The move to digital
Prior to modernisation, the Liverpool print unit was predominately a copying service supported by high volume Océ analogue copiers. Through the introduction of their first digital copier/printer, an Océ 3165, it became apparent that the increased quality and possibilities offered by this new technology needed to be more fully exploited. The first step was to conduct an in-depth review of Liverpool’s existing workflow and the document processes employed within their print unit. This allowed both Liverpool and Océ to clearly define the scope and objectives of the project and identify any challenges that needed to be addressed, namely;

Issue 1: The effect of increasing demand
The print unit was already delivering a good service, but due to increasing volumes, the turnaround times were getting longer and longer. This was being further compounded due to the laborious nature of the existing manual workflow which required customers to provide hardcopy originals with paper job tickets. This was not a problem in itself, but print unit operators were spending a great deal of time chasing customers who had left incomplete instructions on the job tickets.

Issue 2: Increasing access and efficiency
The Council runs an open network and users are quite used to printing to their local default printers without consideration of the costs or the efficiency involved. Therefore, any solution implemented should not only enable the print unit to work more cost-effectively, but also provide the flexibility to offer additional services in line with their customer’s requirements in the future.

Issue 3: Improved communications
It was clear that not all their customers had a full appreciation of services available to them through the Council’s print unit. Establishing the means to more effectively market the print unit’s services and improve communication with its clients would also be a key element of any solution provided.

Issue 4: Additional services to add value
During the investigation stage, the team identified additional work being carried out elsewhere in the Council that were not really core to the responsibilities of the departments they were being done in. By ensuring that any solution delivered included scanning facilities, specific jobs could be moved to the print unit where their core business is putting marks on paper. Likewise, the investigation identified a large volume of colour prints that were being handled externally which could be produced much more economically in-house given the appropriate facilities.

The Solution
With annual document production volumes in excess of 25 million pages, the need for a coherent document management strategy for Liverpool City Council’s print room was imperative. "Océ has built a strong relationship with Liverpool over a number of years and has been able to provide a scalable, open systems based step-by-step approach for the council’s print unit", states Joe Ormsby, Print Manager. The whole solution centres around an element of Océ Prismatools software called Océ DocWorks. This means that users print requirements can be submitted, moved and managed electronically between the print unit and all departments. By providing a simple, user friendly digital link between the print unit and its customers, access to facilities has been dramatically improved.

A powerful scanning tool called Océ Scan Logic has also been installed on two Océ 3165 Copier/Printers. This allows printroom staff to automatically digitise hardcopy documents and submit them either directly to Océ DocWorks or alternatively to another element of Océ Prismatools software called Océ Docsetter, for any final alterations before production. The older analogue Océ 2600 high volume copier has been replaced by two Océ DPS400s (now called VarioPrint 2105) with its intuitive use interface perfectly placed to support the mix of hardcopy and digital work throughout the transition to digital operations. Alongside one of the DPS400s they have also installed a high volume Océ DS10 scanner to scan all hardcopy materials received in the print unit directly to PDF. This is especially helpful for committee reports and minutes which come into the print unit from various sources in both hardcopy and electronic formats and need to be compiled as a single document for publication. Likewise, once these documents are converted from hardcopy to electronic PDF format, each document is then archived with unique reference numbers so customers can call and request reprints at any time in the future. True print on demand capability has transformed this part of their service.

Colour facilities have also been established through the installation of an Océ CS115 and Océ CPS700 to complete what is now a fully comprehensive service providing major savings to the Council."We now have a coherent document management process. We’re saving money and at the same time we’re providing improved quality and reduced turnaround times and improving communications with our customers", says Joey.

Professional support
Moreover, the Liverpool City Council Print Unit has been more than satisfied with the Océ aftercare service and support. Joe states," The level of support we receive is excellent from the whole Océ team and they continually keep us informed of up and coming developments without dictating to us." He adds.