Ricoh Professional Services. Strategic Document Management Outsourcing to Improve Productivity. people. processes. echnology

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1 Ricoh Professional Services Strategic Document Management Outsourcing to Improve Productivity people processes echnology

2 Ricoh Professional Services Solutions that make an impact. With the rise of networked enterprises, the complexities of document management have multiplied. Most likely, your resources have not. Your organization may not have the ability to print, duplicate, and deliver finished documents, the personnel to monitor workflow, nor the technology to get jobs done quickly and cost-effectively. Faced with unprecedented pressures to deliver more products and services with greater urgency and efficiency, it makes sense to: Focus on your core competencies Reduce and control document-related operating costs Better allocate your resources Gain access to the latest document-related technologies Acquire new resources dedicated to document management That means outsourcing your document management processes to a provider that can maximize your productivity and minimize document-related costs across the enterprise. That resource is RICOH Professional Services (RPS).

3 AssessImproveImplement Customer-focused processes RPS provides a seamless transition from our initial meeting with you through implementation and ongoing support. Our goal is to ensure consistent and exceptional service quality. From the first steps where we define your business requirements and expectations, to the solution design and development stage, to the implementation of continuous improvement tools, RPS leverages its thorough understanding of your business to meet your specific document management needs. Our single focus is supporting your business. That is why we developed our post-implementation Facilities Account Management Excellence (FAME) program. It uses quantitative and qualitative measurements to assess and refine our processes based on the real-world results we achieve working together. This self-audit program enables us to share essential metrics with key decision-makers, find new ways to improve service levels, and ensure we meet or exceed your expectations every time. It must be working because we feature a greater than 95% customer retention rate. Thorough assessment of your needs Our DOCutivity assessment process uses an outcome-focused, IT-friendly approach to help you examine document management throughout your enterprise. We can scale it to any size organization. Our first step is to understand your objectives, your expectations, and your resources. Our assessment shows where your document management processes are today and we develop a plan to determine where we can take them in the future. You gain a clearer perspective on what outsourcing services you need, as well as how much money you will save. Document costs are difficult to manage over time. Often, they are hidden entirely. RPS helps you uncover these costs and take advantage of improvement opportunities. Based on your enterprise goals, current IT infrastructure, and specific requirements, we can recommend a solution that streamlines business processes, increases your productivity, and reduces your total cost of ownership. Our single focus is to support your business. We can scale to any size organization. Let us recommend a solution that streamlines your business processes and increases your productivity. RPS leverages its thorough understanding of your business to meet your specific document management needs.

4 PeopleProcessesTechnology Comprehensive document process outsourcing In a document process outsourcing (DPO) engagement, RPS assumes responsibility for an entire document-intensive business process in your organization. Essentially, DPO enables you to offload the administrative burden of managing the people, processes, and technologies involved in the process and redirect these resources to higher-level activities. With our considerable and wideranging experience in DPO, RPS typically uses this strategy to help customers realize significantly higher levels of productivity and process efficiency, as well as discover new opportunities to reduce operating costs. How DPO helps actual Ricoh customers The following examples taken from engagements with actual Ricoh customers illustrate how DPO enables large organizations to: Reduce costs. A large insurance company was struggling with inefficient service in its corporate document center. An RPS team was brought in to manage document creation, printing, insertion, and mailing for policies and checks. After eliminating a nine-day backlog, RPS optimized workflow and upgraded technology in the center. RPS reduced turn-time for critical documents to less than 24 hours, enabling the customer to achieve 100% on-time notification, avoid regulatory penalties, and save millions. Streamline workflow. A manufacturer had an unacceptable amount of document waste caused by obsolete printed materials. When RPS assumed control of production, the team revamped workflow among the publications, marketing, and printing departments, converted the process to print-on-demand, and eliminated 100% of document waste. RPS teams also provided writing and graphic design for the company s marketing materials and technical manuals. Improve productivity. A global manufacturer that needed documentation support for frequent product rollouts assigned the entire process to RPS. Today, RPS prints, distributes, and stocks inventory for all service bulletins, technical manuals, rollout kits, and other documents ordered by the company s sales and service teams. All documents are stocked for immediate shipment and updated automatically as new versions arrive from the manufacturer.

5 UnderstandRecommendSupport Dedicated, secure document centers Whether on-site, off-site, or in an RPS commercial production center, our document center services help you save time and money. Production workflow Device and job management Document distribution Digital print-on-demand Cost accounting and output management Copy center management Archiving and data backup Fleet management services We can manage and maintain all digital multifunction products (MFPs), printers, scanners, and fax machines, including hardware from other manufacturers. Routine service and preventative maintenance Supply replenishment, order and restock End-user training and monitoring Device and job management Mailroom management Our motivated, well-trained teams can keep your mailroom running efficiently. Mail processing Interoffice mail and express mail Bulk and presort processing Shipping and receiving Pick/pack/ship and replenishment Media duplication Kitting and assembly, fulfillment Data center output Choose RPS and outsource the tools, technologies, processes, and services you need for cost-effective data center management. Production print Bar code control Inserting Web-based archiving Electronic imaging Total file management Forms management Scanning services Let RPS manage your document scanning for fast, easy retrieval of your important data. Day-forward on-site Back-file conversion Media-to-media conversion Scanning and indexing Database management PDF creation/conversion Customer-defined services Turn to RPS for a wide range of services that allow you to concentrate on your core competencies. Reception Conference room management Third-party printer management Creative services Vendor management Project management Records management Help desk

6 t Ricoh Professional Services Discover the benefits of outsourcing RPS is one of the world s fastest-growing providers of strategic outsourcing services that can streamline document management. We enable organizations to remove inefficiencies, cut costs, and free up internal resources for missioncritical, revenue-generating tasks without adding staff or infrastructure. RPS offers extensive expertise in document production, management, and delivery. RPS can: Run a dedicated, secure copy center Manage and maintain an entire fleet of output devices Provide mailroom functions Handle all data center output Manage scanning processes Help with other customer-defined services We customize our offerings to accommodate the size and scope of your operation. Plus, we can deliver these capabilities on site, or provide traditional off-site outsourcing. We ll provide whatever you need, on your schedule, and within your budget. Find out more today For more information about how Ricoh Professional Services can help your organization streamline document workflow and make an immediate positive impact on operating costs, please contact your local RPS representative. Ricoh Americas Corporation, Five Dedrick Place, West Caldwell, NJ Ricoh and the Ricoh Logo are registered trademarks of Ricoh Company, Ltd. All other trademarks are the property of their respective owners. Printed in U.S.A. on recycled paper because Ricoh cares. R2549