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A strategy for saving money

B Rob Taylor, director of XMA Print Solutions, discusses the benefi ts of managed print solutions and how a new print strategy

has benefi ted one local council.

usinesses are continually turning to managed print services (MPS) to tackle

the increasing costs and ineffi ciencies of operating complex and poorly managed printer fl eets. MPS is also a credible way to reduce risk, improve sustainability and reduce the carbon footprint. Through the deployment of energy- effi cient printers and multifunction devices and implementing secure printing practices, MPS also enables organisations to cut energy usage, eliminate unnecessary printing and reduce waste.

A new print strategy at Monmouthshire County Council has cut the authority’s print costs dramatically and completely changed the council’s approach to printing, copying, faxing and scanning. Monmouthshire County Council

operated an ageing fl eet of photocopiers and desktop printers that suffered from increasing levels of failure. As a result, staff effi ciency was negatively impacted as their day-to-day routines were increasingly hampered.

The solution, delivered by IT provider XMA, initially saw Monmouthshire replace its historic fl eet of printers with 18 multi-function printers in the fi rst six months of the contract coupled with a SafeCom Pull Print solution.

These new devices were installed at multiple council locations, including at County Hall in Cwmbran.

The new MFD solution was deployed with minimum disruption through a meticulously planned installation project. Working closely with the council, XMA agreed a phased rollout which


disruption to day-to- day operations


ensured printing was available throughout the deployment.

Council employees now have access to the latest MFD technology which acts as a gateway to their network. This provides users with secure printing and the ability to roam across sites.

The use of MFDs has greatly


effi ciency and XMA now successfully manages 36 MFDs on behalf of the council and fully support the SafeCom print management solution. XMA has helped save over £30,000 since the start of the contract in 2010 and improved

Enabling access to competitive pricing and a wide range of products and solutions and eliminating the need to tender, the framework will help reduce spend, improve effi ciency and make procurement easier across central and local government, education and other public sector bodies. This adds to XMA’s recent successes in scooping a spot on the consumables contract Government Offi ce and Supplies Contract (GOSC) and RM1692, both awarded by Government Procurement Service.

MPS has demonstrated it can help business lower costs, support sustainability initiatives and improve the effi ciency and productivity of their increasingly diverse workplace. XMA has the knowledge, expertise and credentials to guide your organisation along the path to an effi cient print environment.


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public sector executive Jul/Aug 12 | 65

the printing functionality available to users through the new hardware.

As testament to the success of the contract, last year the council awarded XMA a new three-year managed print agreement in line with their move to a new headquarters and the printer software migration from PCounter to SafeCom.

The number of devices is set to expand further over the next 12 to 18 months as Monmouthshire looks to further rationalise the print estate and move further towards a MFD centric solution.

In March 2012, XMA was one of four suppliers to win a coveted spot on the RM1599 framework. The framework, jointly established between Government Procurement Services, YPO and ESPO, supports public sector organisations in the compliant procurement of multifunctional printers and print solutions to achieve substantial cost savings and best value for money.

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