University of Nottingham

The University of Nottingham is a modern university that provides exceptional education based on the research as well as the direct involvement of students. The progressive approach of the institution was also reflected in the requirements for a printing solution that had to meet demanding digitisation criteria and operation in the online environment.

BASELINE CONDITIONS

Outdated scanning to folders

Employees and students of the University of Nottingham are scanning large amounts of documents each semester. Their requirements for the properties of the system, its speed and reliability were a great challenge that led to the need to fundamentally reconfigure the solution. The originally designed software allowed only simple scanning into folders on the local server without the possibility of direct integration into Microsoft Office 365, which did not meet one of the basic points of the cloud storage deployment strategy.

IMPLEMENTATION

Enable scanning to the cloud

The objective of the requested solution was to enable users to efficiently and conveniently scan to the OneDrive cloud storage from all Xerox printers. The solution was required to enable that the user does not have to log in for each scanning process. This condition is satisfied thanks to the Single-Sign-On (SSO) function. This way, OptimiDoc Cloud securely connects users directly to their personal cloud storages in a fraction of a second. Moreover, the bulk authentication of all users has enabled the administrator to virtually make the service immediately available for all 125 thousands users. Then it was only necessary to synchronise these users on a regular basis so that OptimiDoc Cloud can be immediately used by any new employee or student. This synchronisation is arranged by OptimiDoc Cloud itself on a regular basis using the standard functionality.

The University of Nottingham required the complete implementation within 30 days due to a planned disruption of the original infrastructure of the folders on the network.

Thanks to an easy and fast implementation of the application, it was possible to manage this challenge within a couple of days, including detailed scheduling and configuration of all of the digitisation processes. Thus, the client‘s expectations were met even without the need to temporarily decommission the existing system or without assistance from the University IT department.

’’OptimiDoc was incredibly helpful and engaged during the implementation of scan to OneDrive on our fleet of printers within a short time-frame. They are friendly and responsive. All issues were resolved promptly.’’
Adedoyin-Lush Olusina
IT Project Manager
University of Nottingham
’’Working with OptimiDoc to drive real innovation at the University of Nottingham was a pleasure. OptimiDoc went above and beyond to support our account and client. A true strategic partner of Xerox and one I would have not hesitation in recommending to other accounts and working with again.’’
Richard Swaddle
Service Delivery Manager
Xerox, United Kingdom

BENEFITS

Fast, easy and efficient

Although the client already had specific expectations, OptimiDoc with its own cloud application managed to exceed these expectations many times. Thanks to integration with the originally designed print management software, users can now access the scanning application without the need for another login. At the same time, each user can choose the final destination on their personal OneDrive or create the required folder directly on the device panel.

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Costs under control with OptimiDoc Cloud

Keep accurate track of your printing and reduce paper, toner and infrastructure costs.

Our solution provides:

Detailed overview of the press

Track who's printing, how often and where you can optimise costs. Print directly from the cloud - no need for a computer.

Smart press policies

Not everyone needs to print in colour or single-sided. Define printing rules according to user permissions. With secure printing, forgotten documents don't remain freely available on printers.

Cost savings on hardware

How much do your print servers cost? With OptimiDoc Cloud, you move your printing to the cloud and eliminate unnecessary maintenance costs.

Secure printing saves money and sensitive data

How many times have you seen unclaimed prints at the printer? Not only do they add unnecessary costs, they also pose a risk of data leakage. With OptimiDoc, the document is only printed when an authorized user is at the printer.
Learn more about savings with OptimiDoc

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