Case Study

NAG EuropeFinancial ServicesManaged Document Services

Ricoh’s Managed Document Service is helpingClydesdale and Yorkshire Banks to achieve their aim ofbecoming Carbon Neutral. Print management solutionsdeployed by Ricoh have delivered greater visibility and

Name: NAG Europe

Location: Glasgow, Scotland

Size: 10,000 staff

Activity: Financial services

Challenges• Provide greater visibility of printing costs

• Support print operations for 10,000 staff across 400

UK locations

• No easy way to manage gathering data on print volumes

• Make the business carbon neutral

Solution• Ricoh Managed Document Services

Executive summary

Benefits• Expects to achieve an overall cost-benefit of £1.2 million.

• Saves over 100 million sheets of A4 paper over the

five-year term, equal to an approximate cost saving

of £500,000

• Cuts redundant and underused equipment by 38%

• Significantly reduces carbon footprint

- Delivers £560,000 energy saving over 5 years

- 59% reduction in power and carbon impact

achieve by replacing 4 printers with a Ricoh MFP

in one department

- Reduces average standby energy consumption from

50w to just 1w

Ricoh helps NAG Groupdelivers £1.2m savingand huge reduction incarbon footprint

transparency over fleet performance and all associatedcosts. In addition, the banks have substantially reducedthe financial and environmental cost of print, acrossalmost 400 locations nationwide.

Challenges

The NAG Europe group includes the strong UK brands of theClydesdale Bank and the Yorkshire Bank. Head ofInfrastructure and Design Denis Blackwood, led the vendorselection process and oversaw the implementation and rollout of the new print infrastructure which caters for 10,000users across almost 400 locations. Blackwood is based atClydesdale Bank’s Glasgow Head Office.

A key project initiated within Clydesdale and YorkshireBanks to contribute to the Group’s aim to become CarbonNeutral, was a review of its multi-vendor print and copyfleet. With the old printing model, the organisation requiredgreater visibility of printing costs. Individual business unitshad different ways of accounting for consumables and thepurchase of new print devices and there was no easilymanageable way of gathering data on what volumes werebeing produced, the balance of A3 versus A4, colour versusblack and white etc.

“We needed to introduce a user-friendly, common platformto centrally manage everything associated with fleetmanagement, to improve efficiency, reduce the cost andlower our carbon footprint,” says Blackwood.

Following a tender process, Ricoh was selected as solesupplier. A full audit of the entire document environmentanalysed print, copy, fax and scan volumes per device andmonitored workflow practices to identify whereimprovements could be made. Through MDS, a new andsubstantially smaller fleet of products with complementarysoftware solutions would be fully managed to deliverongoing tangible cost savings, productivity benefits, andreduced environmental impact.

“We selected Ricoh as it recommended a long-term,manageable, sustainable and cost-effective solution. Thebusiness case was compelling - the time, efficiency andenvironmental gains were significant and switching to asingle point of contact for procurement, technical support,maintenance and asset management, would deliver an£150,000 annual saving over the term of the contract.”

Solution

Ricoh’s Managed Document Services (MDS) solutionreplaced 3,200 printers and multifunctional devices with1,980 new Ricoh devices. @Remote intelligent remotemanagement system was also installed. This monitorsexactly how much and how often individual devices arebeing used, has fault notification functionality and reportson toner levels, ordering replacements before they run out;plus, it fully automates the meter reading process.

“The time savings have been significant, we no longer needto allocate resource to collect meter readings or to managetoner procurement. Ricoh operates a dedicated helpdeskand all print-related queries are promptly resolved, whichhas freed up the IT department to focus on other business-critical projects,” says Blackwood.

Ricoh also recommended Equitrac Office. This softwareapplication holds documents on a secure server until theuser authenticates themselves at the device by swiping theirID card. Prints which were previously spooled and printedautomatically are now released at the print devices by theuser.

“The solution delivered significant financial andenvironmental benefits. In addition, Ricoh’s ongoingmanagement and monitoring will ensure we continue toachieve cost savings and productivity gains throughout thefive-year contract term and will enable us to make clear,objective and rational decisions for all future print relatedprojects,” says Blackwood.

If those prints are not released and printed within 24-hrs,they are deleted automatically. This not only saves paper, butalso improves the security of information, and makes iteasier for staff to print to any networked device, regardlessof location.

“Rather than relying on the immediate output system thatwas previously in place, user-specific print jobs are displayedon screen and can be selected to print on demand, whichhas also substantially reduced the amount of wasted paper,through uncollected or forgotten copies, which is another ofour key objectives,” says Blackwood.

In a bid to further improve the organisation’s ‘green’performance, all printer drivers were set to automaticallyprint in duplex, which can save up to 50 per cent of paperusage.

“Ricoh’s Managed Document Services will save over 100million sheets of A4 paper over the five-year term, whichequates to an approximate cost saving of £500,000,” saysBlackwood.

Case Study NAG Europe

www.ricoh.co.uk

Benefits

Continuous optimisation and management of the printinfrastructure through a centrally managed five-year MDScontract will ensure ongoing cost-effectiveness and duringthe contract term, the organisation expects to achieve anoverall cost-benefit of £1.2 million.

The Ricoh solution reduced the number of output devices by38 per cent by replacing, where appropriate, unnecessarysingle function devices and personal printers, with moreefficient multifunctional products. Installing a simple,company-wide method for set-up and continued use alsoensured a seamless migration for end-users.

“Four individual machines were removed from onedepartment in Merrion Way, Leeds and replaced with onenew multifunctional colour device. This resulted in an overallreduction of monthly power usage of 68 to 28 KWh - a 59per cent reduction in power and carbon impact for thisteam,” says Blackwood.

Clydesdale and Yorkshire Banks are projected to realisepower cost savings of £560,000, approximately equivalentto five million KWh over the contract term. This wasachieved through deploying a smaller fleet of Energy Star-compliant devices, combined with high-efficiencyconsumables, which use 30 per cent less energy and fuse at20 per cent lower temperatures.

All devices were shipped to the banks with the minimum ofpackaging and this was removed by the installation teamand subsequently recycled.

Blackwood says, “The Managed Document Services projecthas, we believe, delivered a solution across Clydesdale andYorkshire Bank’s infrastructure, demonstrating how theintroduction of an innovative technology solution canimpact positively on our environmental aspirations.”

“Because of the low consumption sleep technology in thenewly deployed Ricoh devices, the greatest energy/carbonreduction is available during periods of inactivity. Forexample, our previous office printers consumed on average50w in standby mode while the new Ricoh devices use only1w in energy save mode,” says Blackwood.

Case Study NAG Europe

“The solution delivered significant financial and environmental benefits. In addition, Ricoh’songoing management and monitoring will ensure we continue to achieve cost savings andproductivity gains throughout the five-year contract term and will enable us to make clear,objective and rational decisions for all future print related projects.”

Denis Blackwood, Head of Infrastructure and Design, NAG Europe

Ricoh Solution/Products• Multifunction Products• Printers• @Remote• Equitrac Office

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