South Australian Department for Correctional Services

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The Customer: SA Department for Correctional Services

Forming part of the South Australian State Government’s Justice Portfolio, the Department for Correctional Services has as its aim to: “Rebuild lives affected by crime and to be recognised as a leader in building a just and fair society where the supervision and rehabilitation of offenders is humane and the rights of victims are respected.”

Inherent in achieving that aim is a highly efficient administrative infrastructure that relies heavily on a confidentiality-focused customised Ricoh document management solution.

Challenge: Consolidation, confidentiality and relocation

In 2010, a major project was initiated that would see approximately 220 Department Central Office personnel relocated from five floors across two buildings to just one-and-a-half floors of open plan office accommodation at a new site. In tandem with the relocation, the Department sought a document management solution that would:

  • Significantly reduce its current fleet of 52 printers, multifunction devices (MFDs) and fax machines;
  • Support greater security over printed and scanned documents; and
  • Enable full costing and accountability of usage across all devices.

Solution: A Ricoh custom solution

The solution

The benefit

Reduction in devices printers, faxes, scanners and MFDs from 52 down to seven Ricoh MFDs, six Ricoh printers and a couple of Ricoh faxes
  • Significant cost savings
  • Reduced environmental impact
  • Increased available floor space
  • Improved functionality
Introduction of Equitrac-based Follow You Printing, where all print jobs are securely held on a central print server until released by user using their smartcard
  • Reduced waste
  • Improved security
  • Ability to manage throughput down to user level

“We sought expressions of interest from a number of potential solution providers. Based on the capability to meet our requirements, whole-of-life costs and the references we received, Ricoh emerged the clear winner,” said David Styles, the Department’s Team Leader, Corporate Information Systems.

Document security

With document confidentiality and security at the forefront of the Department’s needs, Ricoh introduced several measures that dramatically improved security while simultaneously reducing device fleet size. Key among those measures was an Equitrac-based Follow-You Printing solution and a security-centric scan-to-email feature.

“Ricoh’s Follow-You Printing solution means we no longer have a fleet of individual workgroup printers to provide for people’s document confidentiality requirements. Users know that when they print a document, it stays secure in the print queue until such time as they release it at the MFD or, after not being collected, is automatically deleted from the queue after 36 hours,” said David.

Smooth project management

Highly effective project management was crucial; and in coordinating a series of fairly complex project components, Ricoh delivered an on-time implementation that, according to David, fully justified the Department’s decision to partner with Ricoh; “When it came time to roll it out to the entire new fleet in Central Office, the Ricoh team had a full understanding of everything required to get it all up and running in a single weekend.”

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