Berklee College of MusicReal Talk With Education

The Challenge“Cutting costs is always important, and we also have the ongoing challenge of justifying our investments to current and potential students. We need to validate that they are the ultimate beneficiaries of our investments in faculty, new services, facilities and programs so that their educational experience is enhanced that much more.”

The Solution“With Xerox, we have a well-tailored, comprehensive print management solution that’s one-third the size of our original footprint, but provides the same level of service. It’s a one-stop service center for students, faculty and staff to come and get any type of print job done.”

Real Results• Approximately $300,000 in annual savings

• Centralized solution for campus-wide printing, scanning and copying

• Faster print speeds and increased uptime

• Decrease in user-to-device ratio

• Reduction of two-thirds in printer/ copier footprint

• Single resource for monitoring all network activity, including usage patterns and toner levels

“Student and faculty time is so precious that we need to find ways to cut out bureaucracy, administration and unnecessary work. I’m quite confident we are maximizing that effort with Xerox.” – Chris Swezey, Director of Auxiliary Services,

Berklee College of Music

“With Xerox handling the management of our printing, mail services, and office fleet we have more time and energy to focus on important student and faculty issues.” – Chris Swezey, Director of Auxiliary Services, Berklee College of Music

Getting Print Devices to Work in Harmony Berklee College of Music, the largest independent college of contemporary music in the world, is recognized globally for its creativity. Each semester, 4,200 students immerse themselves in everything from hip-hop to jazz to film scoring. So it’s no surprise that the Boston-based college’s print services are equally creative.

According to Chris Swezey, Berklee’s Director of Auxiliary Services:

“We used to have five different manufacturers represented on campus. No two machines were the same model and none were connected. And they were always breaking down.”“My first few months on the job, I vividly remember getting phone calls from upset faculty saying they were going to start throwing these machines through the windows.”

Rather than lock the windows, Swezey opened the door to a managed print solution.

Annual Savings to the Tune of $300,000 “The previous vendor was running a copy center, losing more money than I care to think about. Xerox decreased staff while adding and improving services. The solutions allowed us to cut the space in half and add a classroom, all while creating better service levels.”

“Uptime is much higher. The speed is faster. Costs are predictable. And we’re saving in excess of a quarter million to $300,000 a year, every year.”Previously, Berklee’s print management was drastically undermanaged. With no central organization it was impossible to run an efficient system.

Xerox changed that by bringing in multi- vendor management and reducing the number of individual devices. This new system simplifies the printing network and is much more cost-effective.

Orchestrating Greater EfficiencyBy replacing outdated printers, faxes, scanners and copiers with Xerox multifunction devices (MFDs), Berklee was able to swap as many as four pieces of equipment for one. New capabilities were also added, including scanning and acceptance of the school’s highly secure electronic student identification card.

Although the MFDs are spread across 25 buildings, they are united online. Faculty and students can use any authorized device without worrying about it. Says Swezey:

“We now have standard models so anyone can walk anywhere on campus and use a machine without needing training. And we provide the horsepower necessary for that 10-minute

window between classes when everyone and their brother need to print something.”

Instrumental in Increasing ControlXerox, Swezey and Berklee’s IT department act like a “three-legged-stool” to keep the print network running smoothly, managing printers on a page-by-page basis. Xerox Device Agent (XDA) is also key:

“We now have what we never had before, a live comprehensive database and a toolkit that allows us to remotely monitor all the devices on the network and build a holistic program.”

“We can look at actual output to determine what level of device would be best suited for the site. We can also be proactive. We can see if toner needs replacing and change it first thing in the morning before the faculty are even there.”

A Synchronized Partnership“We’re smart enough to know that our core competency is not running all the different services Xerox performs,” concludes Swezey.

“With Xerox managing printing, equipment, and logistics, we have more time and energy to focus on other, potentially more important, student and faculty issues. It’s a very positive relationship.”

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