Key Operator Role for Xerox Devices under Managed Print Services

A Key Operator will be designated for each Xerox device.

INFO: If a device needs service or supplies and you do not know who the Key Operator is, please contact the IT Help Desk.

Detailed Information

Key Operator Role

Key Operators will be responsible for:

  • Maintaining and ordering supplies other than Toner for the device, there is an automatic supply process that should ship Toners 2 weeks prior to estimated empty date.  
  • Making sure Xerox MFPs remain powered on at all times.
    • Devices have sleep and deep sleep modes, so turning them off is not necessary.
    • Page counts are collected daily so accurate invoices can be submitted by Xerox, especially near FY end.
    • Security and performance are routinely applied during off hours, so the devices need to remain on, or these updates could effect usaged during normal operating hours.  
    • Monitoring of supplies is also done daily and can only occur if the device is on.
  • Basic troubleshooting
  • Contacting the IT Help Desk if there is an issue with the device
  • review 

Documentation & Instructions for Key Operators

A section of the Knowledge base has been set up specifically for Key Operators:

Xerox Device Key Operator Manual

Access to this content is limited to key operators.  If you are a key operator and do not have access, please contact the IT Help Desk.

Key operators are listed as owners of the devices in the TDX asset database for each unit.


  • Managed Print Services (Xerox)

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Article ID: 139019
Fri 2/17/23 11:57 AM
Fri 5/31/24 7:42 AM
Applies To