A prominent public school district consisting of over 25 separate schools and employing over 3,500 employees manages thousands of document related processes on a daily basis. Teachers utilize MFP's throughout the organization to complete all of their print, copy, and scan needs. With such a high volume of activity, users and administrators faced numerous challenges.
Teachers were required to print and copy at separate devices, requiring multiple trips to each device which lead to inefficient use of their time. Print jobs were often collected by another teacher or misplaced. Additionally, costs were high due to the large amount of uncontrolled printing.
Solutions Implemented By The Public School System
After assessing the situation, FabSoft proposed a complete solution to the public school system. FabSoft installed 90 MFP's with Reform, MOST (Modular Object Scanning Technology), Tracker, Print To Me, and card authentication solutions. Reform addressed all the issues and made use of the MFPs more efficiently. With Print To Me, day-to-day activities of faculty members were now streamlined and simplified.
Teachers could now send their print jobs to our Reform server and retrieve them at their earliest convenience. They could now walk up to any network-connected MFP and access a list of all their print jobs from the MFP screen. When a print job is selected, it prints directly to the MFP. This feature allows regular jobs to be retained for future use.
Additionally, if there is a long line of other users waiting to use the MFP, or the device is unavailable or offline, a teacher can just go to the next available device to retrieve their print jobs. To improve this process even further, the card authentication module was added. Reform's user-maintained, card access system allows for additional security at the MFP. Teachers can use their identification cards to log into their MFP of choice and access their print jobs.
The Reform solution also helped to reduce print-related costs. Since documents are only pulled and printed when a user is present at the MFP, personnel are more likely to reflect on the whether it is necessary to print out a certain document, and moreover, a user can review the print job details to make sure the correct number of copies are being printed out. From a security standpoint, Print To Me's card authentication feature protects the confidentiality of a user's printed material since the employee will be at the MFP station to immediately collect their documents.
FabSoft implemented the Tracker feature, which provides detailed reports on the printing activities of employees. With Tracker, administrators are able to evaluate the printing habits of users and impose limits on certain accounts or MFP's.
The Total Solution Provided A Number Of Benefits To The Public School System:
- Teachers can retrieve print jobs from any MFP within the network.
- Identification cards are used in order to log into the MFP for enhanced security.
- Usage reports are generated so that administrators can evaluate print activity.
- Administrators can create rules in order to control usage by user or device.
- Schools can achieve a significant reduction in costs now that they are able to analyze and control MFP use.