The challenge: create savings on print
- 1,000+ members of staff,
- 50+ different office locations,
- numerous equipment which included everything from redundant desktop mono devices to full-colour print room / reprographic printers, obsolete standalone photocopiers and basic networked MFD’s.
We approached the client with a view to changing their current photocopiers and reducing the number of desktop printers throughout the building but also improving the service and reliability with the equipment. The points of contact were the Facilities and IT departments: Facilities for the cost exercise with leases, service costs (print/copy volumes), ongoing maintenance charges and the amount of devices throughout the building and the IT department to discuss the current ‘Work Flow’ and what improvements they would like moving forward with a new 5-year solution as not all the photocopiers were networked and being used to their full potential.
Obtaining the tangible costs was relatively easy as all the information was available with lease paperwork, quarterly CPC service invoices and monthly toner & consumables invoices for the desktop printers. In addition to the invoices provided, we provide a ‘Site Survey’ and ‘Print Audit’ which would back up all the relevant information required for putting together a new solution with a new PaperCut ‘Follow Me Print’ software solution and reducing the amount of devices not being utilised throughout the numerous offices.
- Site Survey done over a 2 day period where we were taken on a ‘Walk Around’ of the buildings to discuss with the end-users what they like or dislike with the current equipment and set up, what future requirements would be possible and how we could improve the Work Flow with any new multi-functional devices and software.
- Print Audit performed over a 4 week period to obtain the volumes for all print/copy/fax throughout the whole fleet of the devices. Once we had all the information with the volumes, we could break down the costs to each individual device and departments. This would be invaluable when recommending the correct devices per department, in accordance with volumes, staff levels, user requirements and location.
- Once we had gathered all the information and costings based around print/copy/fax/scan throughout the Work Flow, a report/proposal was written and presented which recommended the correct equipment and more importantly showed a very good cost-saving which we have built on over the last 24 months.
- PaperCut Follow Me Print software was also recommended as we reduced the numbers of expensive desktop devices across the fleet but staff needed to have the ability to print without the loss of production. The software was installed on the network and all the 1,000+ staff can send print jobs to the print queue on the network, then walk up to any device on the network in any location throughout the buildings, wave their own personal door entry/proximity card across the printer and only there individual print work would be produced.
One of the print based rules which we put in place would be that if a print job wasn’t printed within a 12 hour period, the print job would be deleted off the network. In the past, print jobs were sent, printed off and left lying around on the devices and either lost or binned, which was a complete waste of paper and toner. With the new Follow Me Print software, wasted paper and print jobs were dramatically reduced, thus saving further costs, the environment and greatly improved the efficiency and downtime with the devices.
In addition, the software and card readers provided the IT department with a ‘who printed what, where and when solution’ – meaning everyone was accountable for what they produced and there were usage records for cross billing or budgeting purposes. The software also helps when producing confidential and secure print work.
Along with the PaperCut Software, we use another application called ‘One Stop’ which monitors the usage, toner levels and email alerts. This accounting tool helps with regular account management meetings and can break down the figures for toner coverage and pages/paper used. Currently the ROH print/copy between 2.6 million to 3 million pages per year but also scan and store thousands of documents every year with the equipment we have supplied and maintain.
Previously, the annual spend on printing/copying was in excess of £100,000 per year and since 2012 when we were awarded the contract. Since then we have managed to reduce the annual spend to between £60,000 and £70,000 – and this included new equipment and software, were as previously the ROH had owned the majority of their devices with Canon Direct and there wasn’t any print management software on-site.
Client reference available on request.