Monthly Archives - April 2015

From the Source – Success Story for HomePOINT Advanced and Language Exchange for Insurance

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Kyocera Total Document Solutions addresses Insurance Companies’ Needs

THE SITUATION

The most effective document management systems streamline an organization’s way of doing business. Take the insurance company with eight locations and more than sixty employees, some of which are bilingual. Each office had its own document processes and fleet of mismatched devices. This made for a difficult situation. Employees that traveled to a remote office could not retrieve documents from headquarters. Plus, to store a document on the firm’s IBM Blade server, employees had to scan a document to their email, and then file it on the server from their desktop PCs. It took, on average, seven days to process a document. Finally, bilingual employees who were more comfortable with a language other than English would occasionally change the system language of their current MFPs. This would result in English-only employees being unable to change the device language back to English, and therefore, unable to use the device.

THE CHALLENGE & THE SOLUTION

The time had come to integrate the system, so the company’s administrators called their Kyocera dealer.

The dealer suggested installing TASKalfa multifunction products (MFPs) at each of the company’s offices—and arming each device with KYOCERA HomePOINT™ Advanced and Language Exchange. KYOCERA HomePOINT™ Advanced allows users to securely print from or scan to their Active Directory home folders directly—using any MFP in any office. Plus, for added convenience, it can be configured to grant user access with an HIDcard. In addition, Language Exchange allows users one button access to system languages directly from the home screen of the Kyocera MFP.

The administrators were impressed with the proposal. It met their main requirement: enable employees to easily retrieve or file documents on their server regardless of location or preferred language. It also allowed the company to leverage its existing IBM Blade server, saving money, time, and headaches. The dealer was given the green light.

THE RESULTS

The new system boosted productivity immediately. The average document processing time dropped from seven days to just twelve hours.

THE BENEFITS

The Kyocera Total Document Solution is a win-win. It has expedited the staff’s existing workflow. Plus, it has allowed the company to keep its existing server. In the end, the Kyocera Total Document Solution benefited everybody involved: the firm’s administrators, employees, and clients.

From the Source – Success Story for PaperCut and DMS Link for Education

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School Taps Kyocera for User-Friendly Document Workflow

THE SITUATION

Few organizations process as much paperwork as academic institutions. Consider a K-12 charter school in the Southeast United States. The teachers and administrators generate tests, student assessments, and official watermarked school documents.

The teachers depended on a fleet of 30 competitive MFPs, but its basic features for scanning—particularly the cumbersome scan-to-email function—proved frustrating. Also, since printed documents often sat unclaimed at an output device, they were routinely picked up by the wrong party and discarded. This wasted not only the school’s paper, but their time and money, as well. Just as problematic, the school’s IT employees had to track devices individually instead of managing the entire fleet from one centralized location.

THE CHALLENGE & THE SOLUTION

The school needed a user-friendly document workflow solution to print tests, assessments, and official documents. The administrators called their dealer, who reviewed the situation and suggested implementing 22 Kyocera devices, most of which would be color multifunctional products (MFPs).

To address the school’s immediate concerns, the dealer proposed adding PaperCut™, a third party software application that would grant staffers access to the Kyocera devices—and track each employee’s usage.

The dealer also recommended another application, DMS Link™, a Kyocera-developed business application that leverages connected Kyocera MFPs to seamlessly link to a folder structure or existing document management system. With this system, the school would be able to store all of its files in an existing central directory—and limit user access to particular folders, regardless of which device was being used. That meant every file would land in the correct folder, without the hassle of email. Plus, by connecting all devices and utilizing PaperCut™ for tracking, the IT department could monitor all employee usage at once.

To fully customize the system, the dealer suggested three additional applications: Kyocera’s Teaching Assistant for creating, grading and analyzing exams automatically at the MFP, KX Driver with the watermark feature enabled for outputting documents with customized watermarks, and Kyocera NetAdmin for proactive fleet monitoring.

THE RESULTS

The school went ahead with the proposal and was thrilled with the results. One IT staffer praised the new system, saying the school can now “reduce cost and carbon footprint by using Kyocera Teaching Assistant and eliminating Scantron and provide teachers with test analytics.” In addition, DMS Link with optional OmniPage OCR allowed them to improve productivity by scanning editable PDFs directly to the server directory.

THE BENEFITS

The benefits are many. Teachers no longer grab the wrong documents—so duplicate printing has been virtually eliminated. Scanned files land in the correct destinations automatically, removing the multistep scan-to-email feature. And the IT department can manage the entire fleet from a single comprehensive dashboard. Most important, the school is running smoothly with a system that saves time, saves money, and easily processes official documents.

From the Source – Success Story for AccessLock, RightFax Connector and DMS Link for Legal

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The Verdict is In! DA’s Office turns to Kyocera’s Total Document Solutions Approach

THE SITUATION

The most efficient infrastructures are those appropriately sized. Although counterintuitive, many organizations are better served by less comprehensive solutions, whose size and power can meet their needs and afford them room to grow—without exceeding their budget.

Consider the district attorney’s office that had been relying on a competitor’s MFPs equipped with its own proprietary technology. The system offered the administrators the features they wanted—walk-up authentication, full control over scanning, and seamless connection to RightFax—but the fleet was long past its prime and quite expensive to maintain.

THE CHALLENGE & THE SOLUTION

The office began to look for alternate solutions. Their needs were clear: they wanted the same capabilities to which they’d become accustomed, but in a more affordable package.

The customer’s Kyocera dealer proposed building a fleet of 47 Kyocera devices. They conducted several walk-throughs, checked meter-counts, and assessed the workflow needs of the office’s various departments. Then, after determining the overall document flow of the operation, they suggested a mix of black-and-white A3 devices and one color device.

To customize the system to the office’s needs, they equipped all of the devices with a number of Kyocera developed business applications: AccessLock™ for walk-up authentication; RightFax Connector for seamless faxing and outputting of documents; and DMS Link™ for sending scanned documents efficiently into their central database.

THE RESULTS

The office administrators tried the system and agreed that the new Kyocera fleet performed brilliantly, offering improved features and performance over their aging and expensive devices from another manufacturer.

THE BENEFITS

The office’s Total Document Solution had all the power, speed, and capabilities of the previous solution at a fraction of the price. The office saved an enormous amount of money in service fees and on their new document management system.

The Kyocera Total Document Solution was flexible and powerful enough to meet the critical business needs of the customer. It met the county’s diverse requirements, while also producing significant savings. Consequently, the office will be more productive now and into the future.