Case Studies

Going To The Source: The Business Case For Distributed Capture

<p><a href="http://www.officeproductnews.net/files/distributedcapture.pdf"><img title="2009-12-28_191843" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-12-28_191843" src="http://www.officeproductnews.net/files/20091228_191843_0.gif" width="190" align="left" border="0" /></a> Document capture technology is not new. In the 1990s, many organizations that were generating or taking in large volumes of inbound documents and costly complex processes (think of insurance claims processing and credit card application processing) invested in sophisticated centralized scanning and document handling operations to digitize and automate paper-based processes. While the benefits of document capture are many (faster processing, improved quality and accuracy, reduced paper storage and tighter organizational control over critical content), the costs associated with this centralized approach made it inappropriate for all but those with the greatest paper pain point. Today, however, new advances in this proven technology enable IT organizations to take a less costly and more efficient decentralized or “distributed” approach to document capture.</p> <p>Just as networked computing and the Internet forever changed how information is shared, innovations in bandwidth as well as advances in imaging hardware and software are similarly changing how, where, when and by whom information is captured. Today it is not uncommon for those who process an organization’s most time-sensitive and business-critical documents to be located in satellite offices around the globe. In many cases, the expertise provided by these remote workers is applied while the information is ingested or captured. Distributed document capture hardware and software enables such workers to capture and process information directly, ensuring that valuable business information is handled quickly, cost-effectively, accurately and securely.</p>

Getting the Most from Digital Send Technology

<p><a href="http://www.officeproductnews.net/files/digitalsend_2.pdf"><img title="2009-12-21_181939" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="223" alt="2009-12-21_181939" src="http://www.officeproductnews.net/files/20091221_181939_2.gif" width="174" align="left" border="0" /></a> The reality is that the paperless office has not yet arrived, and it probably won’t anytime soon. But that doesn’t mean you can’t improve the way you share, edit, print, store and retrieve documents. This planner is designed to help you understand how to use digital send technology to improve productivity, enhance competitiveness and reduce costs by streamlining the way you digitize and share documents.</p> <p>Think about it: a quick look at some of the problems caused by working with paper documents in an increasingly digital world and how digital sending technology can address them.</p> <p>Act on it: workflow-, operations- and document handling-specific checklists to help you determine if digital send technology is right for your organization.</p> <p>Work with it: tips to help you seamlessly integrate digital send technology into your organization’s day-to-day processes. <br />Get help with it: a quick overview of HP’s comprehensive family of digital send hardware, software and services solutions.</p>

Examining the Cost and Value of Documents

<p><a href="http://www.officeproductnews.net/files/costofdocuments.pdf"><img title="2009-12-14_213847" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-12-14_213847" src="http://www.officeproductnews.net/files/20091214_213847_0.gif" width="190" align="left" border="0" /></a> Dramatic changes in the ways that organizations define and use documents today have given rise to tremendous opportunities— as well as significant risks. The same documents that can have a negative impact on costs can have a positive effect on helping achieve an organization’s goals. To ensure that documents are used to their best advantage, it is important to have a clear understanding of the kinds of costs they can incur, as well as a sense of the ways in which they can create value. It may not be possible to determine precisely the value of a document in the same way that one can identify the specific costs associated with it, but recognizing that cost and value coexist is vital to managing documents effectively.</p> <p>Why cost and value matter more than ever <br />Predictions of a paperless workplace were widespread as recently as ten years ago, when new technologies were radically transforming the ways in which people communicated and connected with each other. In the wake of developments from e-mail to electronic data storage, who could blame anyone for expecting the piles and piles of paper in organizations to eventually go away—along with the high costs associated with printing, sharing and storing them? Reality, however, has proven far different. Networked access to the Internet and all the information available there has led to more printing, not less, and e-mail appears to have caused a large increase, rather than a decrease, in paper consumption.* Documents have become a kind of currency for today’s far-frompaperless workplace, and the organization that hopes to realize the most value from them must build those hopes on a sound document strategy. Such a strategy starts by identifying some of the key sources of document cost and value.</p>

Turning A Copier Refresh Into A Strategic Opportunity

<p><a href="http://www.officeproductnews.net/files/CopierRefresh.pdf"><img title="2009-12-07_220629" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-12-07_220629" src="http://www.officeproductnews.net/files/20091207_220629_0.gif" width="190" align="left" border="0" /></a> <strong>Calculating the cost of “business as usual” <br /></strong>Most organizations grapple with end-of-lease decisions once every three to five years. Although many key business drivers will have changed in the intervening years, it is common for organizations to follow the same replacement procurement process from contract to contract. Doing so may escalate costs and prevent maximum return on investment (ROI) in these areas: <br />• Utilization <br />• Functionality <br />•Access <br />• Procurement options</p> <p><strong>Traditional copier replacement process</strong></p> <p>Understanding utilization </p> <p>Copier manufacturers may introduce devices that offer more power and more features at or below previous costs from year to year. This strategy creates a powerful incentive for organizations to replace older <br />devices with technology that is similar, yet newer and somewhat enhanced. As a result, organizations may acquire ever-increasing amounts of power without really understanding the true cost associated with their technology decisions.</p>

Communicating Better with Color

<p><a href="http://www.officeproductnews.net/files/CommunicateBetter.pdf"><img title="2009-12-03_211511" style="border-right: 0px; border-top: 0px; display: inline; margin: 10px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-12-03_211511" src="http://www.officeproductnews.net/files/20091203_211511_0.gif" width="190" align="left" border="0" /></a> In living color <br />When was the last time you watched television on a black-and-white set? Or perused a black-and-white Website? There’s no getting around it: We live in a color world, and color has a tremendous impact on the way we think and feel about almost every aspect of our lives. This paper will explore what makes color such an important component of communication, why more and more organizations are increasingly incorporating color output into their everyday operations, and how color can dramatically improve the effectiveness of communications—from seemingly minor memos to major sales presentations—in virtually any organization.</p> <p> <br />The power of color <br />Consider just a few examples of the powerful impact of color in everyday life. <br />&gt; When you’re driving on a highway and you see a large orange sign with black lettering on the roadside ahead, what does that tell you? Even if you’re too far away to read the text, you know to be on the alert for construction and related road hazards. That’s just one example of the ways in which color can be used to communicate important practical information to entire societies.</p>

Color Printing at Work

<p><a href="http://www.officeproductnews.net/files/ColoratWork.pdf"><img title="2009-11-30_183858" style="border-top-width: 0px; display: inline; border-left-width: 0px; border-bottom-width: 0px; margin: 0px 10px 10px 0px; border-right-width: 0px" height="239" alt="2009-11-30_183858" src="http://www.officeproductnews.net/files/20091130_183858_0.gif" width="190" align="left" border="0" /></a> The right color printing solution can reduce <br />costs and improve efficiency in a variety of <br />printing and imaging environments. The <br />following scenario describes how one <br />organization is using HP color printers to <br />bring a key printing function in-house—and <br />dramatically cut costs and increase efficiency.</p> <p>Scenario for Improvement</p> <p><strong>The organization</strong>: Professional sports team</p> <p><strong>The situation</strong>: Need for an alternative to outsourcing of <br />season-ticket printing</p> <p><strong>The problems</strong>: High printing costs, slow turnarounds, <br />limited ability to accommodate change</p> <p><strong>The solution</strong>: HP Color LaserJet 9500 printers</p> <p><strong>The results</strong>: 54 percent reduction in ticket printing costs, <br />as well as faster delivery and increased flexibility</p>

Using Color Access Controls to Maximize Value

<p><a href="http://www.officeproductnews.net/files/coloraccesscontrols.pdf"><img title="2009-11-23_224311" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-11-23_224311" src="http://www.officeproductnews.net/files/20091123_224311_0.gif" width="190" align="left" border="0" /></a> Organizations that are incorporating color into their printing and imaging environments would like to be able to control access to color printing in order to maximize the return on their investments in color. This doesn’t simply mean limiting access to color, or placing controls on who uses color and who does not, although there is certainly value for some organizations in being able to do just that. But controlling access to color also means being able to monitor how color is used and to track usage by a variety of criteria, in order to make informed decisions that affect operational efficiency. And for some organizations, controlling access to color may also mean accurately determining color usage in order to bill clients or internal users for their usage. Applying color access controls in any or all of these ways enables organizations to use color as effectively and cost-efficiently as possible.</p>

The Color Quality Advantages of Canon’s imagePRESS C1

<p><a href="http://www.officeproductnews.net/files/color_accuracyoftheC1.pdf"><img title="2009-11-16_211333" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-11-16_211333" src="http://www.officeproductnews.net/files/20091116_211333_0.gif" width="190" align="left" border="0" /></a> As Canon informs customers about our new imagePRESS line, here’s a question you’re likely to hear: “What makes a digital press different from a color copier?” The quick answer is: Several things.</p> <p>A digital press is engineered to meet more demanding requirements than a color copier.&#160; Your customers may assume a digital press can: (1) produce noticeably better-looking prints; (2) handle a wider assortment of papers; (3) reproduce specified colors accurately and consistently; and (4) maintain the quality of images used in the document.</p> <p>A digital press is expected to go beyond the bright, saturated colors of a color copier and must be able to produce neutral grays, natural skin tones and accurate “memory” colors such as green grass, blue skies, and red apples. A digital press also requires accurate tone reproduction. Tone reproduction refers to the number of tones between the highlight and <br />shadow areas of an image. Without correct tone reproduction, a printed image won’t be acceptable.</p>

Charging Back: Making Color Pay For Itself

<p><a href="http://www.officeproductnews.net/files/ChargingBack_0.pdf"><img title="2009-11-09_184156" style="border-right: 0px; border-top: 0px; display: inline; margin: 0px 10px 10px 0px; border-left: 0px; border-bottom: 0px" height="239" alt="2009-11-09_184156" src="http://www.officeproductnews.net/files/20091109_184156_1.gif" width="190" align="left" border="0" /></a> One way to control your costs for color printing is to charge them back to those who are doing the printing. Charging back these costs can help reduce operational costs in two ways. <br />1. Internal users who are billed for all or some of their color printing are likely to be more aware of, and more mindful about, how much they print—and, as a result, more judicious in their use of printing resources. This can result in less usage. <br />2. By billing external users, organizations can eliminate, or at least significantly reduce, the color printing and copying costs that they normally absorb on behalf of their clients or patrons.</p> <p>Opportunities to charge back color printing <br />In addition to charging back color printing costs to internal and external users, organizations can charge back by group or individual. Opportunities for charging back might include: <br />» departments within a larger organization <br />» offices in remote locations <br />» clients of professional firms <br />» individual users of institutional resources</p> <p>Color printing charge-back scenarios <br />Here are just a few examples of organizations keeping tighter control over costs by charging color printing costs back to users.</p>

Arizona State University is Reinventing Purchasing Processes by Driving out Paper

<p>The purchasing department at Arizona State University had become overrun by paper-bound processes. For construction purchase orders, each purchase order request required a large packet of information to be copied and routed. Upon completion of processing, a purchase order was generated and up to five copies were made for archiving, departmental records and to be mailed to the vendor.</p> <p>The purchasing department’s costs for printing, paper, and postage were mounting. With its filing room filling up, the department was almost out of storage space when it turned to the University’s Business Applications and Fiscal Control team to reinvent its purchase order process for construction purchasing.</p> <p>In a redesigned business process, construction purchasing at the University now accepts purchase order request documentation, scans the documentation and converts it into PDF files to automate workflows. In many instances, departments now send the documents to construction purchasing as a PDF file via email rather than submitting paper documents.</p> <p>All information goes into a Microsoft SharePoint repository where each construction purchase request is reviewed, processed and tracked. To add the scanned documentation and related information to SharePoint libraries, Arizona State uses Nuance’s eCopy desktop document imaging software.</p> <p>This business process improvement has saved the University $10,000 per year in office supplies, paper and postage costs. It also contributes to advancing Arizona State University’s sustainability initiatives by reducing paper usage and the overall carbon footprint of the process.</p>

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