Clients & Case Studies

The Leading City of London Financial Institution needed to reduce their costs, stop wasted print and relieve their helpdesk of time consuming print-related problems.

They identified that they needed to get control of the cost of producing documents by reducing their printer fleet but at the same time to improve functionality.

Furthermore, because of the direct and indirect affect the business decisions of this institution has on the livelihoods of many people, they require themselves and everyone who works with them to aim always for the very highest standards.

To ensure that they had the right partner they undertook a European-wide tendering process for the provision of a Managed Print Service throughout its offices in London and the UK.

Competing against a significant number of large manufacturers and dealers we were delighted to be awarded the contract in 2008 by demonstrating excellence in the management of similar high quality secure managed services and having a proactive approach to the contract when managing diversity and service provided in all areas to the institution.

The Challenge

Provide a Managed Print Service that assumes the burden of print related problems
Consolidate the output device fleet by removing hundreds of printers, whilst maintaining print availability
Provide increased functionality with a cost-effective method of scanning documents directly into their Interwoven document management system
Reduce the volume of paper consumed
Reduce the cost of document production

Whereas too often suppliers can lead with “exciting new technology”, We worked hard to understand the true business requirement in each area, and to fit the service and the technology appropriately to that requirement.

The solution was formed through integrating Copitrak and NSi AutoStore onto a homogenous fleet of 80 Colour and Black & White Multi function devices.

The Solution

80 Multifunction Devices capable of producing up to 24 million pages each year
Copitrak Print to provide a secure printing function, both to eliminate sensitive documents being left at printers, and to allow uses to release their print jobs at any Multifunction Device in the building.
Copitrak eClipse terminals to provide an easy to use interface for enabling the photocopy functionality and releasing Secure Print jobs.
Copitrak Scan for providing a preview of the scanned image on the eClipse terminal before passing the document to NSi AutoStore with the authenticated users’ credentials for storage in the Interwoven Document Management System or for scanning to a user’s email address.
Copitrak System Suite to provide an integrated reporting on all documents printed, copied and scanned to provide control, accountability and departmental recharge of costs.
An onsite engineering service who integrated with the client’s IT Service Management system to take all document related calls and to resolve and close them.
A pro-active approach to contract management that drives down print volumes, cost, and IT related resource

We provided the onsite management from day 1 and delivered the implementation in a timescale that ensured the roll-out was smooth and provided no interruption to business continuity. One of the continuing challenges was ensuring good User Acceptance Testing was done in each area of roll-out, since with over 900 printing applications it was critical to make

The Results

A reduction of document related calls to the IT helpdesk by 80% - and the remaining 20% of calls being passed within the IT Service Management system to us.
All users having access to a powerful printing solution and with a swipe of their card and a touch of a button can scan a document straight into their personal area in the Bank’s document management system
A significant reduction in the number of documents left on printers at the end of the day – and a reduction in the total volume of paper produced.
A reduction in the overall cost of producing documents of 25%

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