3 paper reducing technologies

3 must-have technologies to reduce paper
www.nikecsolutions.com
consumption

Introduction
• Two million pages are printed every minute across Europe, Middle East and
Africa (EMEA).
• That’s the equivalent of chopping down 63 trees per minute* or a volume of
paper to cover almost 17.5 football stadiums.
• If the paperless office may still be a myth, the "less-paper" office is a very
tangible, measurable and achievable target which is now integrated in most
corporate policies.

Introduction
Here are the top 3 paper usage technologies that
firms that we work with have implemented.

Print management technologies

1. Print management technologies
• Following an investigation, a London based firm found that their
employees were printing up to 1200 pages a day on average.
• Up to 15% of these pages were being left unclaimed at the printer and
then subsequently discarded.
• Further research revealed that most individuals were printing in simplex
mode and in colour - i.e. the default printer setting. Ultimately copious
amounts of paper and print consumables were being wasted.

• To overcome these issues, the IT team replaced their standalone printers
with a fleet of modern day multi-function printers (MFPs) which was
combined with powerful print management software.

• In the first instance, these MFPs offered a strong centralised printing,
scanning and copying platform.
• This allowed the firm greater control as they were able to define the default
settings that provided the optimal output.
• When integrated with additional print management software, it offered the
firm more capabilities to further fortify the firm’s paper management
strategy - two of which included secure and rule based printing.

• The deployment of Secure Print technology meant that user
authentication was now required at the MFP in order to release the
print.
• Not only did this improved document security as only authorised users
could access their printed documents, but it also gave users a second
chance to decide whether to print the document – or not, as in many
cases.
• This alone wiped out unclaimed paper completely (i.e. 15% reduction in
paper consumption) as those print jobs that were left unreleased, by the
user were simply deleted off the server.

• Other measures implemented included rule based printing - which
automatically routes print jobs to the most appropriate, cost effective
device.
• It permitted default settings per departments (e.g. print and copy in
duplex, in greyscale) which cut the cost of consumables (paper, toners...)
consumed by a further 25%.

Results:
• Aside from an reduction of the firm's footprint, the optimisation of
paper and its related tangible and intangible costs (environmental
impact, improved processes and productivity) generated significant cost
savings, equivalent to a little more than 3% of the firm’s total revenue.

Scanning technologies

2. Scanning technologies
• A mid-sized law firm needed to expand their storage space to
accommodate the growing number of paper-based matter files.
• Facing the highly inflated property prices in London, they decided that
the most viable and cost effective investment would be to convert these
matters into digital files.
• Using a scanner with advanced optical character recognition (OCR)
capabilities, the firm transformed over 100,000 hard copy documents
into fully editable and searchable electronic ones.

2. Scanning technologies
• In the first instance, this significantly reduced the amount of paper and
therefore storage space.
• Secondly, it allowed the firm to convert these documents into a
keyword searchable information repository.
• In turn, information could now be retrieved quickly and sent to team
members and clients electronically further reducing the need for paper.

Introduction
Results:
Today, instead of making copies of files to store in a paper filing system,
employees simply scan and digitally store these.
Thanks to scanning, the law firm has reduced the amount of paper
consumed despite a 20% percent increase in their case load.

Digital document storage &
organisation system

3. Digital document storage and organisation system
• Tasked with a strategy to reduce print costs by 60% and improve
workflow productivity while decreasing the space used for storing files
by 17%, a UK based firm took on a sizable initiative to move to a
completely digital client matter environment.
• Traditionally a paper and print intensive process, they decided that the
amount of time and money spent on printing and sending documents
was both unproductive and costly.

• The firm decided to switch to a digital binder solution which provided a
platform to create matters electronically.
• Replicating a traditional paper based ring binder, the digital binder offered a
central location for team member to store, access, review and annotate
documents in multiple formats.

Results:
• This centralised approach to managing documents eliminated the need
to print multiple versions of documents as these were being updated for
instance.
• The firm also integrated a secure file sharing solution which allowed
team members to share entire binders and large documents to multiple
team members rather than sending sporadic documents via email.
• Today, their printing costs have fallen by 60% in the first year as well as
storage costs with client matter files now being digitally archived.

Conclusion
• Although taking the initiative to reduce paper consumption can take time, effort
and investment depending on the technology itself and the organisation’s culture,
the return on investment can have a far greater, positive impact.
• By taking various steps to a less paper operation , not only does it translate into
cost savings and improved document processes, but demonstrating the use of
secure, innovative technologies such as digital binders can help position a firm as
forward thinking and a cut above the rest in a client’s mind – especially in the
highly digitised world that we operate in today.

Have you taken the initial steps towards a less paper environment or are you
looking to do so? If so, we’d love to hear your thoughts or success stories.
Sources:
- IDC Press Release - New IDC Research Shows Slight Decline in Printed Pages in EMEA, But Paperless Office Not on the Horizon -
http://www.idc.com/getdoc.jsp?containerId=prCZ24304413
- Tree usage calculator: http://treehouse.i-hmc.co.uk/calculator/

Copitrak is a reference solution in cost recovery and expense management. Copitrak ensures clients
can effortlessly improve cost control and maximize recharge rates. Copitraks' range of tools and
software includes modules for Copy, Print, Secure Print, Scan Routing to email/Document
Management Systems with OCR, Expense Management, Print Room Management Workflow,
Telephony and Blackberry tracking, all of which are geared to deliver 100% payback within a few
months.

Nikec Binder is an electronic ring-binder to view, review, mark up and present your documents in the
office or on the move. Nikec Binder collates files in a single convenient binder file. It is designed to
provide the busy fee earner with the tools to allow them to view their matter in a format as similar
to paper as possible. Whether it's to present pitch document, create matter bibles, know-how
documents or internal training or HR documents, Nikec Binder helps you deliver a slick, flashy and
user friendly electronic binder. Visit Nikec Binder page

eCopy ShareScan is an intuitive scanning solution that securely transforms paper based documents
into electronic format. It provides a fast, simple and flexible way to capture, access, share, store and
view documents and can be integrated into the existing workflow for greater business efficiency. Visit
eCopy ShareScan page

Contact
For more information please visit www.nikecsolutions.com
Address:
52-54 Gracechurch Street,
London, EC3V 0EH
Contact numbers:
Tel: +44 (0) 20 7621 2350
Fax: +44 (0) 20 7621 2360
Email:
info@nikecsolutions.com

3 paper reducing technologies

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