Presentation delivered at the NHS Sustainable Development Conference at The Brewery, London on 14th February 2013

1. SCRAP PAPER: towards a
paperless NHS?
Tracey Rawling Church,
Kyocera Document Solutions
(U.K.) Ltd

2. Context
 The Quality, Innovation, Productivity and Prevention Programme
 Seeking £20 billion of major efficiency savings by 2015, to be reinvested in
frontline care
 NHS Carbon Reduction strategy
 Seeks 10% emissions reduction by 2015 (from 2007 baseline)
 New Sustainable Development consultation
 Revised targets and strategy towards 2020
 Paperless NHS by 2018
 Health secretary Jeremy Hunt targets £4.4bn of savings

3. “Paperless NHS” goal
focuses on patient records –
electronic patient data (EPD)

4. Meanwhile, how can the NHS
manage its other documents?

5. There’s definitely too much paper …

6. … and too much paper is wasted
The average UK office worker goes through
as many as 6,000 sheets of paper per year
That’s 25 sheets per day
For each office worker, 3,720 (62%) of these
sheets of paper are wasted or unnecessary
1140 sheets could be 660 are printed 300 sheets are the
printed double-sided for proof-reading wrong documents
900 sheets could be read 420 sheets are 300 sheets are left
on screen instead unnecessary duplicates forgotten on the printer
6 Source: Kyocera/Loudhouse survey 2011

7. 700,000 non-clinical staff in the NHS
x
6,000 sheets printed each
=
4.2 billion sheets printed per year
x
62% wasted
=
2.6 billion sheets wasted per year
Sources: The NHS Information Centre and Kyocera/Loudhouse survey 2011

8. Hidden impacts of office document devices
• Raw materials
• Manufacturing
Primary
Product • Transport Procurement
• Use
• Disposal Focus
• Raw materials 47 million
• Manufacturing
Cartridges to
Consumables • Transport
Landfill in UK
• Use
• Disposal Every Year
• Raw materials 86 million
• Manufacturing
Tonnes of waste
Paper • Transport
Paper produced
• Use
• Disposal In UK annually
8

9. 47 million printer cartridges go to landfill
in the UK every year – enough to cover
17 football pitches!

10. Conventional laser printers adopt a
“razor and blade” business model
Designing complexity into the consumable creates a lucrative ongoing revenue
stream – some medical instruments also follow this business model

11. Discarding all this when your printer
runs out of toner is like discarding your
car engine every time you run out of fuel

12. Kyocera consumables contain only
toner – the complex components are
permanently sited in the machine

13. Independent Evaluation January 2013
 Consumables waste CUT by up to 85%
 Cost of ownership CUT by up to 55%
13 KYOCERA Document Solutions UK Ltd. | 15/02/2013

14. Typical mfp lifecycle impact (excluding paper)
Global Warming
(kg-CO2 equivalent)
1600
1400
1200
(kg-CO2)
1000
800
1399
600
400
200 537
56 18 7
0
Raw material Product Transport Use Discarding
Manufacturing Manufacturing
Life stage
14

15. It’s not just about the trees … 2.6 billion sheets
of paper wasted consumes:
232,000 trees
95 million gallons of water
5 million gallons of oil
55 Gigawatts of electricity

16. Energy Star TEC ratings empower buyers
16 KYOCERA Document Solutions UK Ltd. | 15/02/2013

17. The printer time trap
Time devoted to supporting printers and other document systems is on the way down, but a fifth of
IT departments’ time is still devoted to supporting printers, and level of concern is growing
51%-100%
5% 2010
31-50% Mean: 34%
13% 10% or less
34%
Mean: 21% 80% (71% 2010)
of IT Managers think
that the efficiency of
21-30% their printing could be
24%
improved
11-20%
24%
Source: Kyocera/Loudhouse survey 2011

18. Inconvenient truths
about lack of control
Most organisations have no idea
how many printers they have or
how many pages they print
Device:user ratios in many
organisations are more than 1:1

19. Managed Document Services address these issues

20. Stage 1: Assess
 Analyse business processes and
workflows
 Gather data about printing
activity by individuals and
departments
 Understand how documents
enter, move through and leave
the organisation
 Find out what targets the
organisation has for reducing
paper use, energy consumption
and cost
20

21. Stage 2: Design
 Find out what devices currently
exist, where they are located and
how they are connected
 Identify ways to smooth
workflows and reduce reliance
on paper by the application of
document management software
 Design an optimised solution
that has only the devices
needed, in the correct locations
to support business processes
with minimum reliance on paper
21

22. Stage 3: Implement
 Develop a charging model that
precisely fits the customer’s
financial requirements
 Provide consultancy to
integrated the proposed solution
in to the customer’s network
infrastructure
 Agree bespoke SLAs based on
customer requirements
 Define a rollout plan that ensures
the solution can be delivered
with minimum disruption to the
organisation
22

23. Stage 4: Manage
 Install devices and software and
train staff on their use
 Provide user engagement
support on an ongoing basis
 Remotely monitor devices for
proactive technical support
 Maintain devices according to
pre-defined SLAs, proactively
address any unforeseen issues
23

24. Stage 5: Optimise
 Collect and analyse
management information to
ensure project is meeting its
objectives
 Hold regular review meetings to
ensure that any changes in
workflows or priorities are
accommodated
 Continuously optimise the
solution, looking for further
efficiency improvements and
cost savings
24

25. Not paperless; less-paper (ie only where essential)
25

26. Private sector example business case
Pre-MDS Post MDS
Number of devices 3,000+ 282
Forecast spend (5yrs) £7,500,000* £2,376,855
Colour print volume (5yrs) 12,620,880 5,539,440
B&W print volume (5yrs) 268,626,840 202,618,680
Average fix time Up to 3 weeks 2.8 hours
Control /management info Very limited Market leading
*Based on pre-deployment due diligence audit carried out by Accenture and EKM4

27. From this …

28. …to this in a year
Print Paper Energy
volume consumption consumption
13% 21% 55%

29. Allaying security concerns about shared
devices through “pull printing” solutions

30. Ecology IS Economy
Cost saving and carbon emissions reduction go hand-in-hand
30 KYOCERA Document Solutions UK Ltd. | 15/02/2013

31. Managed document solutions can
achieve all these goals, but there are
two critical considerations ….
Less
cost

32. User engagement is key to ensure that behaviour changes

33. Procurement processes need to adapt and innovate
 Responsibility for buying printers,
mfps, paper, consumables often lies
with different individuals
 Invitations to tender are usually
written in a device-centric fashion
making it impossible for vendors to
propose more innovative solutions
 Departments make decisions in silos
 User engagement is not embedded
into the contract
33

34. Thank you for listening!
trc@duk.kyocera.com
http://twitter.com/TraceyRC
http://uk.linkedin.com/in/traceyrawlingchurch/