Kyocera Devices And Solutions Created The Perfect Workflow For This Midwest School District

Kyocera Education Case Study


THE BACKGROUND

This Midwest community school district provides K-12 public education and manages seven different schools, with a total enrollment of approximately 3,000 students. The district employs approximately 210 faculty and staff. Prior to the recent Copystar and HyPAS applications purchase, Copystar’s presence was limited.

THE CHALLENGE

A mixture of competitive and Copystar devices were used by the school district.  The first challenge was the hardware reliability and document security issues they were encountering with the competitive devices.  They also recently invested in  YellowFolder, which is a cloud-based document management system.  This solution is designed to meet the storage requirements of educational institutions.  The challenge with YellowFolder, however, is that the only available methods for storing new documents are manual import or “drag and drop.”  The district’s business manager recognized that the district also needed a solution to help with the task of scanning and preparing documents for import into YellowFolder.

THE SOLUTION

The school district was very pleased with the performance of the Copystar devices and the service support from their Copystar dealership.  The business solutions consultant and Copystar dealership representative met with the district business manager, who mentioned the scanning challenge they were experiencing.  Moving document storage to the cloud through YellowFolder was a key initiative and high priority for this school district.  The business manager was assured that Copystar could assist with their process of document scanning and capture, thereby alleviating their current challenges.  This became the driving force behind the district’s acquisition of five new Copystar devices and HyPAS applications.

THE RESULTS/BENEFITS

The needs of each department varied, so each key user was personally interviewed to determine the best process for each record/document type (i.e. student, HR, special education, and financial records).  The school district decided to eliminate the central print center and allow teachers at each school to produce their own documents on demand.  To complete all of the district’s requirements, in addition to the existing Copystar MFPs, five new Copystar devices (the primary “workhorse” at each facility), seven DMConnect with OmniPage applications (capture solution for YellowFolder), seven PinPoint Scan 3 applications (personal scanning ap-plication replacing scan to email), and seven CentraQ Pro applications (secure print and cost reporting) were provided and installed (together with professional services to assist with their implementation).  All the key users were then trained.

THE GOOD NEWS

The school district is very pleased with the results; each school now has a reliable Copystar MFP and the necessary solutions to create a unique scan workflow, fully customized for its specific needs.  This workflow allows the most efficient import of records into YellowFolder, together with a secure print solution.


Powerful MFPs, Printers and Software

KYOCERA Document Solutions America offers an award-winning range of device technology, from desktop printers and multifunctional printers to robust color and black & white multifunctional products and business applications, that turn otherwise complex document workflows into simple processes.

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KYOCERA Document Solutions America offers an award-winning range of device technology and integrated business process improvement solutions that work together seamlessly. From desktop printers and multifunctional printers to robust color and black & white multifunctional products and business applications, our solutions turn otherwise complex data and document workflows into simple, efficient processes.

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