MILWAUKEE and ROCHESTER, N.Y., July 26, 2007 - Xerox Corporation and Milwaukee Area Technical College (MATC) today announced a complete overhaul of the college's document management systems, which could save the publicly-supported school approximately $3.5 million over the next five years.
"MATC is committed to being a world-class educational institution so we chose to partner with Xerox, a proven leader in the document management industry," said Kristin Phelps, director of procurement, MATC. "Through the use of Xerox equipment and the partnerships they have developed, MATC will be able to effectively consolidate assets, provide technology to meet the needs of our students, employees and the community, and implement a strong cost-savings initiative."
MATC started with a Xerox Office Productivity Assessment to examine copy, print and fax volumes across the college's four campuses. As a result of that study, Xerox identified opportunities for significant cost savings by consolidating equipment and administering a new management system.
Xerox will install 160 multifunction devices to replace 350 laser printers, 140 standalone copiers, 130 fax machines and move MATC to a more streamlined, digitized environment.
But the Xerox solution isn't just about the equipment; it's also about how the system operates. A Streem Fax Server will reduce fax costs by minimizing phone lines and converting incoming faxes directly into e-mail, eliminating the need for a paper document. Pharos Systems International swipe-card software will control and manage payments for student printing.
Xerox software will proactively monitor printers and multifunction devices to identify issues at the time they occur without intervention from users. The software also tracks the use of consumables like ink and toner, allowing Xerox to order supplies before they run out.
"This solution will greatly improve the office technology of MATC and increase the overall productivity of its faculty, students and staff,"
said Ryan Alexander, Xerox account general manager for MATC. "We developed a true partnership with MATC and approached their long-term technology goals using a consultative approach. This technology will represent a huge savings to the college while gaining a large degree of control over the expenses associated with document production."
Xerox is helping MATC evaluate its production printing environment as well. The college will replace its fleet with two Xerox DocuTech(r) 6135 Production Publishers. For color needs, MATC is installing a Xerox
DocuColor(r) 5000 Digital Press, complemented by a Xerox DocuColor 242 Digital Color Printer/Copier for short-run convenience printing. To enhance image quality, reduce processing time, and provide better storage for print-on-demand capabilities, the digitized pre-production work is controlled by Xerox FreeFlow(r) MakeReady software. The system will also enable variable data print capabilities, letting MATC personalize student communication and recruitment efforts.
MATC signed the contract with Xerox using the Midwest Higher Education Compact. Established in 1991 as an interstate compact organization, MHEC is charged with promoting interstate cooperation and resource sharing in higher education. Once a state becomes a member of MHEC, all not-for-profit institutions of higher education in both the public and private sector are eligible to participate in any MHEC agreement.
In establishing a printer contract with Xerox, MHEC underwent an RFP process to alleviate the need for organizations to conduct their own competitive bid process. Public education and government organizations are able to make purchases from MHEC contracts under joint powers provisions. An important benefit of group procurement initiatives under the authority of MHEC is avoiding costly duplication of independent bid processes.