3 paper reducing technologies

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3 must-have technologies to reduce paper

consumption


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Introduction

• Two million pages are printed every minute across Europe, Middle East and

Africa (EMEA).

• That’s the equivalent of chopping down 63 trees per minute* or a volume of

paper to cover almost 17.5 football stadiums.

• If the paperless office may still be a myth, the "less-paper" office is a very

tangible, measurable and achievable target which is now integrated in most

corporate policies.


Introduction

Here are the top 3 paper usage technologies that

firms that we work with have implemented.


Print management technologies


1. Print management technologies

• Following an investigation, a London based firm found that their

employees were printing up to 1200 pages a day on average.

• Up to 15% of these pages were being left unclaimed at the printer and

then subsequently discarded.

• Further research revealed that most individuals were printing in simplex

mode and in colour - i.e. the default printer setting. Ultimately copious

amounts of paper and print consumables were being wasted.


• To overcome these issues, the IT team replaced their standalone printers

with a fleet of modern day multi-function printers (MFPs) which was

combined with powerful print management software.



• In the first instance, these MFPs offered a strong centralised printing,

scanning and copying platform.

• This allowed the firm greater control as they were able to define the default

settings that provided the optimal output.

• When integrated with additional print management software, it offered the

firm more capabilities to further fortify the firm’s paper management

strategy - two of which included secure and rule based printing.



• The deployment of Secure Print technology meant that user

authentication was now required at the MFP in order to release the

print.

• Not only did this improved document security as only authorised users

could access their printed documents, but it also gave users a second

chance to decide whether to print the document – or not, as in many

cases.

• This alone wiped out unclaimed paper completely (i.e. 15% reduction in

paper consumption) as those print jobs that were left unreleased, by the

user were simply deleted off the server.



• Other measures implemented included rule based printing - which

automatically routes print jobs to the most appropriate, cost effective

device.

• It permitted default settings per departments (e.g. print and copy in

duplex, in greyscale) which cut the cost of consumables (paper, toners...)

consumed by a further 25%.



Results:

• Aside from an reduction of the firm's footprint, the optimisation of

paper and its related tangible and intangible costs (environmental

impact, improved processes and productivity) generated significant cost

savings, equivalent to a little more than 3% of the firm’s total revenue.



Scanning technologies


• A mid-sized law firm needed to expand their storage space to

accommodate the growing number of paper-based matter files.

• Facing the highly inflated property prices in London, they decided that

the most viable and cost effective investment would be to convert these

matters into digital files.

• Using a scanner with advanced optical character recognition (OCR)

capabilities, the firm transformed over 100,000 hard copy documents

into fully editable and searchable electronic ones.

2. Scanning technologies


• In the first instance, this significantly reduced the amount of paper and

therefore storage space.

• Secondly, it allowed the firm to convert these documents into a

keyword searchable information repository.

• In turn, information could now be retrieved quickly and sent to team

members and clients electronically further reducing the need for paper.

2. Scanning technologies


Introduction

Results:

Today, instead of making copies of files to store in a paper filing system,

employees simply scan and digitally store these.

Thanks to scanning, the law firm has reduced the amount of paper

consumed despite a 20% percent increase in their case load.


Digital document storage &

organisation system


• Tasked with a strategy to reduce print costs by 60% and improve

workflow productivity while decreasing the space used for storing files

by 17%, a UK based firm took on a sizable initiative to move to a

completely digital client matter environment.

• Traditionally a paper and print intensive process, they decided that the

amount of time and money spent on printing and sending documents

was both unproductive and costly.

3. Digital document storage and organisation system


• The firm decided to switch to a digital binder solution which provided a

platform to create matters electronically.

• Replicating a traditional paper based ring binder, the digital binder offered a

central location for team member to store, access, review and annotate

documents in multiple formats.



Results:

• This centralised approach to managing documents eliminated the need

to print multiple versions of documents as these were being updated for

instance.

• The firm also integrated a secure file sharing solution which allowed

team members to share entire binders and large documents to multiple

team members rather than sending sporadic documents via email.

• Today, their printing costs have fallen by 60% in the first year as well as

storage costs with client matter files now being digitally archived.



Conclusion

• Although taking the initiative to reduce paper consumption can take time, effort

and investment depending on the technology itself and the organisation’s culture,

the return on investment can have a far greater, positive impact.

• By taking various steps to a less paper operation , not only does it translate into

cost savings and improved document processes, but demonstrating the use of

secure, innovative technologies such as digital binders can help position a firm as

forward thinking and a cut above the rest in a client’s mind – especially in the

highly digitised world that we operate in today.


Have you taken the initial steps towards a less paper environment or are you

looking to do so? If so, we’d love to hear your thoughts or success stories.

Sources: - IDC Press Release - New IDC Research Shows Slight Decline in Printed Pages in EMEA, But Paperless Office Not on the Horizon - http://www.idc.com/getdoc.jsp?containerId=prCZ24304413 - Tree usage calculator: http://treehouse.i-hmc.co.uk/calculator/

http://www.idc.com/getdoc.jsp?containerId=prCZ24304413

http://treehouse.i-hmc.co.uk/calculator/


Copitrak is a reference solution in cost recovery and expense management. Copitrak ensures clients

can effortlessly improve cost control and maximize recharge rates. Copitraks' range of tools and

software includes modules for Copy, Print, Secure Print, Scan Routing to email/Document

Management Systems with OCR, Expense Management, Print Room Management Workflow,

Telephony and Blackberry tracking, all of which are geared to deliver 100% payback within a few

months.


Nikec Binder is an electronic ring-binder to view, review, mark up and present your documents in the

office or on the move. Nikec Binder collates files in a single convenient binder file. It is designed to

provide the busy fee earner with the tools to allow them to view their matter in a format as similar to

paper as possible. Whether it's to present pitch document, create matter bibles, know-how

documents or internal training or HR documents, Nikec Binder helps you deliver a slick, flashy and

user friendly electronic binder. Visit Nikec Binder page

http://www.nikecsolutions.com/en/products.php?item=6&PHPSESSID=vbtno4g76hg4d6footu5aq79e0


eCopy ShareScan is an intuitive scanning solution that securely transforms paper based documents

into electronic format. It provides a fast, simple and flexible way to capture, access, share, store and

view documents and can be integrated into the existing workflow for greater business efficiency.

Visit eCopy ShareScan page

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3 paper reducing technologies

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