DOTS secured the business of the one of the largest claims and risk control businesses in the UK. The client has nine offices across the U.K. with over 300 claims handling staff.

Current Scenario

Like most businesses both large and small, there was no co-ordinated strategy for producing prints and copies.

The copiers were from different suppliers in all branches. Each branch had a different machine and an expensive cost per copy for service.

All sites used small HP printers for their main printing, which is expensive. They also used colour laser printers which were slow, costly and labour intensive.

In their head office they had over 50 desktop printers to seventy staff.

The cost of running these local printer machines was astronomical but the biggest issue was that they were dealing with an administration nightmare with hundreds of invoices for copier service and print consumables every month.

They also received claims from a separate fax which often caused pages to get lost, which in the insurance business was a major issue.

On top of all of this the service on the machinery was poor and the copiers and printers were very unreliable.

Print Audit

DOTS began the process of a detailed cost site survey and print audit using the latest page counting software.

Visiting each branch, talking with the local staff and management the DOTS consultants began the painstaking task of finding a solution that met with all their needs.

After gathering page use, cost data and site layouts DOTS produced a detailed report to the Board outlining their findings and recommendations.

New Solution

DOTS removed all the expensive desktop printers and replaced them with fewer well placed, faster workgroup printers that could be serviced on a page pack scheme.

They then installed a central colour MFD in each site that could print, scan and fax.

The fax was set up to receive the incoming data and e-mail immediately to the manager's e-mail, ensuring no claims would ever be lost.

All kit was from the same manufacturer and was the same irrespective of branch.

DOTS ensured all old kit was removed at the same time as the new MFD were installed. The clients staff were also trained ensuring smooth transition.

The IT department had direct access to support form both the DOTS and manufacturer IT help desk.

Service via the DOTS helpdesk ensured all staff only had to make one phone call irrespective of kit type or location.

Summary

The DOTS solution transformed the equipment and service offering to all the branch locations.

As a bonus the client also made a significant saving.

One of the Directors commented "The new managed Fleet from DOTS has proven to be superb. Basically we brought our business and practices up to date at no cost to us".

"Support service UK wide is below a 4 hour call out time and with only one invoice for everything each quarter. We now have a reliable and cost effective system that we never had before."