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!
2018 is here, and RJ Young is ready to help you meet all of your business resolutions this new year. Follow along over the next few months as we help you identify ten ways to simplify your business, from outsourced IT services to having a one-stop shop for all your office technology needs. Make 2018 the year you design an office that runs efficiently and implement technology that powers productivity.
Resolution #1: Save on office supplies and waste less paper
Did you know that office printing can make up to 15% of a business’ annual expenditures? Fill up your printing queue with savings this year!
What are Managed Print Services?
Managed Print Services bring clarity and efficiency to everything related to your office printing needs. From saving paper and reducing waste to taking care of all your printer maintenance needs, Managed Print Services can save you time and money, so you can focus on growing your business.
Printers, Maintenance + Supplies … Streamlined!
Are your printing needs paper-jammed? Managed Print Services equipment, ongoing maintenance, and supplies. Imagine having what you need before you even know you need it—and eliminating expensive last-minute runs to the local office supply store. A quick call will bring printer maintenance professionals to your door when you need them.
You’ll never have to think about printing services—use your valuable time to focus on growing your business. Just don’t count on us to remember the donuts for staff meeting … that’s all on you!
Customize + Optimize with Managed Print Services
Managed Print Services include more than equipment and maintenance. You can customize the perfect printing solution for your office—and then track who, how much and when your team is printing, allowing you to optimize your printing resources.
+ See what department is using the most printing resources
+ Quarterly data reports give you insights into your company’s printing, allowing you to make critical adjustments to save money
+ User access allows you identify high-volume users, and restrict full-color printing and other costly uses
Trust Our Compliance Initiatives
RJ Young is industry-leading when it comes to keeping your data secure. Is your business required to follow FERPA, HIPAA or Sarbanes-Oxley regulations? RJ Young Managed Print Services brings the most up-to-date technology to create user accounts, rights management and authentication services.
Managed Print Services Save You Time, Money and Margin
See how much simpler your printing can be with Managed Print Services. Give yourself more margin to focus on growing your business while RJ Young’s team of printing experts take care of your printers, supplies, printing data, compliance, and more.
Learn more about Managed Print Services from RJ Young here.
For a digital world, we sure use a lot of paper. Unfortunately, up to 90% of companies do not track how much they spend on producing and maintaining documents – their true printing cost.
Managed Print Services Save Money
Water coolers may be a relic of the past, but plenty of employees still congregate around the printers. Printing continues to be one of the most significant unreported business expenses. In fact, it can account for up to 15% of annual business spending. Most small to mid-sized businesses only spend around 8% on marketing, so imagine what more you could do by saving just a few percentage points on printing.
RJ Young’s Managed Print Services offer one flat fee for equipment rental and maintenance, toner and other supplies. You can allocate a set number of prints for departments, track who needs the most printing (and who doesn’t) and know exactly how much your service and paper costs contribute to your expenses.
Our team of Managed Print Service specialists will develop a custom plan for your organization after a comprehensive site assessment. Your plan will include exactly which printing technology you need based on your production requirements.
A Business’s Total Printing Costs
An organization’s Total Printing Costs (TPC) are often underestimated and unmanaged. Total Printing Costs include printed documents, outsourced printing, printers, service and repairs, and supplies. Understanding and controlling the TPC is an opportunity to save 30% or more for most organizations.
Small Business Printing Facts
- 44% of printing is avoidable or unnecessary
- 21% of printouts are thrown away
- The average number of times a document is copied or printed is 19x
- The average worker prints 10,000 sheets
RJ Young will supply all your office printing needs for one flat fee so you can save up to 30% on your current printing costs.
A Total Printing Costs Program
Implement a program to take control of Total Printing Costs with a Managed Printing Services Program. A TPC program includes printers, service & repairs, and supplies for one fixed monthly fee.
Everything But The Paper
The benefits of a TPC program include a fixed budget, no inventory, the support of an IT team, and managers focused on other initiatives in addition to monitoring and tracking. Review our Total Printing Costs Infographic below, then complete the online form. A local RJ Young specialist will follow up with you and provide you with your free TPC small-business quote.
In a digital age, where multi-functional copiers, scanning and electronic document management technology are affordable and accessible, business managers are still stuck to paper like a ball and chain. In fact, most companies continue to rely on paper processes to operate their daily business. These piles of paper are costing you time, eroding your profits and placing your business at risk of devastating loss.
Below are four ways manual document and paper information management processes are hindering your business success:
- Costing you time and productivity.
Paper documents are costing you valuable time.
- The average executive wastes six weeks per year searching for documents. (Source: Esselte)
- US employees waste 6+ hours per week locating, sharing and storing documents. (Source: Esselte)
- Eroding your profit and efficiency.
Time and productivity losses add up.
- It costs $20 to file a document. (Source: Coopers and Lybrand)
- It costs $120 to search for a misfiled document. (Source: PricewaterhouseCoopers)
- 1 in 20 documents are lost. (Source: Coopers and Lybrand)
- It takes 25 hours, on average, to recreate a lost document. (Source: Coopers and Lybrand)
- Placing your business at severe risk.
Recovering paper-based data is very difficult to secure and recover.
- 28% of companies had records management and security practices criticized or exposed by an audit in the last three years. (Source: AIIMs “Plotting Changes”)
- Data loss is a risk as well, 44% that suffer data loss never recover business data and 47% go out of business in two years. (Source: Document Management Research)
- Slowing down mobility.
Manual documents are not helpful for remote workers and mobile businesses.
- 65% of employees say it’s important to be able to access work information on the go, from anywhere. (Source: Adobe Paper Jam)
- 52% of employees it’s expected to be available and responsive no matter where they are. (Source: Adobe Paper Jam)
Cut the ball and chain. Don’t let manual, paper-based, document management processes weigh down your success. Turn your multi-functional copier into an on-ramp to electronic document management to improve productivity, efficiency and help ensure business data security and continuity.
Mark Turner, Director of Software Services
Mark Turner brings a wealth of experience in document software systems to his position as Director of Software sales for RJ Young. Mark helps clients be more successful in their businesses through document management, workflow automation and software systems to streamline the transfer of document information.
Did you know that desktop printer ink costs $4,731 per gallon, on average? 
As personal consumers, we maintain acute awareness of the price of household staples—such as milk and gasoline—and are mindful of the impact to our budgets. However, when it comes to the cost associated with necessities of a business environment most managers are unaware of the total impact to the bottom line. Printing costs are one of the largest unreported business expenses and can eat up as much as 15% in annual spending. 
Printers consume a huge amount of paper, ink and other soft resources. It is the lack of attention in managing those printing costs that is draining your profits. The huge cost of printing related resources can quickly add up, considering desktop printer ink is only one element of an organization’s total printing cost. Printing costs are not clearly defined by most businesses, not realizing costs also include paper produced by workers, outsourced printing, desktop printers, copiers, faxes, scanners, and large volume printers, along with IT help desk requests, maintenance, supplies and parts.
- Up to 90% of companies do not track how much they spend on producing and maintaining documents. 
- Employee printing habits are a large portion of those costs. The average worker prints an astonishing 10,000 sheets of paper per year!  And, most of that paper ends up as waste and taking a portion of your profits with it.
- With printers trying to keep up with employee printing demand, it’s no wonder calls made to tech support centers are mainly printer related. Printing related help desk calls make up 10 to 50% of the user traffic that crosses IT manager’s desk.
- Because of mismanaged printing costs, as much as 1-3% of business revenue is being funneled straight from the bottom line. 
Don’t let printing costs siphon your profits.
 PC World, How Much Ink Is Left In That Dead Cartridge, http://www.pcworld.com/article/152953/printer_ink_costs.html .
2 Computer Economics, IT Fails to Restrain Rising Print Costs,
3 Coopers and Lybrand
4 US Environmental Protection Agency
5 Gartner Group
6 Lexmark International
Is the key to your next budgeting solve at your fingertips? The same multi-functional printing devices that scan, print and copy should also be working to help you save money and accurately budget with the implementation of widely available output management tools.
Output management tools assist in managing and controlling paper output at the MFD. Below are four output management strategies to ensure your MFD is working to save you money:
1. Track & Report Usage
Output management software allows for reporting on all printing, copying scanning and faxing activity for every device, user and the entire organization. This includes printing user volumes including color usage, printer costs, document names and more. This tool allows managers to monitor usage, analyze results and identify opportunities to reduce costs and plan for future needs.
2. Allocate Costs
Assigning costs to users and/or groups of users for print jobs at set costs allows organizations to accurately and automatically allocate actual costs to appropriate departments and cost centers.
3. Secure Printing Release
Requiring user-authentication at networked devices for a job to be released, decreases the number of wasted print jobs by eliminating abandon print jobs or mixed jobs. This also increases security of printed information.
4. Print Policies
Printing rules may be applied organization wide to control printing. For example, forced two-sided printing, auto-routing to the most cost efficient device for larger jobs and mono printing of emails.
All modern MFD manufacturers and service providers should offer these capabilities to help you manage your business and your budgets proactively. Manage your output to ensure you are making every dollar count.
Every business has overhead expenses—coffee service in the break room, employee benefits, office space lease—that are easily identifiable and turnkey to put price tags on during the annual budgeting season. Then, there are the items that are not explicitly budgeted, but represent expenses that eat at a budget, causing small amounts to leak from the budget consistently through the year. Total Printing Costs is one of these expenses.
Gartner research tells us that total printing costs is the last unmanaged business expense for companies, although it accounts for between one and three percent of a company’s annual revenue. Increasingly organizations are implementing managed print services programs to identify, or define, total printing costs and take control of their printing costs, saving 30% or more annually.
Click here to download infographic.
There is an old saying that “one man’s trash is another man’s treasure”. Of course this saying refers to what many would call junk or items that have little or no useful value to the owner. When it comes to recycling ink and toner cartridges the saying takes on an entirely different meaning. Whether a person is recycling these cartridges for an environmental reason or as a method to offset the cost of toner, there are several very solid reasons to recycle.
Each year over 375 million empty ink and toner cartridges are thrown away with most ending up in landfills or in incinerators. That is about 11 cartridges per second and if you put those cartridges end-to-end they would circle the world three times. The large amount of waste can be reduced through simple reuse and recycling yet approximately only 30% of all ink cartridges and 50% of all toner cartridges are recycled today. The plastics used in printer cartridges are made of an engineering grade polymer that can take between 450 to 1,000 years to decompose. Also carbon black toner has been classified as carcinogenic by the International Agency for Research on Cancer.
By recycling printer cartridges, we conserve natural resources and energy by reducing the need for virgin materials. Up to 97 percent of the materials that make up a printer cartridge can be recycled or reused if taken care of. Printer cartridges can in extreme cases be refilled up to 15 times before reaching the end of their life and though most average between 5-7 refills.
There are numerous companies that focus on return programs that will help you return your used ink and toner cartridges at absolutely no cost. One such company is Green Cartridge Recycling which specializes in the collection and recycling of ink and toner cartridges. This company has truly found the “Treasure in the Trash” but more importantly is helping us improve the environment.
Take your efforts beyond the recycling bin.
April 22 will mark the 40th anniversary of Earth Day, a day marked to boost awareness about environmental responsibility. Earth Day has given many friends of the environment a platform from which to launch recommendations for being more green—at home and in their workspaces.
At the office, a greener workplace can mean a smaller environmental footprint, increased perception of corporate responsibility and even good news for the bottom line for many businesses, specifically when it comes to automating and digitizing paper based processes.
As we approach Earth Day, we want to give you seven great ways to make your office a greener, earth friendly environment, beyond the paper recycling bin.
1. Go Paperless
Digitize paper-based document information for digital storage, retrieval and access to information, reducing the dependency on paper and filing cabinets.
2. Energy Efficient Office Equipment
Advances in technology make for more energy efficient equipment and most equipment has energy saving functionality. Ask about these options when leasing or purchasing office equipment.
3. Eco-Friendly Toner & Toner Recycling Programs
Remanufactured toner cartridges and remanufactured ink cartridges are inspected and assembled to high quality standards for optimal performance in your equipment. Ask about recycled products as well as outlets to recycle your ink and toner cartridges.
This software integrates with your company’s print software and measure paper consumption in real time. Automatically offset your paper consumption through reforestation projects across the planet.
5. Print Output Management Solutions
Control paper at the point of printing with badge-swipe and user-authentication technology, requiring users to release print jobs and reducing wasted non-business critical printing.
6. On-Demand Printing
In-house digital printing capabilities have advanced to allow many print jobs previously outsourced to be completed in-house, and on-demand. Short, small run quantities of printed collateral eliminates the waste associated with printing large volumes of warehoused materials.
7. Manage Total Printing Costs with MPS
Evaluate your printing environment, develop the optimal plan for efficiently printing in your organization and control printing costs with a managed print services program. These programs require you to pay a flat monthly fee for equipment, service and supplies, and in return partners maximize efficiency of you print fleet.
It’s easy to start with reducing and recycling your paper consumption to go green. However, we encourage you to work with your office solutions provider to see how you can go beyond the recycling bin with your efforts to improve corporate responsibility and the corporate bottom line.
Here are some very interesting statistics when it comes to our paper documents and how they are handled.
- The average executive wastes six weeks annually searching for important documents lost in among the clutter. Wall Street Journal
- US employees waste more than two hours a week finding, sharing and storing documents. smartbusinessmag.com
- A full four-drawer file cabinet holds 18,000 pages. NAPO
- It costs about $25,000 to fill a four drawer filing cabinet and over $2,100 per year to maintain it. Gartner Group, Coopers & Lybrand, Ernst & Young
- The average office spends $20 in labor to file each document, $120 in labor searching for each misfiled document, loses one out of every 20 documents and spends 25 hours recreating each lost document. PricewaterhouseCoopers
With tax time just around the corner most individuals and companies are pulling all of their paper documents together to prepare their returns. Now is a perfect time to convert all of the paper into digital files and store them. Not only will this process make it easier when tax time rolls around, but you can also realize savings in file space and the time it takes to locate a document that is filed and indexed digitally.
If you have not planned ahead then you may find yourself looking for lost documents, which is a very inefficient way to spend your valuable time. Tax time is strenuous enough without having the added stress of a system that does not store and manage your files digitally. Many will ask when the best time to implement a document management system is. It appears the sooner the better because it will make the workload easier for everyone and result in increased efficiencies with lower costs.
Hunter McCarty – COO
Click here to view Hunter’s bio.