Education Case Study: University of Kentucky - University of Kentucky Saves Big with Massive Document Management Overhaul

created by Sharon Warrington on Apr 22, 2013 11:44 AM, last modified by Amy Paglia on Apr 24, 2013 8:37 AM

An Education Vertical Case Study

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 of Kentucky produces about 130 million print impressions annually.  As a result, it spends about $6.7M annually for direct print costs, comprising of hardware purchases, supplies, leases, maintenance, personnel and more.  Inefficiencies in the procurement process led to unnecessary purchases as well as the wrong type of equipment. As a result, there were 632 types of output devices with more than 1,000 unique supply needs.  Some devices were overworked while others remained dormant.

 

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 the installation and training.

 

More departments are joining the MDS program and momentum has surged.  Projections call for 706 million pages of output over the next six years.  In fact, early analysis indicates that the university could save more than $22 million over the next six years of the contract.

 

Education Case Study: University of Kentucky - University of Kentucky Saves Big with Massive Document Management Overhaul

created by Sharon Warrington on Apr 5, 2013 4:39 PM, last modified by Sharon Warrington on Apr 5, 2013 4:46 PM 

Challenge:

  • Too many under utilized devices
  • Decentralized procurement and management processes
  • Excess waste, energy consumption
  • Inefficient tracking processes

 

Solution:

  • Ricoh MDS
  • Clear, concise procurement strategy
  • Centralized network control
  • Onsite assessments to identify the most suitable devices

 

Results:

  • Projected to save more than $22M over the next 6 years
  • Helped reduce energy consumption
  • Standardized equipment and supplies