Document Management

Printers, Copiers, Multifunctional Devices

Office printing programs, equipment, service and supplies are an integral and costly component of your technology services. Yet, the vast majority of organizations do not have the time, resources, or in-house expertise to design a sophisticated enterprise-wide document management program. Given this expense category rarely rises to a top 20 expense, the traditional approach is to “circle the wagons” in a reactive environment when a cap-ex event or contract renewal is imminent. This approach requires the IT and Purchasing departments to expeditiously produce a needs assessment, review the supplier marketplace, and then initiate either an RFP or RFQ; all in relatively short order…but there is a better way!

Procure America’s Document Management review process takes a measured and strategic approach that incorporates the organization’s philosophical, operational, and budget goals into a client specific Enterprise Strategic Plan (ESP). Enlisting a document management industry professional to conduct a thorough needs assessment (device by device, department by department) that incorporates the organization’s objectives will result in a best practice go-forward strategy. Once the ESP is designed and approved by the client, the next step is the implementation of the program by the Procure America staff. Post ESP deployment, our team audits the results and in real-time monitors the project to ensure all operational and expense goals are being achieved; all with client oversight and approval and without disruption to operations. The end result is a strategic plan that fits your current and future document management needs, enhanced supplier service levels, expense transparency, and net cost reduction averaging over 40%.

The Glendale Unified School District contracted with Procure America to analyze our costs and operations associated with document management expenses. Through this project the District will save over $2.5 Million during the next 5 years thanks to PA’s comprehensive analysis, custom strategic plan, and full service program implementation. I would highly recommend their services.

Gioconda Padilla
Director of Procurement & Contract Services
Glendale USD