Finding a cost-effective document partnership


The Customer:  Knox Grammar

Widely recognised as one of New South Wales’ most outstanding schools, Knox Grammar School has a proud tradition of academic achievement. With approximately 400 staff members and 2,171 students in Prep through Year 12, the School is focused on providing a second-to-none learning environment.

Challenge: Finding a cost-effective document partnership

Knox Grammar required a single supplier for their entire document printing and management requirements who could provide improvements in terms of accurate cost tracking, adequate service response levels and environmental measures.

Managed Document Services (MDS): From input through to output

As one of several companies responding to the Request For Tender, Ricoh came forward with a comprehensive MDS solution, which led in with a highly detailed discovery methodology. Ricoh MDS encompasses the three fundamental parts of document management — input (the creation of information), throughput (how information moves around a business), and output (processing information in a way to add business value). 
In following that methodology, Ricoh MDS project managers:

  • Conducted extensive meetings with key stakeholders to develop a concise understanding of document print, workflow and usage requirements; and.
  • Performed a thorough on-site inspection that encompassed factors such as network connectivity, optimum MFD locations and device security.

MDS: The Solution

Based on those extensive audits and its detailed understanding of Knox Grammar’s needs, Ricoh proposed a solution tailored specifically for the School.



 Fleet of 38 Ricoh MFDs

  • Reduced environmental impact
  • Improved functionality

Ricoh Pro 907EX black-and-white production printer

A complete, modular high-quality production printer
for high-volume print jobs that can offer a unique range of finishing.

On-site Green Print Centre

  • Improved document quality and finishing
  • 30% savings in paper usage through Ricoh personnel optimising print policy
  • Fast turn-around

Full-time, on-site Ricoh personnel

  • Manage the fleet and Green Print Centre
  • Provide valet services
  • Work proactively with the School to optimise ongoing performance and service levels

A Ricoh Web Smart Device Monitoring (WSDM) solution

  • Fleet uptime of no less than 96 per cent and bulk print job turnaround times of under 72 hours

Equitrac with Follow-You printing

  • 30 per cent saving in paper usage through enforcement of print policies
  • Improved flexibility allows staff to print at any network MFD
  • Improved document security
  • Predicted overall cost savings of up to 40 per cent through the enforcement of print policies across the entire school.

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

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