discover a new world of managed document services

Transcription

1 discover a new world of managed document services A PARTNER IN PRINT YOU R E A L L Y CAN TRUST

2 REDUCING YOUR PRINT OUTPUT Following an in-depth print investigation, from which we produce a detailed scoping document and tailored strategy, we can streamline your print and document output to generate impressive savings. OPTIMISING PRINT INFRASTRUCTURE Altodigital Managed Document Services brings a professional and pro-active approach to deploying the most cost efficient and effective fleet of print output devices for your business. SAVING YOU TIME AND MONEY We work closely with you to improve efficiencies and reduce costs. By taking over many of the routine responsibilities on your behalf, we also free you to focus more effectively on your core business. LOWERING ENVIRONMENTAL IMPACT Altodigital Managed Document Services will make a real contribution to your sustainable business practice. We will introduce greener working methods and technology, and implement all the policies and procedures to effectively increase your sustainability. IMPROVING PRODUCTIVITY AND DOCUMENT WORKFLOW The entire emphasis of Altodigital s strategy is to control and reduce your print output whilst maximising efficiency with document workflow solutions. We ve created our MDS proposition to provide our customers with a simple, accountable and transparent service. One that has been carefully designed to provide guaranteed reductions in print and copy costs, to increase employee productivity and satisfaction.that provides enhanced document security and limits a business s environmental impact. Our customers want a print and document management partner that they can trust and we know that trust is built by keeping our promises. Altodigital Managed Document Services (MDS) has been designed to optimise the processes and workflows your business uses to produce and exchange electronic and paper documents. It highlights where time and resources are being wasted, and provides an accountable, tailor-made print and copy environment to enhance productivity and reduce output costs by up to 40%. David Gibson MANAGING DIRECTOR We chose Altodigital as they listened to our needs and provided a tailored solution, which enabled us to improve the efficiencies of our printing, both in management and environmental terms. Altodigital the partner who can help you find a new direction Paul Farmer ARSENAL FC

3 1. DISCOVER & ASSESS First start with the facts.that s why we undertake an independent print investigation and user needs analysis to identify exactly what you operate, usage patterns, your workflow processes and to calculate the true costs of ownership and operation. 2. DESIGN Once we both understand the situation the way forward is clearer to see. Our first action is to produce a detailed scoping document setting out a tailor-made strategy designed to ensure maximum savings and sustainable benefits. On agreement of this strategy, both our organisations, working in partnership, will develop a model and schedule for progress that will focus on optimising your print fleet and introducing best practice document management to maximise efficiency. 5. MANAGE Altodigital MDS is not a quick fix makeover. Instead it is a mutually supportive long-term productivity partnership that is based on a foundation of honesty, openness and trust, supported by a programme of continuous review, designed to produce a legacy of accountable benefits for both parties. In addition to working closely with Warburton s to rationalise our fleet and reduce costs, Altodigital have been able to provide us with a much improved level of service to that we were previously receiving. We have developed an excellent partnership and working relationship over the past four years and we hope to continue this in the future. Paul Egerton WARBURTONS 4. OPTIMISE THE MDS ADVANTAGE MDS is a continuous process. Working closely in tandem with you we manage an on-going management review and refinement programme, continually monitoring every aspect of the process to ensure it conforms to our original strategy, while pro-actively seeking new ways of working that will create additional productivity and maximise benefits. 3. IMPLEMENT Implementation by our Prince 2 Accredited Project Team and IT specialists includes the introduction of the latest technology alongside integration of software and workflow solutions to create more efficient and cost effective working methods. With expert and on-going training to minimise the effects of culture change among your workforce, whilst enhancing the benefits of an MDS solution will become rapidly apparent. finding a new path to Altodigital MDS is a fully proven five phased approach that relies on a close working partnership to develop bespoke print and document management strategies and improvements, which lead to sustainable business benefits. efficiency

4 REDUCE & CONTROL YOUR PRINT OUTPUT Effective change management Change can be daunting, but not when you have the permanent encouragement and assistance of a trusted partner who is virtually a part of your team. new steps towards greater streamlining We ll be with you all the way with effective training, interactive events and support designed to ensure that changes to more effective print policies are smooth and trouble-free. PRINT EFFICIENCY TRAINING PRINT VISIBILITY TRAINING ALTODIGITAL Thinking differently PRINT SUSTAINABILITY TRAINING Reducing your print output makes financial sense. Why pay for what you don t need? Altodigtal understands that print environments can be complex. Without recognised systems to control output and performance, it s difficult to track the true cost of printing and also to manage the security of your documents. Altodigital s MDS will streamline your entire document process.we guarantee reductions in your print and copy costs through enhanced data capturing, document archiving, document workflow, data security and environmental management. Altodigital MDS proves that reducing your print output does not mean sacrificing efficiency. The process begins with our Discover & Assess investigation, which, together with our scoping document, will clearly identify our conclusions and recommended strategy. This strategy report explains in precise detail how, between us, we can streamline your print processes to generate impressive financial and operational improvements. User engagement People in every walk of life accept and adapt better to change when they fully understand the reasons for it and can see the benefits that it will bring.this is a massive part of the MDS appeal.throughout the process we work with you and your workforce to ensure everyone remains onside. The key to this improvement is to introduce better systems and smarter working practices. Educating personnel to Think About Print with golden rules, some of which include print black (mono) when you don t need colour; print only what is required; and select the right printer for the job.we can even incorporate controls that will prevent unauthorised printing or department/user specific controls. We were spending nearly 70,000 per annum on printers and photocopiers. Constant servicing of the ageing fleet was a real drain on our IT resources. Altodigital offered us the best route to an environmentally friendly and more cost efficient printing service. Les Sarson CRAWLEY BOROUGH COUNCIL

5 OPTIMISING PRINT INFRASTRUCTURE the sky s the limit ACCESS INFRASTRUCTURE ANY PLACE, ANY TIME DISCOVER & ASSESS S taying on top and staying ahead of the competition is what MDS is all about.that means we must always be planning for the future with a positive pro-active approach that identifies problems and opportunities before they arise. MANAGE DESIGN OPTIMISE IMPLEMENT Continuous accountability As part of what is a continuous partnership for success, Altodigital works closely with you to develop a sustainable and mutually beneficial managed document service.this close working relationship is forged on accountability, trust and complete transparency. DOCUMENT WORKFLOW Solutions for the capture, distribution and storage of documents for secure and easy retrieval. PRINT ROOM Switching your print operation and creating your own in house central reprographics department can save you time and money by driving large volumes to your own print room. Providing you with professional quality print at more competitive rates than outsourcing. BALANCED DEPLOYMENT A blended solution of multifunctional and desktop devices deployed in the right areas to ensure maximum efficiency. MOBILITY Solutions in place to ensure all personnel can securely print to any device on the network via smartphones or tablets. REVIEW MEETINGS Regular meetings with the account management team to discuss continual improvements which can be made to A proven solution maximise efficiency of the print infrastructure. Altodigital has helped numerous organisations, large and small, to rationalise and improve their print and document handling systems. Using a proven process of Assess, Design, Implement, Optimise and Manage we work alongside our customers to deliver a long lasting sustainable and beneficial difference. REDEPLOYMENT Ongoing analysis of the print fleet to ensure devices are deployed to the right location, with over or under-utilised devices being redeployed accordingly. CULTURE CHANGE In Altodigital we have found a partner that clearly understands how we operate as a business and the ways in which we use our devices.their dedicated team of account managers and engineers keeps a close eye on what s going on, conducting regular reviews and audits on our printing fleet to make sure that our solution is working as it should be. Ensuring users are comfortable with upcoming changes and how these will benefit them, road shows showcasing of the new solution, end user training on the technology and poster campaigns are all imperative to educate and ensure buy in of the new solution. SECURITY Putting recognised and effective systems in place to enhance the security and integrity of your print network. STANDARDISATION Uniformity of the solution to ensure familiarity through consistent interfaces, consumables and the way devices are accessed, irrespective of department or location. Daniel August MORGAN SINDALL MANAGEMENT INFORMATION (MI) Bespoke reporting on all aspects of the network to provide proactive device redeployment for greater control and transparency of print.

6 SAVING YOU TIME & MONEY minimise your costs maximise efficiency Altodigital MDS saves you money not only on visible expenses, but also on those hidden costs such as wasteful workplace practices that are often ignored. Controlling costs is crucial for businesses in today s economy. Analyse, Rationalise, Optimise With MDS we become an integral part of your team to establish how and where savings can be made. Then, working together, we collaborate to design a tailored strategy that will eliminate unnecessary costs whilst boosting efficiency. Company-wide savings SAVING YOU ENERGY SAVING YOU PAPER SAVING YOU CONSUMABLES Blended Technology As one of the UK s largest and most successful office technology specialists we enjoy long-term partnerships with many internationally respected manufacturers - bringing you an unbeatable choice of world-class quality. We will be able to reduce the size of your print fleet and will actively work with you to cut the amount of print output you produce. By encouraging end users to embrace the new technology and new workplace efficiencies, we will typically generate savings of up to 40% on energy, 25% on paper and up to 40% on commercial costs. The driving force Another major benefit of implementing a cost saving MDS programme through Altodigital is that we will take on the lead role in both proactively managing and ensuring the practical and financial success of the entire strategy. By removing that burden from yourself, it frees you up to focus on your own core business responsibilities. SAVING YOU UP TO 40% ON PRINT COSTS A key priority for us in choosing a supplier was simplicity of use and ease of management. Altodigital rationalised our fleet down to a series of multi-functional devices, all with the same interface and user experience, so they are now considerably easier to use.with a guaranteed response time, their SLAs are incredibly competitive so we no longer have to worry about device management. Pippa Yearn BEGBIES TRAYNOR GROUP PLC

7 LOWERING ENVIRONMENTAL IMPACT responsible print for a GREEN TARGETS ACHIEVED VIA MDS Meet your sustainable objectives As your operating partner Altodigital will work closely with you, guiding and helping you to ensure you achieve all your CSR targets - both regulatory and social. It will optimise your print fleet size, reduce power, paper and consumables usage and encourage the maximum awareness of the need for sustainability by your employees. greener world OPTIMISE FLEET SIZE REDUCE POWER USAGE REDUCE PAPER CONSUMPTION ENCOURAGE EMPLOYEE AWARENESS Implementing a policy of sustainable business practices is important for the future corporate and social success of any organisation. Crucial for the environment - yes. But also vital for the good name of the brand, the respect of the workforce and customers; and ultimately for the bottom-line itself. Assured best practice In addition to these high-profile measures Altodigital MDS will also bring a whole catalogue of green compliance benefits, including: asset management, recycling and responsible disposal schemes, environmental impact analysis, sustainability reports, in-house culture change, and the latest carbon efficient technology. By working closely together we can create and achieve the sound ecological policy you re looking for. Positive culture change Altodigital MDS will actively champion the green cause on your behalf. Working with you to deliver in-house training and implement programmes that will positively promote and power the necessary culture change to ensure the success of your environmental initiative. Green technology In addition to human intervention we can also call on the latest technological developments to help you reduce your environmental impact.these include: default Eco Mode settings on devices to reduce the carbon footprint, double sided printing, plus defaulting to mono and power save options. By incorporating multifunctional technology insteadof desktop devices we can also set up workgroup printing, which in itself generates significant ecological benefits. It was difficult to argue with the savings Altodigital were offering, but naturally the change of moving away from standard printing devices to MFD's came as a culture shock to the workforce. The new devices had different functionality and interfaces which our staff had to get used to. By implementing the MFD's this allowed us consolidate the amount of devices we had in our estate. so by making this strategic decision to implement the MFD's we were aware that there was going big changes in the way we used them. Shakil Azam YORKSHIRE WATER

8 IMPROVING PRODUCTIVITY AND DOCUMENT WORKFLOW Throughout our 30-years of office technology experience, we have always pioneered new approaches and have been at the forefront in the drive to develop a truly customer-focused service that reduces your own day-to-day involvement by taking greater responsibility ourselves. exceptional benefits from Altodigital Because Altodigital MDS is structured specifically around your needs, we can integrate any or all of the impressive customer service and support facilities on which we have built our reputation. Pro-active management for 100% uptime Not only do we now have a print fleet that is more economical to run, we also have a bespoke software solution in place that enables our partners to print out documents when they arrive in a different office, across the UK.When we take into account that not only are these new devices easier to remotely manage via Altodigital s Optimise software, the units also use less power which is a massive tick against our green credentials. Company Name TBC PINSENT MASONS complete control right at your fingertips Enhanced visibility Customised efficiency With Altodigital MDS we integrate automatic alerts into your technology so that they tell us whenever you re about to require toner, other consumables, or when the remote diagnostics warn of impending service requirements. There s no need for you to do a thing because we automatically respond to the alerts and ensure that your devices consistently run at maximum efficiency. If necessary we can even integrate our customers own helpdesk to ensure visibility of any issues on the network. If there is an emergency, our Hot Swap device replacement policy and 24/7 rapid reaction technical field teams ensure a speedy and positive conclusion every time. Highest-level document security A recent Kapersky Labs report identified that 75% of corporates have recently been hacked and 17% suffered financial losses, highlighting that it has never been more important to invest in document security. Far superior to paper based filing, our Electronic Document Management Systems (EDMS) is just one of the many security measures available from Altodigital. It allows your information to be securely recorded and archived; yet everything can still be instantly retrieved by accredited personnel from any pre-designated device. Simplified supply chain Altodigital MDS provides other valuable benefits too.with bespoke billing and a single, itemised invoice from one central supplier you ll free yourself from the time-consuming and admin-intensive hassle of multi-sourcing supplies and services. The key to document management efficiency is understanding exactly what every piece of equipment does and what it costs. How often it is used? Is it ever out of action, and if so, why? You need to know precisely what the operating costs are.the cost of servicing, maintenance and repairs. Is it energy and environmentally efficient? What is the cost of consumables? Altodigital s MDS approach accesses and interrogates this information through its innovative Optimise software, Optimise arms us with the essential management information from your complete portfolio of printers, copiers and fax machines. With this intelligence we optimise all the performance parameters to prevent problems, streamline efficiencies and effect genuine and accountable cost savings. At the same time you ll enjoy greater economies of scale while you maintain far greater management and cost control over your entire document process.

9 ALTODIGITAL COMMITTED TO HELPING YOU GO FURTHER It s no longer enough to think about simply supplying the technology. The future challenge is to work in partnership to reduce costs and enhance efficiency. That is Altodigital. Our pedigree For over 35 years we have not only provided top brand office solutions, we have established an outstanding reputation as one of the UK s leading specialists throughout the private and public sectors. Our experience means that what we do is as important as what we supply. HOME COUNTIES HEAD OFFICE Summit House Cherrycourt Way Leighton Buzzard Bedfordshire LU7 4UH Tel: LIVERPOOL Horton House Exchange Flags Liverpool Merseyside L2 3PF Tel: MIDLANDS 93 Vantage Point Kingswinford West Midlands DY6 7FR Tel: NORTH Madeley House 3 John Charles Way Leeds LS12 6QA Tel: SOUTH 5 Nelson Industrial Estate Hedge End Southampton Hampshire SO30 2JH Tel: SOUTH EAST (LONDON) Mint Business Park 41 Butchers Road Canning Town London E16 1PW Tel: SOUTH WEST Unit 6, Pinkers Court Briarlands Office Park Rudgeway Bristol BS35 3QH Tel: OXFORD Forage Barn Barclay Farm Little Baldon Nuneham Courtenay Oxfordshire OX44 9PU Tel: For further information on how ALTODIGITAL can help your organisation, please contact: or alternatively us at: learnmore@altodigital.com SUPPLIERS OF: SCAN ME Designed by