Case studies



The situation before

A few years ago, the bank did not have evidence on the use of their print resources, especially at an end user level. The instruction from the banks board was clear: “Let’s change our behaviour in banking and preserve the environment! ” by empowering the departments and the users around sustainable development projects.

Concerning paper consumption, the level was 14,000 sheets per user per year.

The situation after 

They decided to deploy Watchdoc, a component of the Printless International offer. They were impressed by the simplicity and ease of usability of the user interface, how fast it was to implement, and the fact it was totally autonomous from any of the manufacturers .

The data and assessment reports enabled the bank to design a printing architecture in line with their requirements. “This communication to everyone was a key element to the success of the project.”

The printed pages represented a 16% decrease in the first year compared to the initial situation, with 28% at headquarters and almost 11% in the agencies.

The objective was then to further optimise the installed base and improve the communication on best working practices related to printing in 15 departments at headquarters. As an example, each employee can now access the detailed statistics of his/her own printing, and this information was vital to raise their awareness and commitment on this project.




The situation before 

For several years the Centre Hospitalier Universitaire Vaudois was trying to improve it’s knowledge in printing practices of their employees. Its initial scope focused on 7,000 workstations, 1,550 printers and 250 copiers. It was key to understand the current printing practices before trying to change user behaviour or streamline the installed base. The facts were very clear : 40 million pages were printed each year, with strong growth for colour printouts complemented by requirements for additional Hardware. Therefore, implementing a printing monitoring tool was crucial.

The situation after

Amongst the suggested solutions, the Watchdoc software proposed by Printless International turned out to be technically, the less invasive. Additionally its wide range of functionalities and features, alongside the ease of use were very appreciated.

Most importantly and key for the conclusion of the agreement, was the reliability and the support of competent and responsive technical teams.

Today, the installed base is made ​​up of only 100 multifunction devices connected to the same print server, compared to 1,800 devices before.  The implementation of the solution has been achieved without any problems and the use of colour printing is now under control.

The Finance department relies on Watchdoc Software to analyse the printing costs and the behaviour of the employees. This process has raised the employees awareness and motivation. Overall, the Watchdoc solution provides the key data allowing an allocation of factual and accurate spending by departments depending on their own real usage.




The situation before

Facing the need to renew their aging fleet of copiers and printers, the retail chain Système U was looking for a rental and cost per page solution, allowing cost allocation by department. The objective was to overcome its heterogeneous devices that were causing complex and expensive maintenance.

The initial scope comprised of 52 multifunction and 20 network printers managed remotely by the western region of the Systeme-U group.

The situation after

Among the responses to the conducted tender, the Watchdoc software (a key component of Printless International) was selected. It made a real difference, as some of its essential features were the secured printing by badge, the comprehensive analysis reporting, the integration of printing policies across the company, and the ease of solution deployment.

In 3 years the Watchdoc software showed no weaknesses and the user satisaction was at its highest level ever.

Key data indicates : only 24% of printouts were in colour despite all MFPs being able to print in colour, 43% of prints were in duplex mode, which was twice the initial objective set for the project. Also, 10% of prints were eradicated due to the users eventually not confirming their printing need with their badge or ID.



The situation before

UNESCO was in a complex situation, they had many A3 devices while most printouts were in A4 formats. Additionally most of their equipment was colour capable while 90% of printed pages were in monochrome. Also, some hardware devices could remain unavailable for several months. Globally they had too many inadequate devices, either the wrong model or the wrong size. Their printing costs was excessive and due to constant internal restructuring the billing to each department was very laborious.

UNESCO had approximately 150 multifunction devices of which 30 were unused plus many individual printers!

The situation after

UNESCO took the decision to conduct an audit in order to improve cost’s and service level’s.
Their operational objectives were to :
• optimise the fleet of copiers, in order to use the correct device for the right purpose. Whilst trying to reduce the number of models.
• install a Print Management Software to monitor the installed base.
• pool the resources between all departments in order to reduce costs,
• encourage and reroute the large volumes towards their reproduction internal centre.

The internal communication about this project and it’s objective were an essential part of the success.
The offer provided by Printless International associated with the Watchdoc software has enabled UNESCO to reduce the annual budget from $ 500,000 to $ 300,000 an impressive cost reduction of 40%. This equated to 5 million pages printed compared to 11 million pages printed initially, a reduction of 55%. All this by improving the service level and the satisfaction of its 3,500 users.

The Watchdoc software allowed a cost allocation by department that enabled the management to have a clear picture not only at a department level, but also at a user level too

In a few months, we have already reduced our printing budget by 40% without setting up all the features of Watchdoc ! “

Rudi SWINNEN  – Director of Document Management UNESCO