Analytics can help you make smarter printing decisions in your government agency.

Government Industry Insight Brief

Heavy reliance on paper can add up to major costs and inefficiencies. Through business intelligence and analytics, you can uncover valuable insights about your print environment to help you find and implement the right paper-saving strategies.

Analytics

Before you cut back on printing, you need to gather information and data about what you’re printing. These questions can help identify paper-reduction opportunities across your organization:

• Who is using the most paper and why?

• What processes require the most paper?

• Why do your employees need to print?

• Do these processes require paper or are there alternatives?

• Do you actively engage employees to reduce their print usage through strategies like gamification?

Security

Social Security numbers, birth dates, banking information and background information. Government organizations like yours hold extremely confidential information. How can you keep it safe while reducing paper?

• Eliminate jobs that are sent to the printer then never retrieved.

• Abide by strict security regulations that aim to keep sensitive information safe, like IRS Publication 1075 which includes mandatory safeguards for protecting federal tax returns and return information.

A Paper-Reliant Government

“ In the past, we had no data on print operations, uptime or volume. Now we’re not only getting information about who’s printing what, we’re also establishing a baseline for future operations.”

— Steve Young, Chief Information Officer, Department of Natural Resources, State of Washington

1. Rich, Sarah. “Illinois DHS Digitizes Forms.” Government Technology. 2013.2. NACAS, Auxiliary Services Optimization, Managed Print Services, https://www.nacas.org/media/11324/Managed-Print-Services-Auxiliary-Services-2013.pdf3. Stix, Madeleine. “Teen to Government: Change Your Typeface, Save Millions.” CNN. 2014.

Reducing Paper: Three Things to Consider

Workflow

As more agencies automate their workflows and move more of their information to digital formats, it’s important that paper-reduction strategies have mobile capabilities.

Here is what you should look for:

• Digital document sharing including annotation and e-signature capabilities.

• Pull-printing—print jobs are submitted to the server and then retrieved on any printer using card authentication.

• Scan-to-email functionality, which enables electronic distribution versus hard copy.

• Functionality that enables content to be digitally published for increased accessibility and sharing among employees and citizens.

annual estimated cost$467 million

By reducing paper, ink usage also decreases. The annual estimated cost of ink at the federal government level is $467 million. 3

One state agency alone generated 7 million paper forms in one year.1

paper forms7 million

spent per person$15K

For every IT employee, nearly $15,000 is spent annually on print-related issues.2

36%

New insights improve the print environment at the Washington State Department of Natural Resources.

Challenges

Washington State had zero visibility into who was printing and what they were printing. What didn’t help the situation were the 471 printers scattered across more than 40 locations. These printers were in a decentralized, multi-vendor environment that was creating connectivity and support issues for the department’s IT team. But the biggest problem of all was the incredible amount of unnecessary paper usage.

Solutions

• Xerox® Managed Print Services• Xerox® Secure Print Manager Suite

Results

• Reduced printer fleet by nearly 60%, resulting in employees using less paper.

• Improved control of print operations with new visibility into print users, volume and uptime.

• Reduced CO2 emissions by 36%, and the equivalent of hundreds of trees and millions of sheets of paper have been saved.

County of Los Angeles, CA, optimizes print and paper usage.

Challenges

As one of the largest counties in the country, the County of Los Angeles, California, needed to optimize print operations in order to reduce costs. But before any solutions were implemented, officials needed a clear picture of the role print played in their workflow and how much it was costing.

Solutions

• Detailed print assessment

• Xerox® Managed Print Services

Results

• Expected annual savings of $9 million.

• County departments have greater visibility into their print environment so they can:

–Better understand and manage costs.

–Make adjustments as needed over time.

– Provide the best printing solutions for employees.

• 56% decrease in printers and copiers and 58% reduction in electrical consumption.

Washington State Department of Natural ResourcesReduced CO2 emissions by 36%, and the equivalent of hundreds of trees and millions of sheets of paper have been saved.

of a worker’s day is spent using paper documents2

25%of the public sector has had a print-related data breach1

84%

How Xerox Can Help: Success Stories

hours of citizen paperwork have been avoided through digital business processes3

million100

The state of paper in government agencies:

1. Louella Fernandes. “Closing the Print Security Gap.” 2015.

2. Xerox and Newfield IT, a Xerox company. 2014.3. Submission to the President’s Deficit Commission

Technology CEO Council.

“ We have centralized data now, so we’ll be able to show how well the agency is doing or not doing and make more informed decisions about print services.”

— Steve Young, Chief Information Officer, Department of Natural Resources, State of Washington

“ The fact that we have numbers has been very effective. It’s rare there are quantitative results for these kinds of projects.”

— Richard Sanchez, Chief Information Officer, County of Los Angeles, CA

City of New York comes face-to-face with print inefficiencies.

Challenges

With no standards or guidelines in place, the City of New York faced major print management issues across its 38 agencies. There was no centralized control over purchases or usage, resulting in high costs and little transparency.

Solutions

• Xerox® Managed Print Services

• Xerox® Print Assessment to establish how much agencies are spending on print and much they should expect to save

• Xerox® Secure Print Manager Suite

Results

• Significant decrease in paper usage after a more than 51% reduction in printers to date.

• 70% reduction in energy use, 68% decrease in solid waste and 71% decrease in greenhouse gases.

• Average equipment user uptime of 99.8%.

• 49% average savings per agency since start of contract.

Large federal civilian agency reduces paper to reduce costs.Challenges

A bureau of a large federal government civilian agency was transitioning from a three-building campus into a single, state-of-the-art headquarters. With less space and a greater emphasis on workplace productivity and telecommuting, the bureau needed to reduce its reliance on paper and increase its digital and virtual capabilities.

Solutions

• Xerox® Managed Print Services

• Follow-You Printing® in partnership with Equitrac

• Personal identity verification (PIV) systems with an accompanying PIN

• Xerox® Device Manager

Results

• Reduced costs—employee-to-device ratio went from 1:1 to 11:1.

• Overall use of paper decreased due to greater visibility into printing.

• Follow-You Printing® in partnership with Equitrac boosted workflow productivity and flexibility by eliminating reliance on a single printer.

• Downtime and IT costs were substantially reduced due to proactive device management and alerts through the Xerox® Device Manager tool.

According to the Quocirca report, “A key strength for Xerox has always been its strong analytics and reporting capabilities, which are vital to the success of any MPS engagement.”

Read the full report at xerox.com/Quocirca2015

in total annual savings to date — City of New York

$2 millionreduction in

printers and copiers (from 43,000 to 18,500) — County of Los Angeles, CA

24,500reduction in electrical consumption — County of Los Angeles, CA

58%By working with Xerox, these government agencies experienced:

Xerox named a leader in the Quocirca Managed Print Services Landscape

“ We get reports saying who’s printing what, why they’re printing and what it’s costing. It’s a whole new level of intelligence. Agencies can make educated decisions and put together policies. It opens the door to all kinds of optimization and improved workflows.”

— Craig Bonney, Director of Support Services, New York City Office of Emergency Management

“ We optimized our print placement and decreased the number of machines by the hundreds. The functionality gains have been limitless.”

©2015 Xerox Corporation. All rights reserved. Xerox®, Xerox and Design® and “Work Can Work Better” are trademarks of Xerox Corporation in the United States and/or other Countries. BR16711

More than ever, government agencies feel the pressure to reduce paper usage. Xerox can help. Using our three-stage approach, our powerful analytics help you uncover who is printing, where they are printing and what they are printing. With these insights, we take your most paper-intensive processes and find the right solutions to help you cut back on paper usage. For town, city, state and federal agencies, less paper means better citizen service.

To learn more about how Xerox can help you cut back on paper, visit xerox.com/gov.

Xerox uncovers the insights you need to reduce paper usage.