Aiming to reduce the environmental footprint of the document Infrastructure

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Aiming to reduce the environmental footprint of the document Infrastructure

Aiming to reduce the environmental footprint of the document Infrastructure

Every year, 300,000 guests from the Netherlands and abroad visit the Zuiderzeemuseum in Enkhuizen. About 250 employees and 250 volunteers help visitors experience what life was like around the Zuider Zee bay from 1900 to 1930, before the bay became the inland Ijsselmeer lake. As a major employer in the region and conservator of cultural heritage, the Zuiderzee-museum is well aware of its important role in society. It also takes its responsibility towards sustainability seriously. This is one of the reasons the museum decided to join forces with Konica Minolta to create a sustainable document management system by using the Enabling Carbon Neutrality service.


Tendering requirements

The Zuiderzeemuseum explicitly asks all its suppliers, from food service to maintenance companies, to comply with its sustainability policy.“ When we recently contrac­ted out our document infrastructure, carbon offsetting was one of the requirements. In addition, we were also looking for manageability, ease of use, integration with our AFAS software and – last but not least – system stabili­ty. Our museum covers a large surface area, with docu­ment systems at a number of different locations. As the IT department, you don’t want to have to go to those locations every time you need to get a computer to work.”


A follow-me solution was also high on the wish list: “Sometimes employees work at a different office. In the past, if you didn’t adjust the printer settings, your document would have been printed at your primary location. That was a hassle, especially if you’re working with confidential documents like our HR department does. That’s why we wanted ‘follow-me’ as a security solu­tion. Hard copies are only printed at that the document system, where you enter your personal PIN code into. Thanks to this solution, there’s also less waste as docu­ments can no longer be printed accidentally. That’s good for the environment.”


Taking everything off the museum’s hands

Konica Minolta had the best marks of the six vendors. Nine machines from the previous supplier were replaced with eight of Konica Minolta’s document systems: “At first I was planning on having fewer systems, but it turned out that many of my colleagues were keen to have a docu­ment solution in their own environment.“ That meant that systems had to be installed throughout the entire museum. “That was a real challenge at some hard-to-access locations. I’m glad Konica Minolta took care of the entire organisational aspect – that was no mean feat. They even helped me with correspondence to the previous supplier. After all, terminating a contract does require careful formulation. They really took everything off our hands.”


The transition from the old systems to the new ones was seamless for the staff: “Initially the staff had to get used to the follow-me system, but once they had a clear explana­tion, they all had no problem working with it. Printing, copying and scanning is easy for the staff. Thanks to the AFAS integration, our HR department can add documents straight to personnel files.”


Excellent manageability

As the IT manager, Reus has great things to say about the manageability of the solution provided: “The display is much more user-friendly because we can configure it to suit our needs. And if we need help, we have remote access to the document system’s screen. That saves us a lot of walking around the museum.”


As a socially committed supplier, Konica Minolta offers attractive prices to cultural institutions. Reus is responsi­ble for the budget, so that makes him happy: “Even with carbon offsetting by means of certificates, our TCO [total cost of ownership - ed.] has decreased. We were able to take advantage of the framework agreement of the OAM, an association for Amsterdam museums. Before deciding on Konica Minolta, we consulted extensively with two members of the OAM: the National Maritime Museum and the NEMO Science Museum. This was extra confirmation that we had made the right choice.”


No news is good news

The Zuiderzeemuseum has worked with the Konica Minolta systems for almost a year now. Reus says: “The stability is as excellent as promised. At first, it was not possible to print a specific type of document, but they fixed that quickly and perfectly. Otherwise, ‘no news is good news’. Everything works, so we haven’t heard a single complaint.”

Peter Reus, Head of ICT/Information Management, Zuiderzeemuseum, Netherlands
quotation marks

“As an environmentally conscious museum, we are working to reduce our environmental footprint in a number of ways. When we contracted out our document infrastructure, carbon offsetting was one of the requirements. I’m glad Konica Minolta took care of the entire organisational aspect. They really took everything off our hands.”

Peter Reus

Head of ICT/Information Management, Zuiderzeemuseum, Netherlands

Challenge

Challenge
  • Updating the printer system with an emphasis on uniformity
  • Manageability and carbon offsetting
  • Improvements to stability
  • Ease of use and print quality
  • Enhanced document security
  • Cost savings
  • Placement of document systems in different spaces with highly limited accessibility

Solution

Solution
  • Advanced document solution for copying
  • Printing and scanning plus robust printing/document security for the secure release of print jobs and follow-me printing
  • Integration with AFAS software
  • Enabling Carbon Neutrality service: Carbon offsetting by means of certificates
  • Removing old machines and delivering new document systems on behalf of the museum

Benefits

Benefits
  • Excellent ease of use due to operational uniformity and a display configured to suit printing needs
  • Great manageability due to the ability to access the display remotely
  • Higher level of information security and less waste thanks to the follow-me solution
  • Limited environmental footprint thanks to carbon offsetting by means of certificates
  • Higher efficiency due to AFAS integration
  • Greater operational reliability (minimum number of malfunctions)
  • TCO savings, thanks in part to special Konica Minolta rates for cultural institutions