen can be split into four parts with content from up to four computers appearing in each quadrant.

Box is a cloud-based storage and collaboration service for current employees and students. Using Box, files can be securely stored and accessed easily from any device and is similar to Dropbox. Share large files securely with anyone – even if they are not TCU employees or students. View and comment on any kind of document, and connect with coworkers – no matter what device they use.

Benefits of Box:

• Access files wherever you have an internet connection
• View and sync files from any device
• Store your files securely
• Full text search within documents
• Collaborate on documents with colleagues both inside and outside the University

Additional Box information and training

Get Box Drive

Zoom is an online video conferencing and instant messaging platform available to all TCU students, faculty, and staff simply by installing the client at tcu.zoom.us/download and logging in with their TCU username and password.

Zoom Features:

• Up to 300 participants
• Join online or by telephone
• Access from anywhere: Mac, PC, Chromebooks, iOS, Android, and Linux
• Outlook plugin: Schedule Zoom meetings directly from Outlook
• Screen sharing: One-click HD screen sharing including video or audio clips
• Private and group chat: Chat during meetings to all or one-on-one
• Video breakout rooms: Create smaller teams within one meeting session
• Co-annotation: Draw directly on shared screen so that notations are viewable by everyone.
• Simultaneous screen share: Multiple participants can share their screens at the same time
• Record meetings: Save sessions for later sharing or review.
• Polling and attendee feedback: Take quick polls and allow attendees to virtually raise their hand or ask the presenter to slow down or speed up.

Get Zoom