The Education industry has created amazing developments all over the world. For that reason, if anyone deserves the opportunity to make things better for themselves, it’s Education. Document management and workflow technology in education solutions have been designed specifically to pair with the technology the customer already uses.
Once implemented you’ll be able to translate paper-based files into electronic documents and usable data. Benefits from these solutions include operating more efficiently, securely, uniformly. Each available option can be customized for the customer and can be seamlessly integrated into their current processes, also keeping every budget in mind.
Automate workflows to work smarter and faster
Automated workflow solutions help you manage files, student records, and other data securely while eliminating unnecessary labor, supplies, human error – and filing cabinets!
Education institutions use a lot of paper. On the administration side alone, imagine having to file or index, scan, rename and save each piece of paper, individually.
Is security at stake when files are mis-keyed, lost, or printed publicly?
Are other objectives put on the back-burner due to lack of time?
What if your staff could get that time back?
Document management solutions can address these issues by:
- Automatically renaming and routing scanned papers where they belong in your student information systems
- Digitally submitting and processing forms for you
- Digitally storing and securing filing cabinet contents with immediate access to this information
Customers are left with secure, reliable data and a more efficient office by unifying processes across the board. This will improve student and employee experience.
See how Ole Miss digitized over 100 years of sports memorabilia using an automated workflow solution.
Our webpage on workflow solutions has more information on how these systems can also integrate with mobile devices, back up files, and help with your green initiatives.
Reduce your printing spend and paper waste
Schools, colleges, and universities are all daunted with paper waste and uncontrolled printing, which hit the budget hard.
Thankfully, these cost savings opportunities are tackled by RJ Young’s output management software solutions.
Some indicators that your school could benefit from an output management software solution are:
- Lack of cloud-based printing, which limits print access
- High overage fees or costly print volume
- Poor visibility on individual user’s print volume
- Inability to control users’ print volume
- Student services and guests pay to print documents
Other education technology tools, like automatic test grading solutions, not only grade tests. The test grading solutions can also analyze data from surveys, forms, evaluations and paper assessments.
The test grading solution collects information quickly and accurately, without the need for special paper or additional scanning equipment. Even more, these results can be fed into a range of statistical reports with advanced filtering and comparisons.
Is this just a luxury? Not at all. Schools get more out of what they spend while spending less. Institutions using these features say the solution pays for itself, and report saving thousands each year on hardware, (Scantron) forms, etc.
It also gives time and energy back to the staff, who can pay that forward in the classroom.
Contact us for more information or a free demo on any of these that sound like they might help your school.
Managed Print Services in Schools
Issues with your can put everyone behind.
Previously, Vanderbilt Law School’s printers weren’t holding up to their workload causing service to decline. These issues ate up time and resources for students, staff, and, as a result, the IT Team.
“With MPS through RJ Young, we were able to get everyone on one page and fix our internal and vendor issues, as well as consolidate our devices – which lowered our cost and eased support for our team at a price we were comfortable with.” – Director of IT, Vanderbilt University Law School
In areas where each department is responsible for purchasing their own equipment and supplies, you typically end up with:
- A melting pot of vendors, charges, and waste
- Overwhelmed IT trying to manage numerous brand requirements and their networking issues
- No visibility to compare print volume or spend as a whole
Studies show that up to 30% of miscellaneous spend per year is due to unknown printing costs. Managed Print Services helps put that money back in your pocket.
With ONE customized plan, ONE monthly invoice, and ONE fee that includes your equipment, toner, maintenance, parts, and other supplies, you’re able to budget and account for your print costs.
See How RJ Young Can Help You Manage Your Print Services!
As the technology available in the office equipment industry evolves and ties much closer to the networks that serve our business functions, it becomes more obvious that there are multiple decisions to be made. As a very interested observer of what trends I see that are taking place within our customer base, I feel compelled to provide a few of these options for today’s buyer to consider when making a buying decision. More often than not I see the customer becoming shortsighted and only buying the technology for today’s immediate needs.
When offered a choice between two alternatives, most people tend to select the least expensive choice or the option that fits the bill for today. The problem with this method is that most of today’s office equipment will be in place from three to five years of useful life and our needs will change much faster than that. So in essence we are making a technology decision today that we may have to live with for several years and not fit the future of the business, which is rapidly changing.
One of the first decisions that customers must make is “Do you want a color enabled device or just a monochrome device?” The cost of color-enabled devices has dropped dramatically as well as the price of color output per page. Most companies will set a black and white monthly minimum contract for service and supplies at a very competitive rate per page and allow a customer to pay for color pages only as they are made. In this situation you do not pay for color unless you are making color copies. I believe having the color-enabled capability is very important and the trend shows about 40% of the products that we place are colored enabled. This number is moving very quickly to a 50/50 split. Color output is on the increase and adding it makes perfectly good business sense.
The next decision involves facsimiles and whether to put a fax board on the newly acquired equipment or continue to use a stand-alone facsimile device. Again the relative investment in a fax board is very low and the advantage of having the facsimile pages deliver through your Multiple Function Product (MFP) not only lowers operating cost but also reduce the carbon footprint. Again we see the trend toward more fax boards and fewer and fewer facsimiles being placed. In addition, our study shows that facsimile pages in general are being reduced quickly by electronic delivery of documents to the desktop or even via facsimile software. In many cases the end user never has to print out the document but only reviews it for information and content. The decision to add a fax board to a MFP device almost becomes a no brainer when configuring your new equipment.
A third decision is what I like to say, ” to scan or not to scan”. As we have fully moved into the digital age, I see more and more need for documents to be in digital format or transmitted in digital format and attached to emails. The ability to transfer documents in this manner has obviously led to the demise of the facsimile machine, but also allows the documents to be retained in a format that can be stored and retrieved as needed. I see more equipment being requested with the scan feature as customers realize the value in document movement and storage. It is not unusual to see customers not purchasing the scan feature and then within several months they are contacting us to see if we can add the option since their business processes have changed. I caution customers to not be short sighted when making the scanner decision.
The last decision is often based on whether or not the customer wants to print to the MFP device or send documents to a separate network printer. This is one area where the printer has often won over the end user because of convenience or proximity to the workstation. I believe if given a choice, every employee within a company would want a separate printer on their desk. The disadvantage to these separate printers is the higher cost of the page output and the increased number of devices in the office. With the current economic conditions, I have see companies taking a closer look at expenses and making a genuine attempt to reduce the fleet of printers and move more prints to MFP devices. In one case we have a healthcare facility that has mandated that the fleet be reduced by 50 printers per year over a five-year period. Think about that reduction of a total of 250 printers and the related cost reduction. This is a trend I see but only when the company is willing to make the sacrifice of cost over convenience. When the decision is made in favor of cost reduction we see better utilization of device management.
These are just a few of the many decisions and options that we have with today’s office technology products. On a personal note as I get older somehow I seem to get a little wiser. I find that it often pays to pay for a little more than you need today because tomorrow will come faster than you think and you will regret the price of tomorrow.