A rules based document management solution for leading dementia research charity
“First Copy has enabled us to set ‘user rules’, which means we are able to work efficiently and cost effectively, but most importantly we are able to work securely with the sensitive data we handle”
UK’s leading dementia research charity Alzheimer’s Research UK (ARUK) has experienced rapid growth since it was founded in 1992. This growth has seen staff numbers significantly increase requiring a move to larger offices on Granta Park in Cambridgeshire. With a need for significant print runs and the ability to handle sensitive information, ARUK required a secure, cost effective print and document management solution and asked First Copy to help.
The First Copy team brought its IT & Infrastructure Analyst to carry out a scoping exercise with ARUK, looking at not only print usage but how documents are produced, handled and stored within the organisation.
“We needed a solution that could accommodate producing quality and high volume printed documents, as well as handle sensitive data. We also required a secure scanning and document ‘lock-down’ facility and a system that prevented sensitive information being printed out and left unattended in public areas” says Michelle Robbins, Facilities Manager at ARUK.
The First Copy solution included the installation of 2 Xerox ‘Solid Ink’ technology A3 Colour MFDs with Finishers for producing cost effective, long run, colour documents for both fundraising and general office use; a high quality Xerox digital MFD for high end documents for events and software to allow for ‘office-wide’ rules based printing and secure document scanning and ‘lock-down’ storage and retrieval.
Installation included staff access codes and was followed by full training on all devices and software to all ARUK staff by a First Copy Analyst.
“By allowing us to set ‘user rules’, we are able to work efficiently and cost effectively, but most importantly we are able to work securely with the sensitive data we handle” says Hayley Smith, Information Systems Manager at ARUK.
Rules include the printing of internal documents which are produced only in black and white, on A4 plain paper (double sided), avoiding expensive print errors and reducing waste. User rules also allow ARUK to manage which printers should be used, by which member of staff and defaults set, maximising productivity and avoiding under or over-utilisation of the organisation’s devices.
“Access codes are needed by all members of staff to access any print they have sent to a device which will only be produced once their code has been entered” adds Hayley. “This avoids documents being left in public areas or printed in error. There is also a 72 hour ‘pick up’ rule which means that staff have 72 hours to collect their print otherwise the job will be deleted”.
“With a Xerox solution from First Copy, we have an efficient system fit for the charity’s document requirements. Whether we are producing high volume print runs for fundraising or low volume, high quality non-standard printed material for important events or scanning and storing highly sensitive information, we have the hardware and software to suit the organisation’s diverse needs” adds Hayley.
For further information on how First Copy could help your business call 01223 811311.