MANAGED DOCUMENT SERVICES

Managed Document Services from Ricoh enables your employees to get access to the right information at the right time in the right form, no matter where they are.

case study

Read our latest case study for Glencore where they slashed time to produce IRP5s using Ricoh products.

The volumes of digital information we can access continues to grow. By 2020, this digital information will have grown by a factor of 30¹.  Ricoh’s Managed Document Services ensures your employees get access to the right information at the right time in the right form. We do this by looking at how information travels through your business:

  1. Input
  2. Throughput
  3. Output

Research shows that total spend on document governance in Europe exceeds an estimated R201 billion per year², but by working in partnership with Ricoh to help manage your input, throughput and output, you can reduce your costs.

By following a five-step process that takes us from initial understanding to full-blown partnership, the result is a smarter, more efficient information workflow.

¹ The Digital Universe Decade – Are You Ready? May 2010. An IDC iView sponsored by EMC.
² The Ricoh Document Governance Index, conducted by Coleman Parkes Research (October 2009)

Step 1 20%
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Step 240%
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Step 3 60%
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Step 4 80%
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Step 5 100%
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our 5 step approach

We follow a clearly defined methodology that delivers sustainable business improvement across organisations. This five step model is executed using proven project management and service management methodologies, resulting in long-term sustainable partnerships between Ricoh and its customers.

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1. Understand

We want to understand what your business is going to achieve. We’ll look at your input, throughput and output patterns and your key business document processes, giving you insights which you may not have thought possible.

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2. Improve

We will provide a series of actionable solutions, addressing input, throughput and output as well as processes, sustainability and working practices

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3. Transform

Full document and information lifecycles are addressed to make sure the right people in your business have the right information at the right time. And core business processes that cross departments, offices and even countries can be re-written to improve your competitive advantage. Naturally, we ensure security is kept at the forefront of any document process.

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4. Govern

Ongoing governance is essential to ensure the objectives we set are being achieved. We implement valuable management tools to give you a clear view at all times and the information you need to make decisions. Then, we look at service and support mechanisms to ensure maximum productivity and user satisfaction.

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5. Optimise

As you know, nothing is ever static in business. So we help you build flexibility and scalability into your company so you can grow with your documents rather than being burdened by them. And all of this is supported by Project, Service and Change Management, as well as business partnerships.

information
capital

The ability to effectively manage valuable knowledge and convert it into ‘information capital’, is your business’ most vital asset and it’s worth its weight in gold. Managing the collective knowledge and experience of employees is what Information Capital is all about. But how do you harness employee knowledge, their ideas, and how they generate and share information with each other and the wider business?

With Information Capital as a driver of economic growth, it’s becoming a core business focus for businesses seeking to remain competitive into the future. Research illustrates the alarming costs of not doing so:

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hours lost searching for information
115000
rands wasted annually on lost productivity
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amount digital info will grow by 2020

Ricoh has created five guidelines for CIOs to help manage information flow across all business divisions into the future.  To learn more, please read Five Guidelines. One Direction for All CIOs.

¹The Digital Universe Decade – Are You Ready?, May 2010, An IDC iView sponsored by EMC

people, technology, process
Improving the management of business documents, the information within them and their value across an organisation requires close examination not just of the technology used to access and distribute information, but of the processes that underpin how it is managed and the way employees create and use the information. Our approach is to look at the people, processes and technology within an organisation – and optimise each element.
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People

Often, the number one obstacle to making improvements or changes to your document processes is employee resistance to new software, hardware, or different ways of doing things. Ricoh’s goal is to better understand the way your employees work so we can support them in being more efficient in their document management.

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Processes

We go beyond pure output to look at the whole document process from input, throughput to output – how does information arrive into the business, how does it flow around the business and how do employees get access to it when they need it? Through reengineering the document process workflow and improving input and capture, distribution and workflow, we ensure your employees get access to the right information at the right time.

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Technology

We look at all technologies in your organisation in relation to information management; hardware, software and systems. We consider industry best practice and using Ricoh’s expertise, we implement the technology that meets the needs of your business.

MPS and beyond

We go beyond the traditional approach to Managed Print Services. We will help you manage your business output and in addition, through our Managed Document Services, we will help you to control costs, increase sales revenue and streamline business processes.

In today’s business climate, reducing and controlling costs is more important than ever. When a business is preparing its strategies to increase revenues or improve business processes, it may not integrate its document management costs. Companies that embrace a Managed Print Services (MPS) approach and implement a comprehensive output management strategy can realise substantial benefits such as:

  • Decreased document-related expenses
  • Controlled expenditures
  • Increased employee productivity
  • Eliminated or significantly reduced waste
  • Continuous improvement with document lifecycles
  • Greener corporate citizen status
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But Ricoh’s Managed Document Services reaches far beyond the realm of print. Our focus on end-users and incorporating change management to engage employees means we can make long-term improvements to your document processing and business efficiency. Through on-site and off-site services, our consultants and project managers learn about your needs. And when we evaluate your unique needs, we always consider the most critical component of continuing success – your employees.

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As a consequence, we help manage your entire document environment, and you benefit from just one point of contact. Our size and position enables business expansion by adapting solutions from local to global coverage, from Distributed Print Services to Central Reprographics Departments. So you get more benefits than ever before and continue to achieve your goals.

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Ricoh’s Five Guidelines for the CIO
  • Ensure a focus on people and analyse end user behaviour to inform technology decision making.
  • Effectively manage the change process so that investments are protected and maximised.
  • Focus on document process optimisation to drive the best return on investment and speak the language of the Chief Financial Officer.
  • Work with suppliers who offer ongoing governance, not just ‘deploy and depart’ – create true partnerships with vendors, a proper business relationship that has a long term view of where the business is going.
  • Implement best practice technology – the technology deployed must be robust and secure; innovation should be driven by the customer.