Case Study Iona Presentation College - Fuji Xerox
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Case Study Iona Presentation College Education
“I feel confident that I’m working with a capable
team of people who are interested in partnering
with our school to help us be the best at what we
do. They are consistently bringing the capabilities of
Fuji Xerox Australia to the fore and they understand
the education space and what we need to do to stay
ahead of our game.”
Ian Anthony,
Business Manager at Iona Presentation College
Iona Presentation College partners with Fuji Xerox Australia
for long-term, strategic document management
Founded in 1907, Iona Presentation We’ve always been passionate about Faced also with a disparate and ageing
College is today one of the leading investing in the right technology printing fleet, Ian saw that while existing
Catholic Colleges in Western Australia. and we knew that Fuji Xerox Australia printers, photocopiers and scanners were
Based in the leafy suburbs of Perth, was the right partner to help us on performing their basic functions, “They
the College attracts students from our digital journey.” weren’t interconnected in any way”
across Western Australia and has a and teachers and staff were required
current population of 960, including The Business Challenge to perform multiple steps when it came
60 boarders. to scanning and archiving information.
For Business Manager Ian Anthony,
As a Fuji Xerox Australia digital the school’s long-term reliance on The Solution — Becoming
printing customer since 2009, it was paper-based processes and the storage
after an encounter with the bursar at a business workflow leader
systems required to maintain them had
an elite Perth boy’s school that Ian become unsustainable. He explains,
Anthony, Business Manager for Iona Integrating with the College’s existing
“Traditionally, we would put a pallet-
Presentation College became aware student administration system, the
load of archive boxes into storage each
of Fuji Xerox Australia’s capabilities document management solution,
year. This covered everything from
in document management. DocuShare from Fuji Xerox Australia,
student and family records to financial
and creditor records. The sheer volume has enabled Iona Presentation College
Soon after witnessing the solution of these paper documents coupled to easily digitise existing and historical
in action on the school’s Campus, with the difficulty we were facing files and reduce the reliance on physical
Ian approached Fuji Xerox Australia in searching and maintaining them documents. Ian explains, “Within only
to understand the value it could efficiently signalled to me that it a few months, we brought older records
provide to Iona Presentation College was time to go digital.” on par with current student enrolments.”
in optimising document workflow
and digitising student records. He continued, “With administration For students enrolled from 2009
staff in particular growing increasingly onwards, Iona Presentation College
He explains, “Our goal was to partner frustrated at having to manually sort has now digitised 100 percent of their
with a vendor who could help us through masses of documents, we files. Those student family records are
achieve our long term plans in realised there was a strong business also around 50 percent complete in
document management and minimise need for digitising student documents the digitisation process, with creditor
our reliance on paper-based processes. and records.” records also being transitioned.
“As with any new project, Benefit: Significant decrease Benefit: Integration with
a small amount of in physical document storage invoicing procedures
change management As a result of digitisation processes, The DocuShare solution also integrates
was required, together Iona Presentation College’s physical seamlessly with Iona Presentation College’s
with basic staff training documentation transported off invoice procedures, saving an estimated
on the new devices. campus has also decreased from one day a week in manual processes.
a pallet- load to between two and Now staff can scan invoices which are
However, once they immediately converted into electronic
three boxes annually.
were shown the ‘how’ files and processed quickly for suppliers.
and they understood Ian stated, “Where we can, we are
the ‘why’ they are more scanning documents and uploading Benefit: A connected,
content than ever with those directly to the system. The only digital printing solution
things we keep now are hard copy files
the solution. Staff are we are required to by law. There has As part of Fuji Xerox Australia’s
seeing the efficiencies been a huge reduction in the volumes recommendations for Iona Presentation
first-hand and how it’s of paper we store offsite and the College, the school was able to halve the
cost of this storage isn’t increasing number of stand-alone laser and inkjet
made their jobs much as quickly as it was.” printers and consolidate their 55-strong fleet
easier” down to 21 powerful, networked, multi-
function devices and production machines.
— Ian Anthony, Business Benefit: Instant retrieval
Manager at Iona of student information
Presentation College “After speaking with Fuji Xerox Australia,
what we ended up with was a much more
With their current system, the process networked and connected digital printing
“When you’re called on to retrieve of retrieving information on students solution where we had both production
information, particularly in relation is now instant. In Ian’s own words, machines and smaller multi-function
to students and their families, you “We now have the ability to pull all devices working together”, Ian explains.
want the process to be fast. I’m happy relevant documents together instantly,
to say that today, matters are dealt and we also have the peace of mind With these new devices, staff can print
with more efficiently than ever and that we haven’t missed anything through to the cloud and scan directly to
that’s a direct benefit to our student, and that the information there is email, saving teachers from cumbersome
staff and parent population.” accurate and up to date.” communications processes.
“As the manual sorting Benefit: Email Integration who could continue to help us evolve and
who would work with us in improving the
of documents always fell Integrating with email communications, way the school operates. The next step
on administration staff, the College’s document management is looking to adopt Intelledox which will
they have been the most solution instantly captures all email help us with information gathering that
exchange that takes place between has traditionally gone through paper
obvious beneficiaries parents and students on their registered forms. That way, we can fully embrace
of this solution. Other contact email. Maintaining a high degree the online experience.”
beneficiaries have been of security and compliance, the school
is able to store critical data instantly
College leadership, and draw on it when required. “Our decision to go
particularly the with Fuji Xerox Australia
deputies and others” “Any email between a teacher and
was really driven by
a parent is intercepted on the system
— Ian Anthony, Business by the DocuShare solution. That way, efficiency and the need
Manager at Iona
Presentation College
the school has an accurate record of to effectively manage
discussions between parents and
teachers and a complete picture of what
large amounts of paper
Elaborating on the benefits to staff, is going on in the life of the student.” and documents. Now,
Ian outlined, “With Follow-Me printing, instead of having vast
staff can now print anywhere and retrieve From here to electronic rooms of filing cabinets
work from any device across the Campus. forms with Intelledox
From an administration perspective
and shipping archive
though, the ability to scan and store As Ian explained, conversations are now boxes to storage, we’re
documents electronically has been under way with Iona Presentation College able to easier locate
the most significant advantage for us. to digitise and deploy Intelledox e-forms
Document retrieval and search is now
and use our information
for processes such as leave applications
optimised and we’ve moved from a and HR on-boarding. “We’re always more effectively”
heavy print focus, to digital document looking to move forward. That was — Ian Anthony, Business
management.” Furthermore, with Fuji Xerox important to us in selecting DocuShare Manager at Iona
Australia’s remote service and support from the outset and working with Fuji Presentation College
offering, the hassle is taken away from IT Xerox Australia. It wasn’t just a solution
and administration staff onsite to maintain for an immediate need, we wanted to
the devices and their consumables. ensure we were partnering with someone
While reasonable endeavours have been used to ensure the information is correct at the time of printing, Fuji Xerox Australia Pty Ltd is not liable for any inaccuracies in the information,
in particular that savings targets and benefits achieved by one customer will necessarily be applicable to another. Fuji Xerox Australia would need to perform due diligence of the specific
customer circumstances in order to determine the particular savings and benefits that may be achievable in that instance.
02591051
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