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A Lesson in Document Management from Bradford Grammar School

A Lesson in Document Management from Bradford Grammar School

As a leading independent co-educational school, Bradford Grammar faces the same pressures as any business in the current climate – to give the best service to pupils and parents, for the best price. The school is gaining a major competitive edge with its intelligent document management strategy.

Arena initially supplied photocopiers to Bradford Grammar School. Later on we installed a managed print service – and the school is now streamlining its paper documents with the help of Arena’s mstore document management software and workflow expertise.

Photocopiers and printers to a managed print service

The School’s Bursar, Ian Findlay said: “We had more than 70 printers throughout our various buildings – all different makes.  I was concerned about the storage costs and space for boxes of spare toner cartridges, often for printers that had been disposed of or were obsolete”.

Arena’s team carried out a print audit and worked out the most cost-efficient configurations. New printers have now been installed throughout the school and Arena’s IT support linked them to the School network.  Sensors in the printers automatically alert Arena if there is a technical problem or when toner is low.  New toner supplies or an engineer are dispatched to the school before they are even aware of any need.

“The deal on the printers is brilliant. Arena has made my life easier so I can concentrate on other aspects of my job.”  

Ian Findlay, Bursar

Reducing paper

Ian Findlay has now turned to Arena for help in reducing and managing paper, he said: “We are overrun by paper.  We produce it is as if it is going out of fashion and we are constantly looking at how to store it all in a logical way.  Electronic storage is the only sensible option.”

Arena’s electronic document management (EDM) team have worked with Ian and his colleagues to look at how they are using paper, who needs to access documents or print them out, and how long different paperwork should be stored for.

HR documents and Accounts payable

Initially the focus is on scanning all HR documents and later the accounts department will follow suit. Apart from the obvious storage and efficiency benefits, Ian is impressed with security features to restrict access and provide a trail as to who has viewed documents. The system will also help the school to comply with legal guidelines surrounding data protection.

Further Information

More about mstore

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