Case Study: Age UK Stockport

Based in the heart of Stockport, Age UK Stockport provide support for older people to live independently and safely at home and within their community. They are committed to delivering an excellent level of service for every single person that they work with, and that means a powerful infrastructure is needed to support this. Age UK Stockport turned to Key Digital to refresh their document management system to better integrate with their highly-productive work environment.

The key issues that the organisation faced was that, being a charity, costs need to be saved where possible so that funds raised can be used most efficiently. This meant that a well-organised document management system needed to be implemented so that productivity could be kept to a maximum and staff and volunteers could get on with what they do best.

We began by getting to understand what exactly the people who worked there wanted from a document management system, and what they might need in the future. Performance issues were common and servicing the machines was costly and time consuming, which affected uptime for staff. Furthermore, the infrastructure lacked a centralised print management system with no ability to monitor and track devices, which were provided by a number of different manufacturers.

Once an idea about how the organisation was operating had been created, Key Digital were able to design a system around this that would meet their needs exactly. The proposal offered to Age UK Stockport detailed how we would be able to deliver a reliable, high-performance print infrastructure that would create significant cost savings for the charity and also provide the rich user features and management functionality that was required.

Key Digital’s solution focused on streamlining the charity’s workflow by creating a more flexible print structure that would be able to cope with the high demand required whilst also being more energy efficient.

A fully inclusive maintenance agreement was included – which is comprised of all consumables, parts, call-outs, labour, warranty, and on-going training – as well as our Total Satisfaction Guarantee.

Key Print Intelligence software was installed enabling Age UK Stockport to manage and monitor all of the machines on the premises as well as track performance from an environmental perspective, giving a better understanding of how efficiently resources are being used. Furthermore, Key Print Intelligence allows for proactive support including automated toner replacement, firmware upgrades, and off-site maintenance to be performed.

Following the installation of devices, Key Digital provided training to all members of staff to ensure that all document functions would be used correctly and to maximum benefit.

As a result, Key Digital have provided a modern and highly-productive print infrastructure that is able to significantly reduce consumable wastage and, in turn, lower the associated costs.

“Age UK Stockport would be pleased to recommend Key Digital. They managed to save us a significant amount of money on our previous arrangements for MFDs which, as a charity, is very important. In addition, a better contract in terms of length and cost was offered and more up to date equipment relevant to our current requirements was provided.

“We have an ongoing agreement with Key Digital, and have found them positive and helpful to deal with, including providing advice and clarity on the agreement options available to us.”

Scott Hall, IT Manager, Age UK Stockport