PaperCut Case Study

The Solution

RE/MAX Results knew there was room for improvement in their print environment. They needed to find a better way to print without taking on additional costs.

After reviewing several solutions to achieve their goals, PaperCut print management software was identified as the best tool to automate print reports and communication. They knew it would take some time and effort, but by implementing the right firmware and software, PaperCut could make their print environment more efficient.

PaperCut can be customized to an organization’s needs to track print/copy usage, authenticate users, print to any device on your network and secure print release. These attributes help:

Control and Reduce Costs: Organizations can track and assess printing, copying, faxing and scanning usage with the built-in reporting system, allowing internal costs to be charged back and current usage audited without the time required by manual tracking. 

Improve Productivity: Print jobs can be submitted from a computer or mobile device, and held securely for release and printing after authentification. Providing mobile printing facilities and allowing users to print where they need it can greatly enhance employee productivity. 

Increase Document Security: All print jobs are stored in a user’s personal secure print queue until they are released at the printer. By ensuring secure access to devices, confidential documents are kept out of the wrong hands. 

Save the Environment: Print device management  provides the analysis to help implement an environmental printing strategy, saving valuable trees and improving your environmental footprint. 

Implementation 

RE/MAX Results had 1,000 users and approximately 40 copiers in 27 locations at the time of implementation, which occurred office by office. Once their licenses were in place, they worked with Loffler to systematically install across Minnesota and western Wisconsin. At Loffler’s suggestion, the install was ordered region by region. “It took about a month or so to get everybody coordinated,” Marvin said. “It was very, very quick.”

When RE/MAX Results needs more copiers and PaperCut licenses, Marvin calls Loffler to set up install and delivery. He then coordinates his IT team with Loffler’s team, so they’re at an install at the same time. In under two hours, they can have the new equipment networked and running.

Since implementation, RE/MAX Results has added 20 copiers to their fleet and now have 1,300 total PaperCut users. They have also added offices for a current total of 38 locations.

The Results

Less Time Spent on Billing
“The billing [is] night and day,” Marvin said. “We now get just an Excel spreadsheet that kicks out. The office managers no longer have to go to the machines and collect counts. It basically gets sorted and put into our billing sheet.” Any questions from agents can be answered with a report from PaperCut, which saves the billing department time each month and makes the billing process more transparent.

Accurate Print Reporting
PaperCut made it possible for agents to itemize their office’s monthly prints by user so that subagents can be billed for the copies they make.

Excess Costs Avoided; Integrates with Existing Equipment
Cost effectiveness was one of the reasons PaperCut was selected, because they already had dozens of Xerox copiers. They chose PaperCut because it was compatible with what they already had. They considered getting a dedicated print server, but the capital cost for that would have been too high between equipment purchases, licensing charges, renewals and upgrade cycles over time. PaperCut proved to be the more affordable option.

Increased Mobility: Agents Print to Any Location
To do their jobs well, real estate agents need to be mobile. An agent on the road can print to the nearest office without having to drive across town to their home office, a convenience that saves mileage and time. “If they need to do something quick, they can just go to a local office and print,” Marvin said. “The vision was to give all of our agents the ability to print in any of our offices.”

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