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Document Management to Save Technical College $3.5MM

The largest of Wisconsin's technical schools, Milwaukee Area Technical College (MATC) will overhaul its document management systems using technology and services from Xerox (Stamford, CT) in a move that could save it roughly $3.5 million over the next five years.

The school initiated the process with a Xerox Office Productivity Assessment that analyzed copying, printing and faxing resources at MATC's four campuses to determine how best to consolidate equipment and provision and administer a new document management system.

As a result, MATC will replace 350 laster printers, 140 copiers and 130 fax machines with 160 multifunction devices operating in a digitized environment. The school will cut fax line costs via a Streem Fax Server that will convert incoming faxes into email, reducing the number of inbound fax lines needed, as well as paper and toner costs. Software will monitor printers and multifunction devices to spot technical issues and track ink and toner usage and order replacement supplies before they run out.

Xerox is helping MATC evaluate its production printing environment as well.

MATC will replace its production printing equipment with two of Xerox's DocuTech 6135 Production Publishers, and for color printing needs, the school will instal a DocuColor 5000 Digital Press, as well as a DocuColor 242 Digital Color Printer/Copier for smaller print jobs. Using Xerox's FreeFlow MakeReady software, the school will have better control over pre-printing work such as enhancing image quality, providing improved print-on-demand storage, and variable data printing jobs such as generating personalized marketing pieces to prospective students.

Also, to control and manage payments for student printing, the school will implement a Pharos Systems International (Fairport, NY) swipe-card system.

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About the Author

David Kopf is a freelance technology writer and marketing consultant, and can be reached at [email protected].

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