Social Service Organization - Confidentiality and Reliability

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Industry: Social Service Organization

Situation: Children’s Day Care – 20 employees

Challenge: Confidentiality and Reliability

  • Multi-function device jammed often
    • Only one employee knew how to fix it;
    • Device not under contract; paying per service call
      • Device was down - repair required parts and customer did not want to put money into it as they wanted to replace it.
  • Confidential faxes: employee stood at the machine and waited for expected fax to arrive.
  • Potential compliance issue: parent handbooks would not print
    • Possible Publisher file corruption
      • This may be an issue due to different versions of Publisher being used.
    • The state required that each parent receive a handbook.
      • If handbook could not be printed, parent(s) did not receive one.
      • If the Day Care had been audited, the state would have cited them for this violation.
  • Wanted to print parent handbooks in color.
  • They used up to 100 forms internally - applications, medical forms, etc.
    • Pre-printed and stored on shelves.
    • Some accessed via a state-run website.
    • Ran out of forms frequently.

Solution: IR3080i

  1. Using Mailboxes these forms are readily available for print on demand.
  2. Storing all forms in a public mailbox allowed instant access to all forms for all staff members.

Results: Staying in Compliance and Up to Date Forms

  1. Eliminated the problem of using outdated forms and saved the staff time by not having to search for a form. Saved approximately $100.00 per month by eliminating time wasted as staff searched or downloaded forms and documents using the Datamax Solution.
  2. Helped eliminate possible negative audits which would have effected the operation in general.
  3. Eliminated wasted staff time and saved money, utilizing mailbox and advanced print functions.

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