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Hospice streamlines print, reduces costs and implements security

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Hospice in the Weald provides palliative care and support of people with terminal illness in West Kent and the northern part of East Sussex.

It was established in 1980 and now has a purpose-built facility on the outskirts of Tunbridge Wells with 17 in-patient beds. The hospice now has almost 200 staff and is blessed with over 1000 volunteers. In order to help fund the organisation Hospice in the Weald run over 20 shops and 3 furniture stores.

The Need for Change

The hospice originally had a contract for the support of a few leased printer/copiers. These were continually failing as they reached the end of the contract. The remaining smaller devices were all of different makes and sizes and all required different consumables. Les Naylor, Head of ICT at Hospice in the Weald stated “We really needed to streamline our printers, ensure we had more ‘up time’ and a handle on costs”.

The Selection Process – The right tools for the job

Five quotations were obtained from local and national printer suppliers. Newman won the business not only on competitiveness but also on the ability to install ‘follow me’ printing based on the current security proximity cards, and software which enabled scanned documents to be filed securely in patient and supplier specific folders.

Training and Installation

The installation took less than 2 weeks. The old printers were removed and training sessions on the new multifunctional devices; scanning, copying, faxing, printing and scan-to-email capabilities were held by Newman in each department. This was particularly useful in the areas where folded, stapled brochures and handouts are produced.

Working a Better Way - 2 Years On

Les tells Newman “The contract with Newman has been advantageous in many areas. The response to issues has been excellent, often within a couple of hours. The machines are serviced regularly. The rationalisation of the printer fleet to 5 different types of device has meant that we have a simple central store of spare consumables. The simpler charge per copy across the whole fleet means that the Finance department can easily cross-charge the volumes to the correct cost centres. The move to a managed service with Newman has given us total control and cost visibility and has enabled us to make significant cost savings”.

Exemplary Support

“Without doubt, I would not hesitate to recommend Newman Business Solutions to others. The company is local and friendly, and we have built personal relationships with the engineers and the management, who all care that our fleet is well looked after”.

Les Naylor, Head of ICT at Hospice in the Weald.

Challenges

  • Outdated equipment and frequent downtime
  • Multiple small devices with unknown print costs

Success factors

  • Streamlined processes
  • Consolidated printer fleet
  • Visible cost centres and pricing
  • Proactive MFP servicing and support

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