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December 10, 2018

Department of Revenue implements new managed print services program, anticipates cost savings and increased efficiency

JEFFERSON CITY

The Missouri Department of Revenue has nearly finished implementing a new managed print services program to coordinate all functions of its document management devices, including printing, copying, scanning and faxing. The program will reduce the number of devices the Department must maintain from 501 to 137.

“Prior to implementing our new managed print services program, 94 percent of the Department of Revenue’s devices were older than five years, with the average age being well over 9 years,” said Ken Zellers, the Department’s chief operating officer. “This meant the devices employees relied on every day were routinely down for maintenance and repairs. In addition to decreased productivity, these older machines also came with higher associated costs, and some of the obsolete cartridges couldn’t be recycled. The new managed print program addresses each of these issues.”

The Department reports that several program features will save staff valuable time. For example, each device will be networked to the vendor, who will be automatically notified whenever consumables, such as toner, need to be resupplied. This will eliminate the need for Department staff to manage inventory. With proactive device monitoring, the vendor will also receive automatic notifications whenever indicators show a malfunction is possible. Finally, the program provides the Department with a single point of contact, so staff know exactly who they need to call when questions or concerns arise. Each of these benefits will reduce the overall amount of device downtime.

The program will also help increase the security of sensitive information by requiring staff to swipe their employee identification badges at the device before their job will print. This will prevent documents from errantly being picked up by someone with no business need for them. The secure print feature will be activated soon.

“The best features of managed print include having modern equipment that is reliable, provides quality output and performs multiple functions,” said Lynn Bexten, director of the Administration Division.

Although the number of employees per device will increase from about two to eight, the new machines have been strategically placed throughout the Department to minimize impact. The program will also help the Department become more eco-friendly, reducing paper usage, energy consumption and print supplies. The Department’s total CO2 emissions is expected to decrease from 118,282 kg annually to 52,878 kg annually.

Department Director Joel Walters concluded: “Regardless of its scope, every improvement is a step in the right direction when it comes to transforming how we do business and serve our customers. On the surface, implementing a managed print services program may not seem that significant, but it’s all about reducing our operating costs, being more efficient and taking additional steps to secure sensitive information.

“Moving to managed print is actually a great example of how the Department of Revenue is working every day to be responsible stewards of taxpayer dollars, be more accountable to our customers, and provide exceptional customer service.”     

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