International Law Firm Increases Mailroom Efficiency

Challenges
This global law firm needed a reliable solution to their mailroom and document management needs. Administrative employees, paralegals and others wanted consistency among mail services, and management needed to control costs.

Ricoh Solution
To streamline mailroom operations, RPS kept the mailroom’s main office in its original location, but created satellite mailroom centers on every floor of the office. Each center was staffed by two dedicated employees. RPS also leveraged the building’s previously unused dumbwaiter system, which served as the perfect method to transport mail and supplies between the central hub and satellite centers. Staffed satellite centers added consistency the firm’s administrative personnel wanted, and served as a point-of-need center for all document management and distribution requests, including copying, faxing, and supply management.

Results
The RPS team consistently meets service level agreements and evaluates its performance at weekly meetings. The mailroom services relationship proved so successful that the firm also asked RPS to manage their fax systems
and supply room, and engaged RPS in similar contracts in the firm’s other national offices. RPS also replaced 140 printers throughout the building with Ricoh models, providing a fixed price per print that saved the firm an estimated $20,000 to $25,000 per month.