Opportunity: This 320 attorney, AmLaw 200, Kansas City-based firm was looking to implement changes in production workflow in order to maximize efficiencies and substantially reduce consumption and reliance on paper. With the expiration of its current Canon Multi-Function Device (MFD) fleet pending as well as an aging printer fleet, the firm’s operations and IT teams were seeking a comprehensive solution to meet the current and future needs of the firm.
Solution: The firm hired Mattern & Associates for assistance in the analysis and procurement of output devices and corresponding workflow technologies that would meet the firm’s goals. Working with firm personnel, Mattern conducted on-site assessments, developed and managed a customized Request for Proposal (RFP) process requesting multiple options to meet the firm’s desired outcomes and exceed industry best practices, and oversaw vendor technology center visits.
Subsequently, Mattern negotiated an extremely competitive contract for the firm’s MFDs, Multi-Function Printers (MFPs) and associated workflow software for input and output that addressed the overall strategy for the firm. These steps helped the firm determine the best options available.
Results: After the conclusion of a lengthy review (both off-site demos and on-site equipment trials) of several manufacturers and software solutions, the firm decided to implement Ricoh MFDs and MFPs, in conjunction with Omtool’s Accuroute and Ricoh’s proprietary RLAW workflow software. This solution met the firm’s objectives and provided:
- A consistent end-user experience across the entire fleet of devices for both print and scan
- “Follow-me,” secure printing at all of the output devices on the firm’s network – allowing end users to obtain their print request at any device firm-wide
- Key card authentication at all devices
- Multiple scanning options including scan-to-desktop, scan-to-email, and scan-to-DMS
- Image file creation that meets court requirements as to size and format
- A significantly reduced number of output devices (the firm is expected to eliminate a total of 140 currently owned laser printers – approximately 51% of the total number of owned printers)
- Additional color capabilities for all end-users (all devices are able to print and scan in color)
The new agreement for these devices also included:
- Flexibility for the deletion or upgrade/downgrade of 20% of all devices and accessories
- Established, penalty-based performance standards for service response times and up-time
This new agreement through Mattern helped the firm achieve a total savings of 33% per year – or $1 million over the five-year contract, while providing a more efficient, streamlined workflow solution.