Challenge
Mineola Union Free School District (UFSD) faced several significant challenges with their printing and copying infrastructure. The district was overwhelmed by the high volume of paper usage, with one million pieces being copied or printed each month, leading to rising costs. Their equipment was outdated and inefficient, lacking network connectivity and the ability to set usage quotas, which further exacerbated maintenance issues and the inefficient use of consumables like toner and cartridges. These problems not only increased operational costs but also negatively impacted teacher productivity. Teachers often faced long queues for printers and copiers, especially during peak times like tests, leading to frustration and lost productivity. Print jobs were frequently misplaced or not completed due to machine issues. Additionally, the district had to balance the competing needs of its six schools, making it challenging to allocate funds effectively for new technology investments. These challenges collectively strained the district's resources and affected overall efficiency.
Solution
Mineola UFSD implemented a comprehensive solution to address their printing and copying challenges by deploying a district-wide network of Lexmark printers and multifunction printers (MFPs). These devices, equipped with Lexmark Print Release, allowed teachers and administrators to print documents from any printer or MFP on the network, ensuring flexibility and redundancy. The system enabled users to print from their desks and release the job at any device by authenticating with their employee badge, maintaining confidentiality and reducing abandoned print jobs. The network-based solution provided better accountability and control over output volumes, and the Lexmark Copy Center solution allowed for the electronic submission of large or complex jobs, offering convenience for teachers. The new MFPs were more versatile and smaller than the legacy devices, capable of printing, copying, scanning, and faxing, with additional features available at the centralized copy center. This advanced functionality and the print release feature significantly saved time and reduced frustration for teachers. The Lexmark MFPs also tracked and managed jobs, preventing unauthorized use and applying quotas to monitor usage. Lexmark's verification process, integrated with existing staff and teacher IDs, made it easy to control costs and reduce unnecessary jobs. Overall, the Lexmark platform generated numerous benefits and cost savings, including reducing the number of service contracts from three vendors to one, lowering maintenance costs, and simplifying contract management, greatly improving efficiency and productivity across the district.
Results
Mineola UFSD's investment in Lexmark multifunction printers and solutions is projected to save the district an estimated $1.1 million over four years, with a 301% return on investment and a positive net return within 12 months. By standardizing their printing equipment, the district reduced the number of brands managed by 66%, significantly cutting maintenance and service costs. The new system ensures quick equipment repairs and replacements, reducing teacher frustration. The district is also saving $726,000 in printer and scanner avoidance costs and $348,000 in consumables, including toner and paper. Annual paper consumption has dropped by 46%, from 15 million to eight million pages, thanks to the new quota system. The consolidation of devices has led to energy savings, reduced storage space, and a lower carbon footprint, simplifying management and improving efficiency and productivity across the district.
