SCRAP PAPER – HOW BETTER DOCUMENT MANAGEMENT CAN

CUT CARBON AND COST

Tracey Rawling Church FRSA, Head of CSR, KYOCERA Document Solutions UK

1. HOW PAPER IS COMMONLY WASTED

2. THE SCALE OF THE PROBLEM – AND WHY IT

MATTERS

3. THE ROLE OF USER BEHAVIOUR

4. EMBEDDING CHANGE THROUGH TECHNOLOGY

5. HOW MANAGED DOCUMENT SERVICES CAN

HELP ACHIEVE COST AND CARBON GOALS

6. NO-COST HINTS AND TIPS FOR IMMEDIATE

IMPACT REDUCTION

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AGENDA

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HOW PAPER IS WASTED

The average UK office worker goes through as many as

6,000 sheets of paper per year

That’s 25 sheets per day

For each office worker, 3,720 (62%) of these sheets of

paper are wasted or unnecessary

1140 sheets could be

printed double-sided

900 sheets could be read

on screen instead

660 are printed

for proof-reading

300 sheets are left

forgotten on the printer

300 sheets are the

wrong documents

420 sheets are

unnecessary duplicates

Source: Kyocera/Loudhouse survey 2011

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232,000 trees

95 million gallons of water

5 million gallons of oil

55 Gigawatts of electricity

EACH YEAR, THIS WASTE USES…

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47 MILLION PRINTER CARTRIDGES GO TO LANDFILL IN THE UK EACH YEAR

Source: The Cartridge Recyclers Association

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PIONEERING RESOURCE-EFFICIENT PRINTING SINCE 1992

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CONVENTIONAL CARTRIDGE-BASED PRINTER - WASTE DESIGNED IN

CARTRIDGE-FREE PRINTER - WASTE DESIGNED OUT

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RESOURCE EFFICIENCY = COST EFFICIENCY

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HOW TO SHARE, STORE AND MANAGE INFORMATION IN A WAY THAT SUPPORTS

LEARNING BUT AVOIDS EXCESSIVE COST AND ENVIRONMENTAL IMPACT

THE OLD WAY – RELYING ON BEHAVIOUR CHANGE

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EMBEDDING CHANGE THROUGH TECHNOLOGY

TECHNOLOGY ADDS VALUE

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

YET HALF OF TEACHERS SURVEYED FEEL THEIR SCHOOL IS NOT KEEPING UP

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

PRINTING IS OFTEN OVERLOOKED IN FAVOUR OF MORE EXCITING TECHNOLOGIES

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

YET IT CAN BRING WORTHWHILE BENEFITS

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

THERE ARE OPPORTUNITIES FOR COST REDUCTION AND BETTER CONTROL

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

AND FOR IMPROVING THE EFFECTIVENESS OF PRINTER AS AN EDUCATIONAL TOOL

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Source: survey of 500 UK teachers commissioned by

KYOCERA, conducted by Atomik Research

THE GOALS

Cost

Time

Waste

Effectiveness

Efficiency

Control

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Analyse document processes

and workflows

Find out what devices currently

exist, where they are located

and how they are connected

Gather data about printing

activity by individuals and

departments

Understand how documents

enter, move through and leave

the organisation

ASSESS

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Identify ways to smooth workflows

and reduce reliance on paper by

the application of document

management software and other

applications

Design an optimised solution that

has only the devices needed, in

the correct locations to support the

workflows

Integrate seamlessly with existing

technology solutions

DESIGN

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Develop a charging model that

precisely fits the customer’s

financial requirements

Provide consultancy to integrate

the proposed solution into the

customer’s network infrastructure

Agree bespoke SLAs based on

customer requirements

Define a rollout plan that delivers

the solution with minimum

disruption to the organisation

IMPLEMENT

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Install devices and train staff and

students on their use

Provide user engagement support

on an ongoing basis

Remotely monitor devices for

proactive technical support

Maintain devices according to pre-

defined SLAs, proactively address

any unforeseen issues

Appropriate existing machines can

be incorporated into the contract

MANAGE

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Collect and analyse data to

ensure project meets its

objectives both immediately and

in the long-term

Review regularly to ensure that

any changes in workflows or

priorities are accommodated

Continuously optimise, looking

for further efficiency

improvements and cost savings

OPTIMISE

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NOT PAPERLESS; LESS PAPER

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Set filters to reduce wasteful printing

Identify every print job with a named user

Allow approved administrators to review the content

of print activity, to reduce non-school printing

Print Archiving can assist in audit processes,

security and storing frequently-printed documents

Automatic configuration of new user accounts and

automatic periodic quotas

Automatically tracks printer errors and can be

configured to send messages to admin or helpdesk

staff when a printer requires attention

Can be configured to charge for printing/copying

PAPERCUT – PRINT MONITORING AND CONTROL

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Print jobs can be collected from any device on

the network – even at remote locations

Prints are not made if the user forgets to

collect them – saves cost, improves security

Users see messages about the cost and

environmental impact whenever the print

Costs can be allocated by user, department or

any other group to improve budgeting

If required, can be used on a “pay per print”

basis (popular in university settings)

Can save typically 40% on print costs through

waste reduction alone

SAFECOM – SMART PULL PRINTING AND COST MANAGEMENT SOFTWARE

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Allows pull printing without the

need for an ID card or PIN

Reduces likelihood of users

printing on each other’s accounts

Increases security, reduces waste

Allows “rules-based” printing, eg

enforcing duplex printing, setting

upper print limits or re-routing jobs

to more appropriate printers

Deletes uncollected jobs after 24

hours, doesn’t store fingerprints

BIOSTORE – PAPERCUT-COMPATIBLE BIOMETRTIC USER IDENTIFICATION

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NSI AUTOSTORE – A SOPHISTICATED WORKFLOW SOLUTION

Cuts costs – Automates labour-

intensive filling and data entry tasks

Agility and speed – Instantly distributes

documents to all nominated recipients

Productivity – Frees time previously

spent on repetitive manual processes

Efficiency – Simplifies processes and

improves document workflows

Compliance – Secure, rules-based

document processing eliminates

human error

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KYOCERA SIMS CONNECTOR

Simple, fast and secure storage of

documents and information

Scans documents straight into

Sims.net via an embedded connector

that integrates with Autostore

Reduction in staff time on filing and

retrieving information / documents

Provides full document workflow with

a central point of storage for all of

your information

No training required as it replicates

your SIMS practices

KYOCERA’S EMBEDDED EQUITRAC SOLUTION

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KYOCERA HYPAS (HYBRID PLATFORM FOR ADVANCED SOLUTIONS) POWERS INTELLIGENT WORKFLOW SOLUTIONS

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TEACHING ASSISTANT – A KYOCERA HYPASAPPLICATION

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TOP 10 TIPS FOR LOW-CARBON PRINTING

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Never print something just to read it once

Keep digital archives rather than printing hard copies for filing

Always use the “preview” function to proof read and check layouts

before printing

Reduce the size of the text (or images, or margins) rather than letting just

a few lines run on to an additional page

Only print the number of copies you actually need

Always print double-sided – set as the default where available

For internal documents, consider printing several sheets to a page

Only print the page(s) you need, not the entire document

Use sleep mode, adjusted to the shortest time delay

Always turn off your printer at the end of the day

© 2013 ￚ KYOCERA Document Solutions

http://www.kyoceradocumentsolutions.co.uk

All rights reserved.

THANK YOU! ANY QUESTIONS?

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trc@duk.kyocera.comhttp://twitter.com/TraceyRChttp://twitter.com/KyoceraDUKhttp://uk.linkedin.com/in/traceyrawlingchurch/

www.kyoceradocumentsolutions.co.ukwww.kyoceraineducation.co.ukwww.greenlight.kyocera.co.uk