Customer Success Profile with Konica Minolta3 Sep, 2013
Summit Educational Resources privatized their printing and reduced organizational waste with Konica Minolta bizhub® multifunctional products (MFPs).
CLIENT: Summit Educational Resources
CUSTOMER GOAL: Comply with HIPAA and FERPA regulations by making document management practices more privatized, and lower costs with a consolidated solution.
PRODUCTS AND SOLUTIONS:
• One bizhub 751 Monochrome MFP
• Five bizhub 552 Monochrome MFPs
• Three bizhub 423 Monochrome MFPs
• One bizhub 363 Monochrome MFP
• One bizhub 223 Monochrome MFP
• Three bizhub C652DS Color MFPs
• Three bizhub C360 Color MFPs
• Pagescope Enterprise Suite
BACKGROUND: A private organization serving children and young adults with developmental disabilities, Summit Educational Resources (Summit) provides education and therapeutic services via a school setting and vocational center located in upstate New York. In 2011, Summit relied on numerous unsecure desktop printers and MFPs with limited capabilities scattered throughout the educational facilities
and corporate offices. Given the need to include health-related details as part of most student records,
Summit sought to modify current document management processes to be in accordance with both Health Insurance Portability and Accountability Act (HIPA) and Family Educational Rights and Privacy Act (FERPA) regulations. The organization sought to assess document management and information sharing at all levels with this goal in mind. It also hoped to reduce costs and waste with the new solution.
SOLUTION: Working with the local Konica Minolta dealer, Copier Fax Business Technologies in Buffalo, NY, Summit decided to eliminate use of desktop printers altogether and install centralized MFPs to handle all of the organization’s document management needs, and improve the security of information sharing.
Summit purchased a combination of 17 Konica Minolta bizhub MFPs with the necessary authentication capabilities to better protect confidential student information. As a result, student-specific documents, including medical records and individual education plans (IEPs), are no longer printed and left sitting on a device for anyone to access. The new authentication processes on the Konica Minolta bizhub MFPs, enabled by badge readers and the PageScope Enterprise Suite, ensure that only approved people can release and access these confidential documents. Konica Minolta’s bizhub SECURE features also enable standard hard drive overwrite for an additional layer of security on all the MFPs.
In addition to now being in compliance with HIPAA and FERPA regulations, the new Konica Minolta MFPs also helped reduce excess waste. By tracking print jobs and demanding more responsible printing practices from users – including document release directly at the device – Summit estimates that it has saved nearly $4,000 in excess waste costs.
With cost per page (CPP) also being an integral part of selecting a new solution, the Konica Minolta bizhub MFPs have helped reduce Summit’s annual document management spending by $12,000. Summit has plans to further take advantage of the bizhub MFPs’ capabilities, including adopting more electronic document management practices.
Up and running on the new MFPs in a matter of weeks after installation, Summit credits Konica Minolta with a seamless integration that involved many hours of training and security updating. Konica Minolta ensured these training and security updates were available to Summit users throughout the adoption process to anticipate and prevent any potential issues.
BUSINESS IMPACT: Addressing the complex needs of a specialized education institution, Summit
needed a solution that would streamline their overall document management processes and allow them to be in compliance with federal regulations governing confidential student/patient information. The Konica Minolta bizhub MFPs have achieved this goal, while also reducing spending and decreasing waste across the entire organization. Summit continues to look for new ways to capitalize on the many capabilities of the bizhub MFPs.
• Consolidated numerous unsecure desktop printers into 17 secure bizhub MFPs
• Established compliance with HIPAA and FERPA regulations with new bizhub MFPs
• Reduced annual print spending by $12,000
• Established more responsible printing practices with the help of PageScope Enterprise Suite
• Reduced waste costs by nearly $4,000 annually
Konica Minolta Business Solutions U.S.A., Inc. is a leader in advanced document management technologies and IT Services. The company focuses on complete business solutions including production print systems, digital presses, multifunctional products (MFPs), managed print services, vertical application solutions and related services and supplies. Detailed information at http://www.KMBS.KonicaMinolta.US