A major French city hall embarked on a project to revamp the management of its printing and scanning fleet. This project, focused on efficiency and sustainability, aimed to implement an optimized printing policy while improving internal processes. To bring this initiative to life, the city hall turned to Doxense, whose Watchdoc solution proved to be particularly well-suited.
Context and objectives
The project was built around several key objectives:
- Reduce environmental impact as part of a Corporate Social Responsibility (CSR) strategy.
- Optimize the use of the equipment fleet to improve efficiency
- Control the costs associated with printing services.
Before Doxense's intervention, the city hall managed a printing fleet consisting of:
- 18,000 local printers
- 4,200 multifunction systems
All spread across 2,957 sites, serving a total of 55,000 employees.
An analysis conducted in 2017 revealed an average consumption of 2,495 pages per month, with 28% in color, highlighting the need for more rigorous management and resource rationalization.
Project implementation
The project was carried out in several phases, each crucial to achieving the set objectives.
Year 1: Usage Analysis
- Doxense first deployed the Watchdoc agent to collect usage data, along with the Focalist tool to inventory the fleet and measure print volumes.
- A Watchdoc print server was set up, accompanied by a Proof of Concept (POC) to test a secure printing service.
Year 3: Implementation of the Print Management Policy
The city hall adopted a print policy with key measures:
- Limiting color printing
- Securing new copiers
- Default duplex and black-and-white printing
- Connecting all devices to the network
- Implementing a single print queue for all copiers in the city.
Year 5: Enhancement of the Print Policy
The print policy was adapted to the evolving needs of various departments. The focus was on the continuous improvement of service quality and the introduction of new services to facilitate the use of printing and scanning equipment.
Year 2: Deployment of Watchdoc
- The Watchdoc solution was deployed on a large scale, preceded by training for support teams.
- A change management program was implemented to ensure the gradual adoption of new technologies.
- The equipment was secured through Watchdoc, and the collected data was analyzed to refine the strategy.
Year 4: Reporting and Architecture Improvement
A report was prepared for management to communicate the results achieved and printing usage by department. Additionally, the printing architecture was optimized to ensure high availability of the equipment.
Assessment and Results
The results of this project were overwhelmingly positive, with a significant reduction in environmental impact: approximately 2,000 trees saved annually thanks to the reduction in print volume.
Improvement in service quality:
- Printing can now be done from mobile devices.
- Document security has been implemented.
- Access to printing equipment has become simpler and more intuitive.
- The availability of printing services has been enhanced.
Key figures:
This project enabled the city hall to achieve its sustainability goals while optimizing resources and improving the quality of services provided to its staff. This exemplary initiative could serve as a model for other municipalities looking to follow a similar path.