effect ive business solut ionsTHE

ISSUE NUMBER 21 - 2011ISSUE NUMBER 21 - 2011

The Communicator is produced by Ricoh New Zealand Ltd. For further information call 0800 274 264 or visit www.ricoh.co.nz

Ricoh Consulting ServicesGet some ‘big picture’ thinking on achieving effi ciencies in your business.

By reducing time-consuming or costly processes, Ricoh Consulting Services will improve productivity and reduce costs. Cameron Mount, Ricoh New Zealand

Scanning made seamlessGoing paperless – fi nd out how other Ricoh clients are managing the process.

Post-quake updateRicoh Christchurch looks forward to a ‘bigger, better, brighter’ future.

How to ‘transform your forms’Discover a cost-saving way to reinforce your corporate branding.

Motatapu 2011Action from this year’s iconic sporting event in Wanaka.

A driving forceA surprising new use for waste toner from recycled cartridges.

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Ricoh updates

Ricoh support for Christchurch post-quake

Ricoh New Zealand has donated NZ$200,000 to the Red Cross Christchurch Earthquake Appeal. This sum includes a donation of 10 million yen (NZ$163,000) from Ricoh’s global and Asia-Pacifi c head offi ces. In addition, Ricoh NZ has set up a fund that staff can donate to directly from their payroll. Ricoh NZ will contribute $3 for every $1 donated by staff.

Ricoh New Zealand Managing Director Mike Pollok said, “We wanted to support the Red Cross, as they are doing fantastic work in immediate relief, and will be there to help the people of Christchurch on the long road to recovery.”

Keeping up the pressure to reduce carbon emissions

Ricoh New Zealand and Tony’s Tyre Service joined forces on June 3rd to celebrate Ricoh Eco Action Day. Together we did our bit to educate New Zealand drivers about how correct tyre pressure can save on-road running costs and reduce carbon emissions. Ricoh gave away 400 digital tyre gauges worth $50 each to random lucky customers who took up the offer of a free tyre pressure check at participating Tony’s Tyre Service outlets nationwide.

Ricoh Eco Action Day is an annual event held globally by Ricoh to mark World Environment Day. Marketing Manager Murray Clark says the company tries to draw attention to environmental sustainability in a way that ordinary Kiwis can relate to. “Driving on correct tyre pressure not only conserves fuel – it also causes fewer greenhouse gas emissions, and less tyre wear.”

New global strategic alliance for Ricoh

Ricoh Company Ltd has formed a global strategic partnership with commercial offset printing company Heidelberger Druckmaschinen AG (Heidelberg). The agreement enables Heidelberg to extend its portfolio to include fl exible digital printing solutions.

As a fi rst step, both companies have entered into a global distribution contract for Ricoh’s Production Printing Product portfolio. This agreement enables Heidelberg to sell Ricoh’s latest color digital press, the Ricoh Pro™ C901 Graphic Arts Edition; as well as other appropriate future production printing offerings in Ricoh’s pipeline.

Ricoh wins two global accolades

For the seventh year in a row, Ricoh has been listed in the “Global 100 Most Sustainable Corporations in the World”. The annual rankings list was started in 2005 by Corporate Knights Inc. of Canada. It highlights 100 global corporations that have been the most proactive in managing environmental, social and governance issues (ESG) integrated with fi nancial data.

Ricoh has also been recognised by the Ethisphere Institute as one of the 2011 World’s Most Ethical Companies, for the third year in a row. You can view the complete list of the 2011 World’s Most Ethical Companies at www.ethisphere.com

1Ricoh Communicator - No. 21

THE

ISSUE NUMBER 21 - 2011ISSUE NUMBER 21 - 2011

CONTENTS

4. Scanning made seamless

2. Ricoh Consulting Services: How we can help.

13. Toner Roading Recycling

16. Law fi rms benefi t from Ricoh solution

17. Ricoh and Xplan: an integration success story!

6. A solution to ‘Information Overload’

10. Ricoh launches Basware products

9. The journey for Ricoh Christchurch

2

Ricoh Consulting Services: How we can help

No matter how well-managed it is, virtually any organisation can identify one or more business processes that are either: too time-consuming, too complex, or too prone to error. Chances are, these processes will involve documents.

That’s exactly why Ricoh Consulting Services was formed. It is a division of our business equipped with the resources and ‘big-picture’ thinking that can help our clients achieve greater efficiencies.

Information is the lifeblood of a business – so by making that information flow better, it has a positive effect on everything from cash flow and profit, to customer satisfaction and regulatory compliance. By reducing time-consuming or costly processes, Ricoh Consulting Services improve productivity and reduce costs.

According to Cameron Mount, Ricoh’s General Manager Business Solutions, organisations are discovering that information management is the ‘last frontier’ in cost reduction.

“In the wake of the global financial crisis, many organisations have restructured their staffing, and cut back on a host of discretionary costs. But if they haven’t yet looked at management of document workflows, there’s still scope for significant savings potential.”

Where to look for efficiencies

A landmark 2009 study by IDC looked at the real cost of non-productive handling of documents.* They found that time-consuming and non-productive activities could chew up as many as 20 hours a week per worker.

Another sobering finding is that the amount of information created within a typical enterprise – paper and digital combined – grows faster than 65% each year.

Reducing the time wasted dealing with information overload – even just by 15% - could save a company with 500 employees more than $2 million a year. *IDC White Paper Cutting the Clutter: Tackling Information Overload at the Source, March 2009

What can Ricoh Consulting Services offer?

Industry analysts estimate that 98% of companies do not have an effective document strategy – a strategy that could save significant amounts in operating costs.

As Cameron Mount explains, a document strategy is a ‘map’ of the information process that charts the flow of documents between people and departments.

“This includes the complete lifecycle of a document; from information capture, management, distribution and storage. Understanding and assessing that map is the first step towards improving productivity and reducing cost within your organisation.”

Once the strategy is established, Ricoh Consulting Services can provide your organisation with document management and workflow solutions that are built on an integrated suite of software.

UP TO 40% OF TIME AT WORK CAN BE SPENT LOOKING FOR INFORMATION

NEARLY 50% OF WORKERS ARE OVERWHELMED BY INFORMATION

TOP 5 WASTES OF TIME AT WORK• SEARCHING FOR

INFORMATION

• RECREATING CONTENT YOU CAN’T FIND

• REFORMATTING DOCUMENTS

• PUBLISHING THE SAME CONTENT IN MULTIPLE FORMATS

• COPING WITH COMPATIBILITY ISSUES

3

Improving every area of the business

Take any department within your organisation. If it uses paper, you can be sure there’s a Ricoh Consulting Effi ciency Solution that can improve it! Here are just two examples:

• Accounts Payable: By replacing paper-based processes with digitised systems, you’ll increase effi ciency, compliance and cost control. We can help you scan invoices and packing slips - and store the images for fast and easy retrieval. (Sort invoices by supplier, date or invoice number at the click of a mouse). Reduce data entry by automatically extracting information from invoices; and scan information directly into your accounting software system.

• HR Department: With a Ricoh Consulting Effi ciency Solution, you can automate a myriad of routine tasks, allowing you to focus on talent management. Scan applications, CVs, policies, appraisals, plans and other HR-related documents – and store the images for fast and easy retrieval. (Now you can fi nd eligible candidates for an open position at the click of a mouse). Distribute documents in seconds, with online forms and electronic workfl ows.

Ready to explore an Effi ciency Solution for your business? Talk to your Ricoh consultant today, or call us on 0800 2RICOH (0800 274264).

Brian Kotch, Solutions Specialist, Auckland

What my typical day involves: “I love how diverse my work is - every day I’m doing something different. A typical day can involve everything from presenting a demo or proposal, making a site visit to scope out the customer’s needs, to actually writing code and helping to design the solution.”

Why I like working at Ricoh NZ: “Having previously worked in this industry in the States, I like the fact that Ricoh NZ is a small, dynamic company where you can pop into the CEO’s offi ce just across the hallway - yet it still has all the resources of an international power player.”

Things I do outside work: “I enjoy exploring New Zealand through backpacking and tramping. I’m also completing my fi rst novel.”

Richard Spackman, Solutions Consultant, Christchurch

Before working for Ricoh NZ: “I worked for Ricoh in London, in the same business solutions fi eld. There’s defi nitely a growing focus on solutions in New Zealand now.”

My approach to working with my customers: “Implementation is so important. You can design the best solution in the world, but it won’t work if people don’t want to use it. We’re always mindful of those ‘on the ground’ across the organisation – the solution must be accessible and intuitive for them to use.”

What I enjoy about my job: “You meet some fascinating people who are passionate about what they do. It’s a privilege to go behind the curtain of these businesses and see what makes them successful. It’s also satisfying to be part of helping them improve their organisation or grow their business.”

Ricoh Consulting people profi le

4

If you’re still using a paper-based fi ling system, no doubt you’re thinking about moving into the electronic environment. Which raises the question - how do you get there as simply, securely and quickly as possible?

Ricoh provides a scalable and fl exible scanning solution that lets you scan, distribute, store and use documents like never before. Almost any Ricoh multifunction device (MFD) can be imbedded with this technology and it couldn’t be easier to use.

In a nutshell, your scanned document is converted into your preferred format, and routed to the appropriate network location, or document repository.

The technology combines advanced and intelligent image processing (OCR, barcode recognition, auto page rotation); fi le conversion (PDF; PDF/A, JPEG, TIFF, MS Word, MS Excel), and fl exible image distribution capabilities.

Ricoh’s solution also offers a range of connectors for seamless integration between Ricoh’s MFDs and existing Document Management Systems, Microsoft SharePoint Server™, and other CRM and ERP Systems.

It’s so fl exible, you could describe it as ‘the Swiss Army Knife of document storage’! Here are some of the clever ways Ricoh clients have used scanning technology to improve their document workfl ow and storage:

Scanning made seamless

Sulco Tools and Equipment

Their challenge: To eliminate the time-consuming double-handling of orders.

Our solution: Ricoh’s workfl ow functionality created a simple ‘one-step’ inputting of hard copies through the feeder. Orders are then automatically emailed to the reps, and stored on the server.

Chelmer Ltd

Their challenge: To replace the paper-based fi ling of creditors’ information in their fi nance department (and use their existing technology).

Our solution: When the document is scanned on their Ricoh MFD, key client info is extracted from SAP and displayed on the screen. A text-searchable pdf becomes available in SharePoint, with SAP data attached.

QUICK OVERVIEW

• Capture and extract information from paper

• Automatic and electronic document distribution can avoid data input errors

• Relieve staff of many laborious document processing activities

• Speed up an Organisations workfl ow

5Ricoh Communicator - No. 21

Ricoh proposed an OCR recognition solution to automate the scanning of our contracts. Now that we have the ability to safely store digital copies, we’ll extend this to cover all our corporate forms.”

“

Paper Reclaim

Their challenge: To create a digital record of around 4,000 new and historical customer contract documents.

Our solution: Using Optical Character Recognition (OCR), the technology reads the document’s unique contract number, names the fi le, and saves it as a pdf on the network. Large volumes of these documents can be scanned at any time.

Window Treatments

Their challenge: To fi nd a supplier invoices that had been queried meant digging through boxes of invoices

Our solution: Invoice are scanned at their Ricoh MFD and associated using a drop down list to the appropriate client The invoice is converted to a text-searchable fi le, and can be retrieved directly through their accounting system Accredo.

Embroidery Works

Their challenge: To streamline their large paper-based fi les, based around each job’s unique barcode number.

Our solution: Ricoh created a process that would allocate multiple fi les according to the barcode number, and automatically name the job.

6

For any organisation, extending access to information can be a challenge. Yet organising and automating information has become the key to increasing profi tability, maximising productivity, and reducing operating costs.

And with the growing cost of using paper (see below), many businesses are realising it’s no longer a luxury, but a necessity.

Today, successful organisations need more than static archiving of documents. They need to get all content – whether structured or unstructured, paper or electronic, audio or video, photograph or email – into the right hands, at the right time.

What is Laserfi che

Ricoh’s Laserfi che is a cutting-edge solution that combines comprehensive document management functionality with business process management (BPM) tools to both manage and process information.

Since 1987, more than 28,000 organisations have used Laserfi che software to streamline processes for managing documents, records and workfl ow.

The latest Laserfi che software can be quickly and easily confi gured to meet any organisation’s needs. Laserfi che helps your organisation operate more effi ciently, effectively and profi tably by:

• Managingallorganisationcontent–bothstructuredandunstructured–throughout its life cycle.

• Ensuringthatinformationisanassetthatisconsistent,reliable,usefuland available.

• Facilitatingcompliancewithfailsafesecurityandauditingfeatures.

• Integratingseamlesslywiththeapplicationsemployeesuseeveryday.

• Streamliningoperationsbyautomatingmanual,repetitiveprocesses.

A solution to ‘Information Overload’: Ricoh’s Laserfi che

THE COST OF PAPER

Some businesses say they’re not ready to go paperless – or that they can’t afford to. The following facts may demonstrate why you can’t afford not to.

• Organisationsnowmaintain30% more data than in 1999 (Gartner)

• Typicalofficeworkersspend40% of their time looking for information

• Theaveragedocumentiscopied9 times

• Thedollarcostofadocument,as a % of total company revenue, ranges from 6-14% (All Associates)

A survey published by futurelawoffi ce.com showed that one 4-drawer cabinet holds 15,000-20,000 pages, costs $25,000 to fi ll, and $2,000 per year to maintain.

7Ricoh Communicator - No. 21

Easily integrated with your existing network

Laserfi che readily fi ts into your existing networked environment, without the need for custom programming or extensive hardware or software updates. Closely integrated with standard industry platforms, Laserfi che is compatible with Windows XP, 2003, 2008, Vista and 7.

Integration with Outlook enables instant email archival, while the right-click ‘send to Laserfi che’ option makes it easy to add fi les to the Laserfi che repository from Windows Explorer. The Web Access module complements SharePoint’s collaboration tools, by adding imaging functionality and enhanced workfl ow capabilities.

The business: Big Chill Distribution, operates a fl eet of refrigerated trucks throughout New Zealand.

Previously: Big Chill’s administration staff received daily hard copies of Driver Delivery Manifests, which were fi led manually in boxes. In order to answer customer queries, staff had to leave their desk and fi nd the relevant paperwork to answer the query.

Ricoh’s Laserfi che solution: We combined a Scanner Vision scanning solution with a Laserfi che document management system. All incoming Driver Delivery Manifests are scanned and converted into text-searchable fi les – which are automatically routed and saved within a predefi ned location within Laserfi che.

The results: “Using Laserfi che’s powerful search capabilities, staff are able to locate and retrieve the relevant documents in seconds rather than minutes. It saves staff time, and delivers an improved customer service experience – as staff can email the delivery information directly from Laserfi che, while still speaking to the customer on the phone. We also no longer have boxes full of paper in the offi ce.” Liz Pilmer, Big Chill.

The business: Strategic Financial Planning (SFP), provides wealth management services in Canterbury.

Previously: In conjunction with a sister company, SFP created a goal-based software to match their clients’ resources with their future goals. They recognised that to support this software, they needed a comprehensive document management system.

Ricoh’s Laserfi che solution: SFP partnered with Ricoh to install a Laserfi che electronic document management system in 2004. This achieved the company’s goal to free themselves from the restrictions of paper, and put systems in place that provide their clients with fi rst-rate service, privacy and security.

The results: “I guess you could say we were ahead of the market when we installed Laserfi che seven years ago. Our decision to go electronic has also been highlighted by the recent events in Christchurch. Our offi ce is in the heart of the earthquake cordon and likely to come down, but thanks to Ricoh and Laserfi che we were up and operating in new premises without missing a beat.” Michael Taylor, Director, SFP.

The business: Ray White Commercial-Raine Blackadder Ltd MREINZ, specialises in selling commercial, industrial and investment properties in the greater Canterbury and South Island.

Previously: As a growing business, Ray White faced extra demands on the physical storage of fi nancial records and property contracts. They were struggling to fi nd space to fi t all their records in the building.

Ricoh’s Laserfi che solution: After considering several options, Ricoh’s Consulting Services team recommended a Laserfi che solution. This enabled Ray White to start digitising records immediately, while still providing the customisation to meet their specifi c needs.

The results: “We were surprised at how quickly the staff were up and running with Laserfi che, it was so easy. What I like about Ricoh is they have kept coming back to ensure we get the most out of our investment. Our building suffered major damage and it was a huge relief to have all our critical records electronically.” Adrian Raine, Director, Ray White Commercial-Raine Blackadder Ltd MREINZ.

Laserfi che in action – NZ examples

8

Nuun Drink

Nuun: there’s none betterWe’re a sporty bunch here at Ricoh (just check out our Motatapu efforton page 12), and plenty of our clients are too.

So we thought you’d be interested in Nuun – a revolutionary sports hydration drink. In tablet form, it quickly dissolves in 500ml water to restore your body’s optimal water and electrolyte balance. And best of all? Unlike traditional sports drinks, Nuun is sugar-free.

Perfect for cyclists, runners, rock-climbers, shearers, or anyone on the go.

Distributed exclusively in NZ by Brittain Wynyard, nuun is available at leading sports stores and cycle shops.

Film your adventures in HD

Here’s another great product for the underwater sport enthusiast!

The Liquid Image series of underwater digital camera masks let you record your own adventures from the deep. With a range from 5 to 35 metres, they’re ideal for recreational snorkelers and scuba divers.

The technology is built into the mask, so you record exactly what you’re looking at – leaving your hands free. You can take high quality stills, or video, and download them straight to your PC or laptop.

Available in either 3.1 or 5.0 megapixel resolution, it also has expandable memory addition a micro SD Card. The Scuba model even has a microphone for sound recording.

The technology is also available for Snow Sports and Offroad Sports. Check out www.liquidimageco.com

To fi nd out more, or to place an order, phone 09-426 1335 or email helpdesk@fi reandlight.co.nz.

9Ricoh Communicator - No. 21

The journey for Ricoh Christchurch

Following the Christchurch earthquake which hit on February 22, the Ricoh Christchurch team has been through some tough times. But in the weeks and months that followed, two things have stood out, says Christchurch branch manager Matt Woolston.

“We only had two priorities – the well-being of our staff, and the well-being of our customers,” says Matt.

“A lot of customers needed help because they were displaced from their premises. We basically put our usual business operations on hold, while we operated from temporary premises, and focussed all our resources on helping our customers. Ricoh NZ sent approximately $1m worth of stock to Christchurch to be distributed straight away. The details were worked out later – if they needed it, they got it.”

As the equipment was all brand new, other Ricoh staff volunteered to go to Christchurch and help commission the machines. “We had about 4-5 guys come down to help us – and that was while the quake was still shaking!”

There was huge support from Ricoh staff around the country, recalls Matt. In addition to the fundraising efforts (see p2), offers of practical support were pouring in. “The phone was ringing hot with people saying, how can we help?”

Support for Ricoh staff

Another notable thing post-quake, says Matt Woolston, was the way Ricoh rallied around to support their staff. The fi rst thing they did was to reassure staff that their jobs and income were safe.

“They knew straight away that Ricoh was absolutely committed to re-building their branch,” says Matt.

“That was very reassuring for the team, many of whom were going through some very tough times with their homes or personal situation. And even though we encouraged people to take as much time as they needed, many of them still came to work, because they just wanted to help our customers too.”

Ricoh is also funding a weekend retreat for each staff member and their family, to give them some much-appreciated time out.

The future

Today, the Ricoh Christchurch team are back in their Montreal Street premises, and operating at full capacity.

Matt Woolston describes the change in business mindset since the major quake.“After the September earthquake, everyone was quite shell-shocked and there was a bit of a lull in business. But after February, because it was so dramatic, businesses couldn’t afford to do nothing. That’s the whole way of thinking now – you have to be innovative and make decisions.”

“We don’t know what tomorrow will bring, but that’s okay. Everyone here wants to get on with making things happen....and building a bigger, better Ricoh Christchurch.”

10

Ricoh Consulting Services launches Basware products

Financial automation solutions provider Basware has entered into an exclusive agreement with Ricoh to deliver its electronic invoicing and procurement solutions in New Zealand.

“Running and maintaining a robust accounts payable department is a critical area for organisations of all sizes,” says Ricoh’s Cameron Mount. “By partnering with Basware, our goal is to help New Zealand businesses make the switch from paper-based invoices to electronic workfl ow.”

What is Basware?

Basware automates the entire accounts payable process – and can reduce up to 60% from an organisation’s invoice processing workload.

The Basware solution eliminates the need to manually check, internally distribute, or locate and archive paper-based invoices. Huge effi ciency gains and cost savings can be made when the majority of invoices achieve straight-through-processing.

Users will also improve their compliance - as there is a high level of transparency throughout the process, and it provides a complete audit trail. Financial reporting and forecasting is also enhanced.

The Basware solution can be easily integrated with your existing ERP or fi nancial systems.

Ricoh is also offering Basware’s procurement solution. To fi nd out more, talk to your Ricoh consultant or call us on 0800 2RICOH (0800 274264).

Basware automates the entire accounts payable process – and can reduce up to 60% from an organisation’s invoice processing workload. ”

“KEY BENEFITS

• streamlines the account payable process

• reduces invoice processing workload by up to 60%

• delivers ROI in less than nine months

• improves transparency and forecasting

• allows invoice review and approval 24/7

• provides a complete audit trail

eINVOICING DATA CAPTURE INVOICE CODING INVOICE REVIEWINVOICE

APPROVALTRANSFER FOR

PAYMENT

11Ricoh Communicator - No. 21

Find out how this New Zealand manufacturer and wholesaler has taken its core business processing to a new level.

Background

Croxley Stationery Ltd is New Zealand’s largest manufacturer of stationery products, and also distributes a wide range of quality office products to resellers and retailers nationwide.

Challenges

Croxley’s largest customers send them consolidated purchase orders as PDF attachments to emails. These orders are often multi-page, with as many as 350 individual line items. Each line item contains several pieces of vital information, such as SKU number and quantity.

These orders were manually keyed in to Croxley’s ERP system; a process which took a considerable amount of time, and errors could be hard to spot.

Solution

The team from Ricoh configured to the client’s requirements, business process automation software, which:

• Monitors24/7forincomingorderemailsfromsuppliers.

• ‘Reads’theorderPDFandextractsalloftherelevantinformation i.e. delivery address, SKU number, quantity, unit and total cost etc.

• Carriesoutvalidationchecks,suchaswhetherthequantity, unit cost and total cost of each line item ordered have been calculated correctly (three way validation).

• PresentstheinformationtoCroxley’sCustomerServicesTeam for validation of exceptions, before the order is passed through to the warehouse team for picking.

It’s data validation, rather than data entry.

Benefits

Ricoh’s solution has delivered significant benefits, including:

Efficiency

• Staffcannowprocesslargeorderswithonekeypress,rather than painstakingly keying in every item.

• Businessrulesareconsistentlyappliedtoorders,nomatter how complex.

• Businesspeakscanbehandledfarmoreeasily;duringa peak seasonal period, Croxley were able to process 30,000 order lines in just eight hours.

Customer service

• Quickerorderprocessingmeanscustomersreceive their goods sooner.

• Thechanceofanyerroroccurringwithacustomer order is significantly reduced.

Future proofing

As Jonathan says; “We are now looking at extensions of the system to further automate other tasks.”

Why Ricoh?

Before recommending a solution, Ricoh’s Business Consulting Team gained a thorough understanding of Croxley’s processes and challenges. Ricoh customised the solution and trained Croxley’s staff, to ensure a smooth transition.

Croxley makes notable improvements

“Orders which previously took up to three hours to process are now completed in four to five minutes. Kelly Beedie, Customer Services Manager, Croxley.

Ricoh’s order processing solution for Croxley

Pre-exiting manual process

Purchase order received from customer.

The software automatically extracts the data from the purchase order.

Staff only need to validate exceptions. Possible errors are already highlighted.

Purchase order printed out.

Order keyed line-by-line into ERP system.

Order received by warehouse for picking.

New automated process

”

12

Ricoh’s latest off-road adventures ‘What’s red-and-white and mud-splattered all over?’ That would be the 60+ strong Ricoh team of mountain bikers taking part in the action-fuelled Motatapu event. This was the fifth year Ricoh sponsored the event, and Auckland dealer manager Mike Nugent describes it as another fantastic effort.

“ The uptake from our clients is really great, especially from our client base in the central Otago and mid-Canterbury region.”

More than 60 Ricoh staff and clients were kitted out in their official Ricoh-branded Tinelli cycling gear – and they even had their own official start time for the race.

“ The elite riders left at 11am, the Ricoh team headed off at 11.05, and everybody else at 11.10.”

As a first-time entrant, Mike Nugent has a word of advice for those keen to try the 47km high-country ride from Wanaka to Arrowtown. “You do have to put in the hours beforehand...this is built to drain you! But it’s well worth the effort – the countryside is stunning, and it’s great fun.”

Ricoh also sponsored elite cyclist, Kate Fluker, who took first place in the open female category.

Ricoh is always taking part in iconic sporting events. If you would like to join in get in touch with your local Ricoh office.

Motatapu Icebreakers Race

You do have to put in the hours beforehand...this is built to drain you! But it’s well worth the effort – the countryside is stunning, and it’s great fun.”

“

13Ricoh Communicator - No. 21

Ricoh is involved in an innovative research project to fi nd an alternative use for the waste residue toner from recycled toner cartridges.

The idea is to divert waste residue toner away from landfi ll, and put it to better use in the materials used to construct roads.

The research project – which is a unique collaboration between Ricoh New Zealand, Croxley Stationery and Downer NZ – has been awarded a grant from the Ministry for the Environment.

The waste toner is recovered as part of the recycling process from used cartridges in photocopiers and other Ricoh devices. Early testing has seen this waste toner being successfully included in bitumen and a specialised bitumen product called PMB (polymer modifi ed bitumen).

Ricoh New Zealand Managing Director Mike Pollok says the project is a fantastic fi t with the company’s focus on reducing environmental effects from its business.

“Ricoh is committed to taking responsibility for the whole-of-life impacts of its products, and fi nding a destination for un-used toner is a great step forward.”

Croxley’s subsidiary the Toner Recycling Centre (TRC) currently recycles more than 500,000 each year. Should the roading initiative go ahead, it could divert as much as 15 tonnes of waste residue toner away from landfi ll and into roads.

Downer NZ is one New Zealand’s leading designers and builders of roads.

Ricoh is committed to taking responsibility for the whole-of-life impacts of its products, and fi nding a destination for un-used toner is a great step forward.”

“

We’re on the road to a ground-breaking idea

Used toner cartridges placed intoner cartridge recycling box

Full toner cartridge recycling box collectedand transported to Toner Recycling Centre

(TRC) warehouse

Toner Recycling Centre (TRC) warehouseprocesses material through their plant

in preparation for recycling

Recovered toner is sent to Downer NZ

Waste toner is put to use by Downer NZ in roading projects

Toner CartridgeRecycling Box

Waste Toner Recycling Process

TRC

When the toner collection box is full the customer calls the collection box hotline to

request a collection and delivery of a new box

Used toner cartridges placed intoner cartridge recycling box

Full toner cartridge recycling box collectedand transported to Toner Recycling Centre

(TRC) warehouse

Toner Recycling Centre (TRC) warehouseprocesses material through their plant

in preparation for recycling

Recovered toner is sent to Downer NZ

Waste toner is put to use by Downer NZ in roading projects

Toner CartridgeRecycling Box

Waste Toner Recycling Process

TRC

When the toner collection box is full the customer calls the collection box hotline to

request a collection and delivery of a new box

14

Find out how this household name became more efficient by automating their transactional documents.

BackgroundIdeas and innovation, research and development, brand

strength and international distribution have made DéLonghi

a continuously expanding leader in each of their business

sectors.

ChallengesDéLonghi’s trade customers have varying requirements for

invoices and statements. This led to many manual and

inefficient processes for DéLonghi staff.

DéLonghi were printing statements and invoices directly

from their Enterprise Resource Management (ERP) system

on slow, noisy dot-matrix printers using continuous feed,

pre-printed forms; a process that would take a day or more

to complete.

Furthermore:

• Some trade customers will only accept statements in

electronic form; others require paper.

• Because DéLonghi often make home deliveries on

behalf of their trade customers, they needed to ensure

the invoices accompanying the goods had the trade

pricing omitted. This was reliant on the call centre staff

remembering to enter a particular document code at the

time of entering the order.

John Walker, IT Consultant at DéLonghi, wanted a timely

delivered solution that automated and streamlined their

processes as well as saving operational costs.

SolutionRicoh’s Account Manager and Solution Specialist for

DéLonghi worked closely with John and his team to

configure a solution that met all of DéLonghi’s requirements.

Ricoh’s ‘forms overlay print solution’ takes the unformatted

data stream from DéLonghi’s ERP system and customises

the data, look and output format of each document

automatically. The solution has the logic built in to it; the

user just selects ‘Print’ and the software determines which

statements need to be printed, which need to be emailed

and which invoices require the trade pricing to be omitted.

“ The solution Ricoh came up with was very cost effective and is working really well for us.” John Walker, IT Consultant, DéLonghi.

BenefitsRicoh’s solution has delivered significant benefits, including:

Efficiency

• As Jacques Beukman, Systems Administrator says “It frees

up that accounts person, who was checking statements

all day long. That’s time that can be used getting money

in, not just checking on paper work.”

• As Stefano Fulgoni, Credit Manager says, “We are saving

close to a day of someone’s time per month, and using

50% less paper now with Ricoh’s solution for printing our

statements.”

• Staff now don’t have to key in a document code to

specify whether an invoice is to have trade pricing

omitted. Nor do they have to reproduce the document if

the incorrect document code was selected the first time.

• Goods return notices are now converted to electronic fax

and automatically sent out to customers, saving time and

paper.

“ We are saving close to a day of someone’s time per month, and using 50% less paper now with Ricoh’s solution for printing our statements.” Stefano Fulgoni,

Credit Manager, DéLonghi.

DéLonghi delivers efficient service

*Multifunctional device (MFD): A single machine that, depending on options selected, acts as your copier, printer, scanner and fax.

John Walker, IT Consultant, DéLonghi.

15Ricoh Communicator - No. 21

Customer Service

• As the solution has automated the requirements of each

customer, DéLonghi can now guarantee each customer’s

documents will be delivered in their required format and

with the right data included.

Cost

• Printing directly from the ERP system meant that all

statements had to be printed. Now, statements which

are sent electronically are automatically excluded from

printing, thus saving paper.

• Statements can now be printed on plain A4 paper,

eliminating the expense and issues of ordering and

storing pre-printed forms.

• In addition, more data can now be fi tted neatly on each

statement page, further adding to paper reduction.

Quality

• The quality of invoices and statements has been greatly

enhanced, now that they are all digitally printed on a

modern Ricoh multifunctional device*, using the forms

overlay print solution.

Future Proofi ng

• The forms overlay print solution

provides the fl exibility to change

documents on demand. It also includes

the ability to add marketing messages.

• As John Walker says “Ricoh’s solution gives us peace

of mind as we can now look at new computer systems

without worrying about compatibility.”

“ The beauty of the Ricoh solution is that now, all our transactional processes and documents are fully automated and streamlined.” John Walker

Why RicohDéLonghi needed a solution as soon as possible; Ricoh were

able to deliver in the expected timeframe. “Ricoh’s Account

Manager and Solution Specialist came across really willing

and easy to deal with. They had a great ‘can do’ attitude,”

explains John.

Ricoh also provided full training to staff, enabling them to make changes as, and when required. Implementation was carried out in such as way as to seamlessly merge

with DéLonghi’s live environment.

“ The Ricoh copier has become more than a copier, it’s become an intelligent part of the business.The possibilities are endless.” John Walker

Stefano Fulgoni, Credit Manager, DéLonghi.

Forms overlay print solution for DéLonghi’s trade customer invoices and statements

Customer invoice and statement data input.

Mainframe server with forms overlay print solution.

Content and design of document automatically customised.

Which documents need to be converted to PDF and emailed.

Which documents need to be printed.

Solution determines:

To discuss your requirements with a Ricoh consultant, contact us on 0800 2RICOH (0800 274264).

16

Law fi rms benefi t from Ricoh solution

Here’s how it works

Place the document on the scanner and select the desired business process.

Keyword indexing at the touch of a button.

The scanned document is available to all users in your DMS, ERP or CRM system.

Using a fl exible scanning solution from Ricoh, law fi rms can now effortlessly scan and save documents into their Infi nityLaw software.

Simply by adding a fl exible scanning solution to their multifunctional devices (MFD), the fi rm can integrate with Infi nityLaw – and streamline their workfl ow. In one step, incoming hard copy documents are scanned, converted into digitised text-searchable documents and saved directly in Infi nityLaw’s document management module.

Previously, scanning hard copy documents into a practice management system was a time-consuming, multi-step process. Users had to locate the image fi le on the network, rename the document, then upload it from their computer into the practice management system.

Now Ricoh’s fl exible scanning solution allows users to select the fi le name, the type of document being scanned (e.g a fi le note), and specify the client the document relates to – all from the user interface on the Ricoh MFD.

It’s also intuitive to use. Ricoh’s fl exible scanning solution requires no specialist user training, and all staff can learn to use the software in a matter of minutes.

As well as direct integration into Infi nityLaw, Ricoh’s fl exible scanning solution can also be confi gured to address multiple scanning requirements within a practice.

BENEFITS

• Create and save digital copies of any hard-copy document

• An effi cient one-step process

• Ensuring all information is captured and classifi ed correctly

• Documents are fully searchable and easily retrieved

The Ricoh scanning solution simplifi es your document workfl ow and adds value to your existing Infi nityLaw investment.”

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17Ricoh Communicator - No. 21

Ricoh and Xplan: An integration success story!

Thanks to Ricoh, fi nancial advisors Bradley Nuttall now have a document scanning process that has signifi cantly improved their workfl ow effi ciency.

Bradley Nuttall is a nationwide fi rm that provides independent fi nancial advice and wealth management services, from its eight offi ces spread from Whangerei to Dunedin.

The fi rm operates a Cloud-based customer relationship management (CRM) application, called Xplan, which is specifi c to the fi nancial advisors’ sector. The application is used to improve service levels to clients, as well as meet compliance requirements under the Financial Advisors Act 2008.

Previously, physical documents had to uploaded into Xplan on a daily basis – and this was becoming an increasing hassle for the fi rm.

“We were frustrated by the time it was taking us to scan documents into our CRM software,” explains Mary Avery, Bradley Nuttall’s Operations Manager.

Ricoh’s Consulting Services team had approached Bradley Nuttall, who weren’t a Ricoh customer at the time. They quickly identifi ed workfl ow ineffi ciencies in their existing document scanning process.

Working with the supplier of the Xplan software, Ricoh came up with an integrated solution that allowed staff to scan directly into Xplan from the multifunctional device (MDF).

The Ricoh solution now provides Bradley Nuttall with a user-friendly scanning process. Staff now spend less time shuffl ing paper and more time focussing on their clients. “Our staff used to dread scanning documents – now it’s so easy,” says Mary Avery.

“The time we have saved means we can do more with less, which always helps in a competitive environment.”

Ricoh’s innovative approach was also appreciated by the fi rm.

“Ricoh looked to solve our problems, while our previous supplier just wanted to sell us a machine. The amount of work and professionalism that Ricoh put in to producing a solution that met our needs was great. It left us without any doubts as to who would be our partner going forward...”

To fi nd out more about Ricoh and Xplan, please contact your Ricoh Business Solutions consultant, or call us on 0800 80 76 76.

Our staff used to dread scanning documents – now it’s so easy

We were frustrated by the time it was taking us to scan documents into our CRM software Mary Avery, Operations Manager

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Ricoh New Zealand Head Office 60 Stanley Street, Parnell PO Box 68 024 Newton

Auckland 1145 Ph: 09 374 0701 Email: ricohnz@ricoh.co.nz

www.ricoh.co.nz

All brand and/or product names are trademarks of their respective owners. Copyright © 2011 Ricoh New Zealand Ltd. All rights reserved.