University of Kentucky Saves Big with Massive Document Management Overhaul

University of Kentucky Saves Big with Massive Document Management Overhaul

About the Customer

The University of Kentucky (UK) is a large public university in Lexington with nearly 30,000 students in a sprawling campus setting that includes a medical campus, multiple hospitals and dozens of clinics and outreach programs. The university nurtures an environment where academic growth and learning takes precedence throughout the entire community. As a result, it continually strives to partner with innovative leaders with advanced technologies such as Ricoh to enhance efficiencies—and enrich lives. 

Challenge

The University of Kentucky produces about 130 million print impressions annually.
As a result, it spends about $6.7M annually for direct print costs, comprising hardware purchases, supplies, leases, maintenance, personnel and more. The subsequent toll of such a massive workload adversely affects the environment, too. 

Solution

Ricoh was chosen to implement its Managed Document Services (MDS) strategy. A 20-person team was deployed to the UK campus to streamline operations, standardize equipment and supplies and simplify processes for staff, faculty and students. The team provides preventive maintenance, repairs, software upgrades as well as installation and training.

University of Kentucky Saves Big with Massive Document Management Overhaul

Each new device is procured after Ricoh conducts a strategic onsite needs assessment to determine which types of devices can accommodate the unique demands of the area and its users. The devices are networked, so activity can be tracked remotely to expedite maintenance for the entire fleet. Additionally, many devices, including those in student labs and libraries, offer user authentication controls for easier chargeback management and to prevent unauthorized use. 

Results

Each department is on a price per impression plan—with monochrome output priced differently than color output. In return, participants receive a wide range of digital multifunction devices, printers and copiers, guaranteed service level response times, usage activity reports and simplified billing processes. In addition, the plan is with a single vendor with standardized terms to minimize inconsistencies. 

The Associate Director noted that the program includes several eco-friendly features that complement the university’s initiative to promote more sustainable operations. All of the new devices include default duplexing to reduce paper waste. A recycling program has been introduced to minimize landfill waste. Additionally, the university is pushing document distribution through email and paperless faxing to reduce operating costs even more. 

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