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CASE STUDY: GOVERNMENT AGENCY

Project Overview

This government agency sought a comprehensive assessment of its printing costs, capacity, and fleet utilization. With no formal print policies or structured management approach, print operations were handled on a case-by-case basis. Our goal was to deliver a complete overview of the agency’s print environment and propose strategies for optimization.


Contract Length: 5-6 months
Employee Base: 480-500 employees
Fleet Size: Approximately 400-500 devices
Site Locations: Multiple locations


Fleet Composition:

  • Printers (EP)
  • Multifunction Devices (Copiers)


Main Suppliers: Canon, Xerox, Hewlett-Packard, Konica Minolta, Lexmark

Scope of Work

The assessment covered:

  • Actual print volume and costs per page, segmented by site
  • Fleet usage, service levels, and device security
  • Environmental impact, paper consumption, and duplex usage rates
  • Comprehensive floor mapping
  • Stakeholder interviews and an employee survey 


Using Netaphor SiteAudit software, we conducted a thorough analysis that enabled us to identify key improvement areas. Our recommendations included a range of strategic changes aimed at optimizing the agency’s print infrastructure.


Key Recommendations

  • Fleet Optimization and Downsizing: Reduced the number of devices by 35% and strategically placed newer, high-performing devices across locations.
  • Cost Reduction Initiatives: Implemented policies such as mandatory duplex printing and centralized cost control.
  • Device Allocation and Floor Mapping: Used data-driven floor mapping to align device placement with actual usage patterns, achieving a device-to-user ratio of 1:12.
  • Governance and SLAs: Established a governance model with defined KPIs and SLAs for print management oversight.
  • Enhanced Device Security: Updated BIOS and printer software across all devices to strengthen security and ensure compliance with security standards.
  • Environmental Initiatives: Prioritized the removal of legacy devices to reduce environmental impact.
  • User Training: Provided training on multifunction device features like scan-to-email, scan-to-print, and scan-to-fax to improve user efficiency.


Outcomes

  • Achieved a 35% reduction in fleet size without compromising availability or efficiency.
  • Retired outdated equipment, reducing overall operational costs and environmental impact.
  • Centralized supply and device management through a newly established governance model.
  • Implemented a logical, data-backed floor mapping strategy that prioritized operational needs.
  • High satisfaction from stakeholders, with positive feedback in post-project interviews, including over 400 responses.


This case demonstrates how strategic assessment, and targeted optimizations can streamline print operations, improve security, and enhance overall efficiency in large, complex organizations.

Case Study of The Print Consulting Group for a government agency
  • Home
  • About Us
  • Our Mission & Values
  • Our Commitment
  • Our Services
  • Why Should You Choose Us?
  • Our Success Stories
  • Our Partners
  • Vasion Official Reseller
  • News
  • Contact Us

The Print Consulting Group

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1 (800) 745-7219

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