Sue Peck, Director of Office Services at Alfred University in New York, for example, manages not only the mail and printing operations, the campus photocopier fleet, the school's purchasing and bidding of merchandise/services over $1000, but also serves as the university's credit card program administrator.
Credit Card Program
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Shelly Grant Secretary |
"We have our Visa card program through JP Morgan Chase. I am responsible for the entire program which falls under the purchasing
umbrella," she explains. "I issue the credit cards to individuals/departments, monitor their purchases, set the purchasing limits, and cancel the credit cards when card holders are no longer employed by the university." Peck goes on to explain, "I download the transactions from the website and the spreadsheet is then uploaded into our Banner system by our Business Office. We just started scanning all the paperwork into an internal document management system."
MFP Copier Fleet
Sue also manages the campus photocopier fleet which is comprised of 72 multi-function printers (MFPs) currently under a cost-per-copy contract that will expire in June 2013.
Two Mail Centers
In addition Sue oversees the university's two separate mail locations, one for incoming and one for outgoing mail. The incoming mail center, staffed by one full-time employee and four work-study students,
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Debbie Campbell
Mail Clerk |
services all of the faculty, staff and 2,244 student mailboxes. "We implemented a package scanning system from SC Logic a couple of years ago," she says, "and my mail clerk could not believe how quickly she had the packages all logged in and the students notified by email. This process saved so much time and effort." Overall, they manage approximately 120,000 pieces of mail and 21,000 packages annually.
The outgoing mail operation, which is also the site of the print shop, is staffed by one printing technician and a work study student. Using a Pitney Bowes 800, it is here that approximately 412,700 pieces of mail are sent out annually.
Print Shop
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Mary Schaumberg, Print Technician/Mail Clerk |
The relatively small print shop is equipped with a Toshiba 4520 MFP and a Ricoh JP 8500 with a TCII twin color duplicator. Peck hopes to replace the Ricoh with a digital press and bring back in-house some of the work that has been outsourced. "If this happens I expect that there will be a large amount of savings. This should help drive down the spending on printing."
The rapid rate of change in today's print environment can make it difficult to stay up-to-date to ensure shops are delivering maximum savings. That's why Peck believes, "Learning from other print shops is key. Listservs are very important to keep in touch with what is happening in the print world."
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