Dealer Case Study Success: Flo-Tech31 May, 2011 By: Editorial Staff
Dealer Case Study Success: Flo-Tech
CLIENT: A full-service, international law firm headquartered in Boston, MA that employs over 200 attorneys in the United States and Europe.
DEALER PROVIDER: Flo-Tech, CT
CHALLENGE: Growth is the central theme and challenge at the law firm. The company had launched a new office in Washington, DC, where two senior Capitol Hill lobbyists joined the roster. The Manhattan office had added fifty attorneys and moved to a larger space and plans to increase their presence in Boston were underway. Offices in Providence, Hartford, and London were also expanding with the addition of new partners and associates.
The firm’s Director of IT knew that they needed to upgrade their printing and imaging technologies to support their aggressive growth strategy. An aging printer and copier fleet along with an insufficient infrastructure technology plan meant escalating costs.
According to the Director, “Some of our existing printers were generating millions of pages of documents and starting to show their age—downtime was increasing and so were repair costs. Equipment downtime is significant in any business, but it is particularly significant in a large, busy law office, where each case generates an average of 15-20 documents a day.”
The firm’s printing and imaging environment evolved over time, resulting in an uneven deployment. In some areas single printers supported work groups of 6 to 12 users, and desk-top printers (dictated by the sensitive nature of legal documents) populated private offices. Workflow and cost inefficiencies abounded.
Any solution would have to provide a way to manage the associated expenses and charge back printing and copying costs to clients. The Director of IT stated, “Upgrading our printer and copier fleet was definitely part of our overall business plan. But we wanted to implement a technology strategy that combined enhanced functionality with costs management and not just add more hardware to our existing equipment.”
SOLUTION: Flo-Tech introduced a proactive managed print services approach to managing the firm’s printing and imaging needs. Flo-Tech analyzed the company’s document environment and recommended 34 multifunction printers (MFP) designed to print, copy, and scan to email. To satisfy the firm’s need for privacy, Flo-Tech redeployed existing equipment as single-user desktop devices.
“Flo-Tech conducted a thorough analysis that provided an accurate snapshot of our page usage. Printing, copying, and scanning with one device let us downsize our imaging fleet, freeing up valuable real estate for additional attorneys and assistants rather than equipment.” The Director of IT added, “What really sold me was the simplicity of their recommendation—a solution with a single point of contact for all hardware, service, supplies, and training.”
RESULTS: By partnering with Flo-Tech, the firm was able to outsource its entire document management operation, reducing the IT Department’s responsibility and the costs associated with managing the printing and imaging environment. “Flo-Tech’s program allows us to get a handle on all our document costs. I know exactly what our costs are and how many pages each device is generating. Budget planning is seamless!” he explained. “There are no surprises because the page estimates were very accurate.”
The Director of IT added, “Digital Sending Software (DSS) let’s us send scanned documents directly to e-mail addresses, fax machines, or shared folders, improving communication between our attorneys and their clients or co-council. This is an enormous benefit when filing documents in the required PDF format with the appellate court.” The firm continues to recognize the value of Flo-Tech’s outsourced print management services and their long-term partnership, and expanding the scope of this program to support its aggressive growth plans.