How on demand document solutions can be utilised in education

How Canon’s streamlined solutions are transforming the sector


On demand document solutions for education

Solving challenges in education

A traditional sector that’s typically burdened by paperwork, education faces a number of challenges - these relate to:

  • High quality student attraction 
  • Funding 
  • Competitive program offerings 
  • Document production (student forms/records, human resources staff files, compliance documentation), quality, and accuracy 
  • Storage/management 
  • Information privacy and security, and 
  • Time and cost.

On demand document production opens the door to a multitude of solutions for education – solutions that extend beyond the obvious benefits derived from quality, cost and a reduction in administration and waste. It can also prevent significant privacy or security breaches, preventing business-critical losses that can result from misplaced/misfiled or lost information. And in education, it can alleviate the burden of paperwork while still enabling compliance. The result? Increased employee productivity.

Regarding lost worker time, IDC has suggested that information workers waste more than 20 percent of an organisation’s total productivity on document production processes alone (IDC, 2012, Bridging the Information Worker Productivity Gap: New Challenges and Opportunities for IT). On demand document production can significantly curtail this loss.

On demand document solutions for education

Improving education environments and managing reputations

The University of Glasgow provides one such example. It lacked control over print strategy, management and cost. The system also provided a poor user experience via an inherited print infrastructure. The University chose to streamline its systems and processes by implementing a Managed Print Service with on demand document production across the organisation.

Change work focused on behaviours and targets that included reducing the 30,000-strong user group’s carbon footprint. Results included an uptake in the selection of double-sided printing and the reduced use of colour. CO2 reduced by around a third. Electricity use fell by almost 60 percent. User experiences and levels of satisfaction improved. And cost savings to the tune of GBP 5.5M will be realised over the five-year project.

Similarly, Kepler University experienced inefficiencies and challenges such as bottlenecks during peak periods, inefficient manual payment systems, and a printing set up managed by three departments. Via the implementation of a centralised self-service Managed Print Service that can now be accessed by over 19,500 students on or off campus, resources were transformed and costs significantly reduced.

On demand document solutions for education

Meeting document demand through smart solutions

There is no doubt that due to the rigorous nature of education, the sector will continue to generate large volumes of internal and external communications documentation. This is compounded by the physical challenge of some universities existing across multiple sites, adding another layer of potential risk to printed matter.

To manage this educational environment appropriately and achieve institutional goals, suitably smart technology needs to be put in place. This is why Canon has developed a range of technologies to make it simple for educators.

Solutions, such as an on demand document production, are known to ease the burden on IT staff while also assisting to:

  • Identify security vulnerabilities 
  • Reduce their carbon footprint via reduced waste, energy and paper consumption, and 
  • Deliver cost savings.

For education, the benefits are clear. From increased student attraction, better quality and time savings through to streamlining print expenditure and securing information, Canon’s on demand print solutions are specifically designed to address the common gaps in day-to-day operations.

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