Masterclass for Greening Education 2014
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Transcript of Masterclass for Greening Education 2014
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
10/06/2014 2Scrap Paper, Greening Education 2014
AGENDA
3
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
6
PIONEERING RESOURCE-EFFICIENT PRINTING SINCE 1992
7
CONVENTIONAL CARTRIDGE-BASED PRINTER - WASTE DESIGNED IN
CARTRIDGE-FREE PRINTER - WASTE DESIGNED OUT
9
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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10/06/2014 20Presentation title
21
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
22
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
23
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
24
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
25
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
26
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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[email protected]://twitter.com/TraceyRChttp://twitter.com/KyoceraDUKhttp://uk.linkedin.com/in/traceyrawlingchurch/
www.kyoceradocumentsolutions.co.ukwww.kyoceraineducation.co.ukwww.greenlight.kyocera.co.uk