Texas Woman's University (ITS) is transitioning from an Adobe Acrobat Site License to an Adobe Acrobat User and Acrobat Reader licensing model in May of this year. This strategic shift is designed to optimize software expenditures while ensuring that faculty, staff, and students have the appropriate tools for document management, editing, and accessibility.
Acrobat Reader vs. Full Adobe Acrobat
- Acrobat Reader (Free): Provides essential PDF functions such as viewing, printing, document signing, and basic commenting. It is ideal for users who only need to open PDFs, read documents, and make simple annotations.
- Full Adobe Acrobat (Paid -$130 each): Offers advanced features such as editing text and images, converting files to and from PDFs, and creating fillable forms. It is necessary for users who work extensively with PDFs and require these editing and management capabilities.
Rationale for Transition
Optimized Resource Allocation
TWU is shifting to a user-based licensing model to ensure that paid Adobe Acrobat licenses are assigned only to users who genuinely need them. Many users only require basic PDF functionality, which is available for free through Acrobat Reader. By distinguishing between these needs, TWU can allocate resources more effectively and avoid unnecessary spending on unused software licenses.
Improved License Management & Compliance
With a user-based licensing approach, ITS can better track and assign licenses, ensuring compliance with Adobe's terms of use. Additionally, reducing the number of full Acrobat installations improves security.
Access & Support Process
Acrobat Reader will be available to all users at no cost, ensuring universal access to basic PDF functionalities. For those who need full Adobe Acrobat features, a simple request process will be in place:
- Users can request an Acrobat license by contacting the Technology Service Desk.
- Requests will be evaluated based on demonstrated need, ensuring efficient allocation of resources.
- Approved users will receive access to full Adobe Acrobat, while others can continue using Acrobat Reader.
Enhanced IT Efficiency
Managing fewer paid Acrobat licenses simplifies IT operations. This change reduces the workload associated with installations, updates, and troubleshooting. With fewer licensed users, ITS can focus on providing support where it is most needed.
Cost Reduction
The current site-wide licensing model requires TWU to pay for Acrobat access across all users and devices, regardless of actual usage. This leads to unnecessary expenses for users who do not need the full version. Transitioning to a user-based model offers significant cost savings by:
- Eliminating unused or underutilized paid licenses.
- Ensuring that TWU only pays for necessary licenses.
- Relying on the free Acrobat Reader for users who do not require full functionality.
Conclusion
This transition aligns with TWU's goal of optimizing technology expenditures while maintaining access to essential tools. The move from a site-wide model to a user-specific approach ensures that the university pays only for what is necessary, leading to cost savings without compromising productivity.
For additional support, contact the Technology Service Desk at 940-898-3971, servicedesk@twu.edu, techchat.twu.edu, or submit a request through the Technology Service Catalog.