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

University of Kentucky, Highlighted in Ricoh RWORLD, 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...

 


Ricoh Document Service Center Open!

University of Kentucky, White Hall, December 21, 2012 - The first of three Campus Document Services is open. Located in the basement of the White Hall Classroom building. Two additional locations will be opening soon after in January 2013! A wide array of services are offered from color printing to professional finishing services. See us online at http://www.uky.edu/dsc


Independent Research Firm Places Ricoh among ‘Leaders’ in Evaluation of Managed Print Services

West Caldwell, NJ, May 15, 2012 - Ricoh Americas Corporation today announced it has been named a Leader in the “The Forrester Wave™: Managed Print Services, Q2 2012(1)” report released May 10, 2012.

Ricoh was among the seven selected companies that Forrester evaluated in the May 2012 report which says leaders “emerged as the strongest MPS (managed print services) offerings due to strong global deployment, complete support for office and production requirements, and integration with ITO (information technology outsourcing) support.” Forrester gave Ricoh and its Managed Document Services (MDS) program highest possible marks in “technology and solution ownership,” “enterprise print support,” and “MPS market experience.”

“Ricoh has a strong mix of capabilities with enhanced device monitoring,” the report continues. “Ricoh [also] has strong direct channels worldwide for delivering MPS. Surveyed enterprises noted Ricoh’s strong execution and responsiveness to out-of-scope tasks such as security integration challenges. Continued focus on change management, improved device management, and extending services beyond MPS to office workflows and document management will ensure strong growth in MPS.”

Ricoh MDS is the company’s exclusive approach to managed print services. It encompasses the three fundamental parts of document management — input (the creation of information), throughput (how information moves around a business), and output (processing information in a way to add business value). Ricoh MDS directly addresses top business concerns such as cost control, environmental sustainability, information security and governance, business process efficiency, organizational change management, information worker (iWorker) productivity, information optimization and strategic infrastructure.

“We’re pleased that, through Forrester, we believe that organizations around the world have another opportunity to learn how Ricoh is leading the evolution of MPS and helping customers achieve their most important business goals,” said Sergio Kato, Deputy General Manager, Global Marketing Group/Services Business Center. “We look forward to helping these customers continue to excel as well as helping new ones discover the many ways they can streamline management of their fleets and improve their productivity.”

For more information on Ricoh’s Managed Document Services (MDS) strategy, delivery framework or services portfolio, visit www.ricoh.com/mds. To learn more about Ricoh’s full line of products, services and solutions, please visit http://www.ricoh-usa.com.

(1)“The Forrester Wave™: Managed Print Services, Q2 2012," by Craig Le Clair with Alex Cullen and Mackenzie Cahill.

| About Ricoh |
Ricoh is a global technology company specializing in office imaging equipment, production print solutions, document management systems and IT services. Headquartered in Tokyo, Ricoh Group operates in more than 200 countries and regions. In the financial year ending March 2012, Ricoh Group had worldwide sales of 1,903 billion yen (approx. 23 billion USD).

The majority of the company's revenue comes from products, solutions and services that improve the interaction between people and information. Ricoh also produces award-winning digital cameras and specialized industrial products. It is known for the quality of its technology, the exceptional standard of its customer service and sustainability initiatives.

Under its corporate tagline, imagine. change. Ricoh helps companies transform the way they work and harness the collective imagination of their employees.

For further information, please visit www.ricoh.com/about/


IKON Brand transitions to Ricoh USA, Inc.

In April 2012 the Ricoh and IKON brands will align and we will go to market as Ricoh moving forward. IKON Office Solutions became a Ricoh Company in 2008. Moving to a single brand marks three years of integration planning and execution, creating a strong unified organization. As part of this effort, we will be integrating our functionality with www.ricoh-usa.com and launching a new customer self-service site, MyRicoh.com, where customers can request and manage service requests and eventually submit meter reads, as well as order supplies. You will also begin seeing changes to ikon.com as we transition our brand to Ricoh.


UK Goes Green With New Printing Program

LEXINGTON, Ky. (Feb. 10, 2011) − Imagine 130 million pieces of paper, laid out end-to-end. The paper trail would stretch for more than 22,500 miles, nearly around the globe. That's how many pieces of paper the University of Kentucky bought last year.

UK is announcing a new program to change that. The program, called Managed Print Services (MPS), partners UK with IKON Office Solutions, Inc. to reduce the university's carbon footprint and cut costs by managing its printing needs. IKON will do an assessment of each university department, and will make recommendations on the number of printers, fax machines, scanners, copiers and other output devices the office needs. 
 
“I’m pleased to see our university leaders thinking creatively about cutting costs and reducing our carbon footprint,” said UK President Lee T. Todd Jr. “We all use printers, fax machines, copiers and other output devices in our daily work at UK. That means we can all make a difference through this program.”
 
Industry standards recommend one printer for every 12 employees, for example, while UK currently averages about one device for each employee. IKON will then provide and service the department's output devices on a contract basis.
 
“This program begins at a time when both sustainability and cost-cutting measures are extremely important to the UK community,” said UK CIO Vince Kellen. “I’m proud to say that the Managed Print Services project addresses both issues, in a way that will increase the university’s green initiative and efficiency.”
 
Entering the program is not mandatory for UK departments, but offices stand to save money and gain efficiency through participation. Currently every unit at UK buys devices and supplies as needed, but the MPS program can cut energy costs, lower the cost of owning devices and streamline the process of getting new equipment when needed. The MPS program will lower the cost of owning and using output devices for UK departments by providing a single price per impression (one for black and one for color). UK departments will no longer need to buy their own equipment.
 
“With this program, everyone in the UK community can play a part in reducing costs and ensuring sustainability,” said Bill Harris, purchasing director for UK. “We can make a big impact by analyzing and managing the way we print.”
 
The MPS program was developed by a team of representatives from the administrative, academic and medical areas of UK. “We are very proud of the team that selected a managed print solution for us,” said Tim Tarnowski, CIO of UK HealthCare Information Technology. “Their dedication and hard work will provide tremendous benefits to our organization. We are very pleased with the outcome of their analysis and look forward to moving this solution forward.”
 
IKON, a Ricoh Company, was chosen as the exclusive partner to manage the MPS program following a competitive bid process. 
 
“We are pleased that the University of Kentucky has selected IKON for their Managed Print Services needs,” said Terrie Campbell, Vice President of Managed Document Services for Ricoh U.S.  “As a Ricoh company, IKON is a leader in managed services, and we help our customers manage documents more effectively and drive improvements in productivity, collaboration and performance. We look forward to a successful relationship with the University of Kentucky.”
 
More information will be available in the coming months about the program, its benefits and potential cost savings. An MPS project team will oversee the program’s implementation. The MPS program website, which includes an FAQ page, is available at www.uky.edu/MPS. 
 
Pilot projects are underway and a complete project list is being developed. To have your department or area assessed for the MPS program or to discuss immediate equipment needs, please contact the MPS project team at UKMPS@uky.edu.