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Vocon Adds On to ARC's Managed Print Services and Subtracts Costs

The Cleveland headquarters of Vocon, a 120-person architecture firm specializing in interior design and full-scale architecture, is located in the historic Midtown Corridor neighborhood.

Their charming 1920s building features a renovated contemporary open-space environment plus several fun touches, such as M&Ms in massive champagne glasses and conference rooms named after best-selling vodkas.

It’s a cool twenty-first century company with equally cool clients, including the three major Cleveland professional sports teams and the Weather Channel.

Yet when it came to their printing, for many years theywere not exactly cutting edge.

Like many companies, Vocon was spending a ton of money on leases and service for printers and copiers. ARC’s Managed Print Services(MPS) program was able to get them up to speed and keep their costs down thanks to new equipment at zero capital expense. In addition, they only pay for usage while ARC covers toner, maintenance, and everything in between.

Another irksome issue was cost tracking.

Vocon has been working with ARC Document Solutions since 1987.

“We knew they didn’t have a cost recovery system in place,” recalls ARC Vice President Frank Loughan. “When I asked them how theywere managing print costs, they said, ‘Well, we’ve got these clipboards on top of our printers.'”

Because of this less-than-optimal set up, the accounting department found themselves sending out inquiries to every department to find out how much printing was being done and for which clients. At the end of the day, accuracy was getting the short end of the stick. And, more important, money was being left on the table.

Vocon turned to ARC to turn their system around.

ARC responded with Abacus, a print cost recovery solution that’s designed to track all reimbursable costs. By keeping tabs on what documents are printed from which machines and for whom, ARC has enabled Vocon to accurately and efficiently invoice clients, saving up to 12 hours per month in manual accounting labor.

In short, their former cost center has morphed into a robust profit center.

“The amount of money we’re saving is eye-opening, to say the least,”says a very pleased Frank Mercuri, Vocon CFO/COO. “We’re now able to put that money back into the company for important things, like hardware and software to support our IT infrastructure. ”

And beginning this month, Vocon will be the recipient of an Abacus upgrade. Version 4.0 will be installed and with it comes some pretty snazzy features, allowing companies to challenge their staff to print more effectively, economically, and ecologically.

For example, the software can be configured to prompt questions like:”Are you sure you want to print this document in color?” It can also be programmed to offer such choices as: “If you print to this printer, it will cost you $90 or you can print to this other printer for $75.” It’s just one more cool addition to a cool company.

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