Printed pages are increasingly driven by
the Internet and email. Research from the Gartner Group (The
Hidden Gold Mine , Gartner Research Note, DF-13-2054 by J.
Lundy, 19 March 2001) , indicates that by this year (2003),
87 percent of all copiers and printers will be digital. By
2004, 70% of all information will be digital. The impacts
of the information explosion will have an enormous financial
impact on organizations of all sizes. (outdated info, we are
now in 2004)
Do you know your company’s print volume and document
cost? Chances are you don’t.
According to the Gartner Group, it could be as much as 15%
of your company’s annual revenue. Output equipment fleets
(copiers, printers, fax machines and scanners) are one of
the most overlooked and under-managed assets in many enterprises.
Purchasing a photocopier is something that is usually done
only every four or five years. Over that time, technology
advances mean that the range of machines you are familiar
with may have been superseded. As a consequence, it can be
a challenging time for the non-expert to select the "right"
copier for their organization.
Unfortunately, there is no simple formula to determine the
optimum time when a photocopier should be changed over for
a newer machine. However, as a rough guide, it is recommended
that a machine should be kept for approximately four years
and no longer than five years. This does not preclude machines
being kept in service for longer periods - in some respects
it can depend on the amount of service (copies) it has done,
its reliability, present operating cost and its suitability
to meet current needs.
There are a number of factors that ought to be reviewed when
you consider changing over your photocopier. The main ones
Review the total operationing cost of your photocopier. This
not only includes the day-to-day copy charge costs but also
the rental or capital component of keeping a copier in service.
The following issues need to be considered:
- What is the current operating cost of the machine?
- Would it be cheaper to keep the current one in service
or invest in a newer machine?
- Is there any incumbent charge associated with your present
machine? (ie. outstanding rental or commitment to the end
of term, payout figure if you terminate a contract early?).
- If the changeover of a copier resulted in a higher operational
cost would the additional features, generally inherent in
a newer model, be worth the extra expense?
- Would changing over to a digital machine, with the added
flexibility to connect this to a network, result in the
lowering of secondary overhead costs by improving productivity?
(ie. reduced labour costs or economies gained by the redirection
of prints to a copier).
Age and Reliability Issues
As machines get older they inherently get less reliable.
Therefore, even if the machine is presently working reliably,
it may be worth planning now for a future changeover. Questions
to be addressed are:
- What is the age of the current machine - if approaching
five years will the copy charge cost increase? (Traditional
analogue copiers are generally supported by guarantee for
up to five years after which the copy charge or servicing
cost is inflated. Consequently, it may be more economical
to change to a new machine at the end of the guarantee period.
Further, as copiers are electro-mechanical machines their
reliability can drop-off after the first 4 to 5 years.)
- Is it starting to become unreliable with increasing number
of paper jams, breakdowns and need for constant calls by
a service technician?
- How many copies has it done? Obviously, the greater the
copy volume, the more the parts are likely to have worn.
Convergix can help you assess the actual situation, evaluate
your needs, identify your requirements, sort out what is available
on the market, go for tenders, and choose the optimal solution
at the best value for the money. Thus:
We will help your organization bring internal teams together
- develop a short and long-term strategy to dramatically
- document printing costs
- rightsize your equipment fleet
- analyze your true costs via a “cost-per-page”
- improve work flow and efficiency
- manage your assets to your best productivity and cost
We are on-hand today to evaluate your current print environment
by organization or workgroup:
- determine what printers are in place today
- locate your printers
- determine printer volume for each printer
- calculate total cost of ownership including the cost of
the asset, the service contract, supplies, labor costs,
and other soft costs
- evaluate your print application requirements and end user
- evaluate current work flow patterns.
From this assessment, we will chart a strategy with you to
improve your print infrastructure:
- consolidate your output fleet to eliminate redundancy
and reduce equipment real estate
- rightsize your current output fleet including trade-up,
trade-down, salvage and redeployment
- integrate new technologies such as multifunction printers
- improve workflow efficiency
- calculate actual costs and deliver a “cost-per-page”
- develop a cost-effective procurement strategy
- manage devices against product lifecycle model
- provide print device management through a standard Web
- provide end user and print network management training