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SUSTAINABILITY: Making the Best Use of Resources 

The Million Dollar Solution (3/3) 
Published on Connect Magazine, Fall 2011

Although the bill will be consolidated, Financial Services will be able to bill back to departments the cost of running their machines. According to the team this is important so that people know how much they are in printing. “Our goal here is to print less for less,” says Ron. “There’s also a significant environmental piece to this project as well,” says Chris. “We’re discouraging print as much as we can - defaulting a lot of these machines to duplex, for example, so you print a lot less paper. They’re high end machines, so they use less electricity, and they will power down when they are not in use.”
RICOH Printer
The new solution also encourages users to scan documents rather than copy or fax them, which is an added benefit for client confidentiality. Additionally, there is absolutely no cost for scanning whatsoever. Because the machines are connected to a server on the network, there’s also a lot less worry for departments in managing their machines. “Periodically the server will send a pulse automatically to the machines, checking the page counts and the toner levels, and sending a note to ship out toner to the site as required,” says Ron Haines, whose IT Team have been responsible for the installs. “It’s proactive rather than reactive.”
Ron says that when the organization first started to implement Managed Print Services, there were concerns expressed about what people were perceiving as a loss to their office or work unit. “There’s no doubt that people didn’t want to let go of their desktop devices and have to share,” he says. “But for the most part people see the need to do a better and more efficient job with our resources, and they definitely appreciate the new functionality the RICOH machines provide.”

The next step is to put forms on the network, completely eliminating the need to store many of the forms units and departments now need to keep on hand. This is seen as a real benefit to clinical staff. According to Janet Templeton, Director of the Medicine Program, “When the new forms management process is developed it will decrease the need to have bulk printed forms stored in the clinical areas. The most current form will be available for immediate access via the intranet and printed on demand at the unit level.”

Beyond this step, the team is looking to integrate the system with data from other networks so, for example, patient forms can be printed with data already filled in from the electronic health record.
Director of Budgeting Sharon Lehr is always looking for cost savings solutions, but she is really pleased too that this project optimizes the number of devices and technology in administrative areas. “Improving the technology available in clinical areas and saving money makes this a win-win solution,” Sharon says. “This is the kind of thinking that we need to bring to all of the services we provide. Are there more efficient and effective alternatives available to our organization that will allow us to be the best that we can be?”
Perhaps there’s an Olympic-sized gold medal in the future for this RICOH - Eastern Health project? Citius, Altius, Fortius…Faster, Higher, Stronger! ■
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Updated Feb 2, 2012