1.) Appoint a ‘Printing Manager’. Most organizations view printing as a necessary evil. Although printers or copiers are bought or leased to take care of the needs of a specific department or sometimes a specific area of midsize to large business. Many times that decision is made by a manager of the department. Depending on the size of the company there could be several department managers making these decisions. A better strategy is to centralize the responsibility to one person or a team, depending on the size of the company, to take ownership of the task.
2.) Measure your usage. Once that is done another important task is actually identifying what you are actually spending on the printing and how much actual printing is being done. There are many options available to measure the actual print volume. There are several options available online. Also, most printer vendors out there offer the software for free and most times will offer to provide free reports once data has been collected for a while.
3.) Streamline your Printing Devices. Once actual print volumes are measured it is easier to make informed decisions on the type of equipment to do the job of printing. Many companies have high printing costs from too many personal printers and inefficient device placement. Choosing a centrally placed copier and keeping the personal printers to a minimum usually will help with saving costs.
4.) Go Green. When printers/copiers are set-up it is possible to set default settings to automatically duplex prints and copies. Another default setting if you are using a color print capable device is to print in black & white unless color is absolutely necessary.
Taking these steps should significantly help reduce costs. If this seems to be about 3 more steps than you are willing to take to create the desired savings that are needed you may want to bring in a professional! The potential savings that can be realized in the business world is staggering!
School districts especially have a very large amount of records they need to keep because of the clientele they serve. Credentials need to be up to date, background checks are mandatory, benefits are always changing and evaluations are done on a regular basis. All this and much more information needs to be in the employee’s file to assure they are current and compliant to keep their jobs. In the sue happy world, we live in more and more pressure is put on districts to maintain accurate, up to date records because they are working with children, parents and the public.
All of this critical information stored in a competent enterprise content management system can be managed and accessed quickly and easily. Professional software designed for ECM enables users to search for information that has been tagged or indexed in many different ways. Documents are also kept in a way that they cannot be lost, edited, deleted or changed in any way. There is also auditing that takes place in the background that shows every time a document was viewed, by whom and whether any changes were made. Security and permissions can be set up so there is no fear of any informational breaches. It can also be used to set reminders for any required continuing education, prevent any lapses in licensing and record retention dates. Many times access can be done remotely through an app on a smartphone or tablet. All this makes gathering records a simple process for anything from preparing for an audit to responding to any requests for information for employee or student records. OnBase is the Enterprise Content Management System that is offered by Phillips and it offers all the features
Is making a change, worth the effort needed? Many school districts ask this question before they make any change with internal resources. Taking time to research areas of improvement takes time away from more important tasks (and students) and how much would they really save.
One of our local School Districts was asking themselves this very question. They were happy using their current vendor but wanted to improve their financial picture. A managed print program could possibly provide a solution, but would it be worth the effort. After all, they had a large fleet of printers and MFP's/copiers that grew for a period of ten (10) years, and it worked fine.