Integrated Print Management Drives $750,000 Savings,
Simplifies Procurement Nationwide

Recently, a major US consumer services company engaged Standard Register to conduct a comprehensive review of documents and processes throughout its organization. Printing costs were out of line and processes were plagued with problems.

Decentralized Management
Like so many companies that have grown through acquisition, this corporation’s business units were operating autonomously with their own set of policies and procedures.  Though the company had a purchasing department in the Midwest, no national contracts were in place with any vendor for printing products or services. Many divisions sourced their own printing, following a manual, bid-and-buy process.  Oftentimes, employees and field agents were confused about where to go for printed materials.

The time it took to complete printing projects also had become a problem.  With so many touch points, requests took lengthy processing time and there was no way to track print requests to determine status. The procurement process simply did not align with the daily operating needs of the company’s business units.

In Pursuit of Control
With documents so critical to their operation, company executives determined they needed to develop strategy to stem production costs and exert greater control over document management throughout their organization. Their goal was to identify a national, integrated print management partner that could work with them to consolidate print vendors, better leverage their print spending, eliminate in-house managed warehouses, and implement an e-procurement system for managing print across the organization.  The company chose Standard Register as its partner.

Streamlined Procurement
During the first full year of the program, the corporation’s procurement department leveraged its buying power and introduced SMARTworks® technology to streamline document procurement and management processes and reduce print-related costs.  With Standard Register’s help, the procurement department consolidated its print suppliers from 65 to 15, helping the company to centralize purchasing power. 

At the same time, documents were standardized, bringing them into compliance with the corporation’s graphic standards and helping to establish greater brand integrity. An estimated 3,654 documents, were reviewed, designed, converted and added to a centralized, online catalog.  With implementation of the SMARTworks® system, employees and independent agents across the country were provided around-the-clock access to this online repository of all available documents in the corporate print program, both operational and marketing materials.  The online catalog also includes 2,562 image files to assist company associates in selecting the correct items.

Through this e-fulfillment system, end users in the company’s five primary locations and agent offices throughout the United States are able to design, procure and distribute both printed and electronic documents from their desktops. Currently, 5,409 end users and 127 product administrators all are able to print 1,233 documents on demand. 

Integrated Print Management
SMARTworks technology also fully integrates all of their corporate printing—desktop printing, in-house printing and duplication, as well as externally- sourced printing that’s produced remotely. Users can work with multiple vendors, while simultaneously managing production, inventories, and distribution from their desktops.  

This diversified corporation is utilizing the full set of SMARTworks online information and management tools to significantly improve their ability to manage total print spending and to reduce costs. The transition to on-demand printing technology has reduced inventory obsolescence by 85 percent and has allowed for easier compliance with regulatory requirements.

The final goal of the organization’s management was to eliminate its unprofitable in-house warehouses.  Once all documents were cataloged in a single system where inventories could be managed, and documents could be requisitioned and tracked, all forms and marketing communication pieces were moved into Standard Register’s networked warehouses.  Now most materials are printed as they are needed and inventory can be kept at a more efficient level, thereby driving down the total cost per line item and reducing overall print spending.

Costs, Timing, Branding Aligned
As a result of implementing this strategic document management program, the company realized a savings of $737,698 in the first year of implementation. Now all document ordering, printing and reporting is managed through a single integrated system. Procurement cycle times have been reduced. Employees and agents get the printed materials they need, when and where they need them.  Moreover, the company has improved brand integrity by with greater consistency of their marketing materials.