Banking on success with IBM and Ricoh

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The Customer:  Westpac

Westpac was the first bank established in Australia, first trading in 1817 as the Bank of New South Wales. Today, Westpac is a banking leader in Australia, New Zealand and the near Pacific region. It maintains offices in key financial centres around the world including London, New York, Hong Kong, Beijing, Shanghai, Mumbai and Singapore. Employing close to 40,000 people, Westpac is ranked in the top five listed companies by market capitalisation on the Australian Securities Exchange Limited (ASX).

Challenge: Improve workflow, security and visibility

Westpac’s workplace print technology environment was in need of a refresh. They wanted a single vendor that could provide consistent levels of service and response times; a pricing model that would give them visibility of their print performance; high levels of document security; improve access to document workflow and a reduction in their paper and consumables waste.

Managed Document Services (MDS): The approach and solution

Working in partnership with IBM, Ricoh received the green light from Westpac to build an MDS solution to meet the bank’s strategic goals. This meant embarking on a highly detailed discovery process that could provide Westpac with a strategically-aligned document management solution in a timely manner. Ricoh applied its proven MDS methodology to help Westpac meet its print environment goals.

Based on the findings from its extensive discovery process, Ricoh proposed a tailored solution to meet Westpac’s immediate and long-term requirements. Ricoh provides a mix of suitable multifunction devices (MFDs), on-site valet staff, fleet management and reporting software, coupled with a comprehensive project and change management approach.

Westpac no longer needs to deal with multiple vendors – everything is managed under one document services contract, saving time and effort. What’s more, it now has a consolidated device fleet providing the latest technology and improved reliability.

The bottom line says it all: Ricoh has helped Westpac save 5,000 reams of paper every year, weighing 13 tonnes – that’s 16,000 kg of CO2 saved each year for the planet, or the equivalent of 221 trees*.

Westpac challenge

Ricoh solution

 Insufficient visibility of costs of the print environment across the enterprise.

Ricoh provided a competitive managed document services fleet plan, and fleet service management and reporting solutions.

Unable to track volume and costs by user group.

Equitrac software tools were implemented for cost tracking, leveraging existing user information from the Westpac LDAP directory.

Maintaining a fleet of multiple branded devices created difficulty relating to consumables supply and software print driver control.

A single fleet of Ricoh devices under a managed document services cost plan provided one point of contact and a simple invoicing solution.

A relaxed policy existed for workplace print, resulting in too many devices per user group, and waste of consumables and paper.

Ricoh worked with Westpac to deliver a print policy that would help change user behaviour, but also help to reduce power, paper and consumables. ‘Follow You’ printing was implemented to ensure documents were not printed and left unsecured on devices.

Westpac wanted to report on its environmental and sustainability goals.

Ricoh’s Green Reporting solution was implemented, which provided Westpac with the environmental reporting it required.

Westpac wanted to be able to globally govern major print output settings, such as colour and duplex printing.

Ricoh worked with Westpac to agree on the Standard Operating Environment for all devices in the enterprise, which could be governed remotely.

Service and maintenance across the Westpac multi-vendor fleet was inconsistent and difficult to manage.

Ricoh took over the existing fleet and managed all service and maintenance through its fleet monitoring solutions. Links were built between Ricoh and Westpac’s help desks to provide seamless support.

There was a clear need for an enhanced print and scanning solution that would enable Westpac to scan paper-based information easily and securely from an MFD into any electronic workflow.

Ricoh provided Westpac with an advanced print and scanning solution, eCopy Sharescan, which allows direct and secure conversion of paper documents into files that are compatible with existing systems and security procedures. This has increased user productivity and helped cut operating costs.

*Source: US Legal-Research Foundation and US Environmental Protection Agency.


Click here to read the full story about how Ricoh’s MDS has improved Westpac's document workflow.


 

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