The Royal Navy and Royal Marines Charity achieved a 40% cost saving with SharePoint and PaperCut

rnrmc

About the Charity:

The Royal Navy and Royal Marines Charity is the principal charity of the Royal Navy. They exist to support sailors, marines and their families, for life.

Beneficiaries lie at the heart of The RNRMC's purpose; it is their duty to remain focused on their needs. Since 2007, they have funded projects and facilities that boost morale for those who serve today. They also distribute millions of pounds annually to military charities which care for children, families and veterans of the Royal Navy and Royal Marines.

Business Challenge:

RNRMC has appointed a consultant to highlight areas for improvement, streamline processes and cut cost.

Document Management was identified as an issue. Documents were stored in carious folders, on various drives. It was not easy to search and security was causing an IT overhead.

Another area was print. Print costs were spiralling; toner ordering and maintenance were laborious. Across three buildings, there were many small personal printers. The company was keen to move to remote desktop working and be able to print to any device with a 'print on release' feature.

Solution:

SharePoint Intranet was implemented with all documents accessible from one location. A Google type search was set up which makes it easy to find any documents. It contains social media, a calendar with all company events and live news feed. There are links to all their key systems.

PaperCut print management system has been deployed with a mixed fleet of Ricoh MFPs. PaperCut helps to:

  • Understand how much was spent on print.
  • Analyse print behaviour.
  • Save paper and significantly reduce waste.

Rules have been set up for documents to default to black and white and double sided prints. Print job can be collected on any device therefore minimising queues and increasing confidentiality and security.

The next step would be to go further paperless and start migrating into the cloud.

Results:

Ian Stewart, Director at Copyrite, commented: "We have been helping RNRMC with their print and IT needs for a number of years. Our consultants have worked very closely with the team at RNRMC to identify all requirements to ensure the solutions that we recommend fit their needs.

Kristian Glover, Operations Coordinator at RNRMC, explained: "We estimate over the last five months we have achieved about 40% cost savings. We can analyse how much we spend and and have a better understanding who is printing and which documents.
If the print is for a particular project we can assign the cost to that job. The intranet is very popular and serves as a knowledge hub for all the staff.
We ran a tender process and looked at other suppliers. However Copyrite was the natural choice."

At A Glance

Challenges

  • High print costs and waste
  • Control of organisational printing
  • No single 'easy to search' repository for all documents

Solutions

  • Consolidation of MFPs
  • PaperCut print management software
  • Intranet hub for all knowledge software

download the case study below

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