Premex Group

Requirements:

1 Print Output/Copy

1: The group was running off old hp printers , incorporating a physical mailbox configuration. Every member of staff therefore had their own mailbox bin to print to. This was limiting to the customer as each printer could only supply a maximum of ten users, this intern increased the number of devices, reducing office space, and also considerably increasing the company's carbon footprint.

2: The group are using their own in-house bespoke software package. This package prints directly to the printers using pgl/pcl scripting language. This presented the problem of the software being re-written to match any replacement printers and also templates and document spacing being correctly migrated.

3: The print production is such an important part of Premex's business that any loss of operation time would result in major problems, Premex's own I.T. dept would therefore perform some basic first line service response for the print solution with further support coming from the successful supplier on a 4hr response basis.

4: There were several photocopier placed around the office these machines were not able to print, some however were also providing fax services. These devices were supplied and serviced by several different companies and to varying different levels and costs.

2 Mailroom and Scanning

1: The company receives upwards of 30,000 pieces of mail per day, this is sorted and scanned into the internal software system using 6 old scanners. These machines were getting to the end of their working life and a more up to date replacement needed to be found. The operators were used to these machines however and had found them very reliable up until recent times.

2: The other peripheral equipment , letter opening device, mail sorting device and folder/inserter were also at the end of their use and a complete new solution was to be found.

The Answer:

Due to the age of the printers and the business critical nature of the print output, it was felt that the right solution needed to be found as soon as possible however considering the company’s rapid growth plans this was clearly going to take some research time to ensure that the solution was flexible enough to meet not only the present needs but also all future ones.

The customer felt therefore that the first thing to tackle would be the scanning/mailroom.

Scanning and Mailroom Solution

TDS supplied six replacement Kodak scanners to fulfil the requirements set. These machines gave the familiarity of use of the previous devices whilst integrating into the customers back office systems seamlessly. The operators were given all necessary training on-site and at the company’s convenience. The I.T. department was given training by TDS to help them provide basic support for these devices. TDS would support any greater service issues with a maximum four hour fix or replace service level agreement.

TDS also sourced and supplied all the relevant mailroom machinery as per the customer’s requirements again providing all training and service backup.

Print/Copy Solution

It was felt that all the criteria of the requirements could be met by incorporating several devices and reducing the overall number of machines, thus giving floor space back to the customer and also reducing the carbon footprint significantly. TDS worked very closely with the I.T. department to prove print driver compatibility with the existing software and to enable a smooth transition to the new solution. We looked at several manufactures and felt that Infotec multifunctional devices would be the right solution. TDS installed Infotec devices in conjunction with the I.T. team, these gave the customer several advantages.

1: All equipment was multi-functional therefore reducing the number of devices required by half.

2: The equipment had both physical mailboxes to mirror the existing system and virtual electronic mailboxes giving more flexibility for future developments.

3: All the machines supplied were identical in configuration giving the staff as little disruption as possible in operation.

4: TDS Facilities Management software was supplied to the customer allowing the I.T. manager more remote control over the equipment, giving the ability to monitor not only usage but also to pre-empt toner changes , paper supply and service issues before the users have to intervene.