With Commercial you're guaranteed to have your finger on the pulse
- Liberating IT staff to serve clients
- Full audit of print usage
- Greater control of print
- Substantial cost savings
- Print quotas for end-users
With a sizeable print demand of around 4.5 million pages per year being serviced by a fleet of ageing printer/copiers, printing was a major source of expenditure and on-going maintenance a drain on resource.
Mike Cavill, Head of IT at VWV, explains the situation: “We are a six-man team (including me) managing the IT system for a firm with three main offices and over 300 staff. We should be finding ways to make the firm run more efficiently and how to better serve our clients – but instead, we were tackling recurring printer problems. It was a major drain on our resources, and was stopping us from doing our jobs.”
Commercial’s first step was to complete an audit of VWV’s print usage. Using specially designed monitoring software, Commercial was able to provide the firm with a comprehensive map of exactly what was being printed, who was printing it and where – data that the law firm had previously never had.
Not only did this information help Commercial to choose the best solution to meet the firm’s needs, it enabled Commercial’s team to accurately forecast future expenditure rates, and compare them against current expenditure.
“By reducing our running costs and helping us to gain control of our usage levels, Commercial IT
Services’ solution has reduced print costs for VWV by 30 per cent,” explains Mike. “That’s just what we can put a figure on – it doesn’t account for the benefits we get from having our IT team’s time freed up to undertake the more strategic activities that simply weren’t possible before.”
In addition, where previously there had been no process in place for auditing print on an on-going basis, Commercial has provided complete visibility of VWV’s entire print operation thanks to Commercial’s Equitrac Office solution. This market leading software system requires all users to log in using a personal swipe-card before they can print, scan or copy a document – with any activity automatically logged and fed back to the IT team.
“There were concerns with moving to a new, state-of-the-art printer fleet that we’d see a spike in use of colour printing, as only a few of the old machines had colour capacity,” says Mike. “Thanks to the capabilities of Equitrac, we can keep track of colour usage allocating set colour ‘quotas’ for different users. This control is one of the key reasons we’ve been able to achieve such a remarkable saving.”
The Commercial solution
“We’ve now started looking at implementing the Commercial solution at our London office,” adds Mike. Early analysis suggests VWV could expect a 30%+ per cent reduction in costs, not to mention the added benefit of having the print systems of two offices synced to our virtualised server network. “What we’re ultimately working towards is a seamless solution between all of our offices, with every possible synergy exploited to ensure complete efficiency. We’re now on track to make this a reality,” Mike concludes, “and needless to say, we wouldn’t have been able to do it without Commercial.”