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Clients & Case Studies

A leading provider of market intelligence, IMS Health, wanted to drive
efficiencies in  every area of their business.

Xenith worked with them to identify how they could reduce the cost and the environmental impact of their document production, while increasing productivity at the same time.

Print confidentiality was a big concern due to the company’s commitment to protecting the privacy of the data that they analyse and distribute. In addition, the company wanted to standardise their document systems globally in order to increase productivity.

Utilising a fleet of Xerox Multifunctional Devices and Software Solutions on a fully Managed Print Service (MPS), Xenith have far exceed expected results for all the key drivers. This includes a vast reduction of £310,000p.a. in the direct print cost of offices across the EMEA region, with further reductions being made as the solution is rolled out globally.


The Challenge

In the first stage of the project, Xenith performed an Office Document Assessment. This was a multi-phase evaluation of print workflow and practices for each office, including empirical data of current print volumes and asset lists alongside documented user requirements gained from focus groups. Using this data, Xenith helped to define their goals:

  • Improve productivity by increasing device availability and functionality.
  • Standardisation of systems across all offices to facilitate printing for travelling users and ease of maintenance.
  • Apply security to every print and scan job.
  • Reduce printer related calls to the helpdesk.
  • Eliminate wasteful printing.
  • Reduce the energy consumption associated with printing.
  • Reduce the overall cost of document production.


The Solution

A combination of hardware and software solutions were designed and implemented to increase productivity and deliver on key drivers:

  • Print volume was to be migrated from a wasteful and uncontrolled network of numerous desktop printers to fewer, more energy efficient Xerox Multifunctional Devices - without affecting device accessibility.
  • Managed Print Services were to be implemented in order to monitor and maintain the environment, replace consumables before they run out, and fix problems before they impact employees.
  • Documents were to be released securely at any device in the building using SafeCom ‘Pull Printing’.
  • Documents were to be printed securely via only two print queues in the business for all users, using a single Xerox Universal Printer Driver.
  • Provision of improved print procurement processes and print controls with Safecom Reporting.
  • Monitoring of Xerox MFD’s proactively using Xerox CentreWare Web.
  • Providing users with the ability to securely scan directly to applications like Word, Excel and PDF securely. Optical Character Recognition to be used to convert scanned documents into text.


The Results

  • Easier document storage and creation by scanning to PDF, Word and Excel.
  • Travelling users can print at any site without having to involve support services and still release their documents securely at any device.
  • Higher document security as print jobs are only released when a user authenticates via card at their choice of printing device.
  • Printer related calls to the Help Desk used to be 12% of the total call volume – they have now been reduced to 1% due to the implementation of Managed Print Services which continually monitors and optimises the printing environment. The migration from many desktop printers to fewer, more robust, high capacity machines has resulted in increased uptime.
  • Reduced wastage with SafeCom ‘Pull Printing’ printing, as users walk to their machine of choice and ‘pull’ their print from the print queue. Print-jobs which are no longer required can be deleted from the queue at the machine. Documents no longer get lost and then abandoned on the output tray. Additionally, the Xerox ColorQube consumables also use 90% less packaging, resulting in significantly less waste overall.
  • Energy usage reduced by 45% due to a more efficient fleet with fewer machines.
  • Total print volume reduced by more than 40% - a reduction of 4.6 million pages across Europe each year.
  • Direct printing cost reduced by 32% - giving savings over £310,000 in the first year.


Today and Tomorrow

As a result of the outstanding satisfaction with services provided in the EMEA region, Xenith is now partnering with the abovementioned company to standardise their document solutions globally, delivering the same efficiency improvements, cost reductions and environmental benefits.

 

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