Australia
Cancel Search
Cancel Search

Government

Government relies on documentation. But as any Government agency or department will confirm, managing documentation is a time-consuming and costly process. With Governments under constant pressure to reduce public spending, including their own budgets, digital transformation offers a host of benefits.

Get in touch

  • Description
  • Benefits
  • Brochure
  • Customer Stories

Solutions for Government

 

 

Government documents

Documents, documents, documents

Government and public sector bodies manage more documents than most other organisations and this sheer volume creates massive workload and cost. Toshiba can help by converting paper to digital, and automating workflows to route, file and retrieve information efficiently.

 
 

Sustainability

Inevitably, some documents need to be printed, but with enforceable print rules and management processes, you can reduce paper usage and waste for a more sustainable operation. We have solutions that help you reuse paper and reduce print volumes through queue managements, tracking and chargeback.

reduce paper waste

 
 

Compliance

Records compliance

Staff records, minutes of confidential meetings, supplier pricing - Governments hold a range of sensitive and confidential information. We’ll help you to ensure that it is stored securely and is and fully compliant with regulations.

 
 

Invoice processing

Government is the biggest purchaser in the country. You need efficient invoice management and streamlined payment processes. Toshiba’s accounts payable automation allows you to scan and digitise purchase orders, validate and send them for approval and automatically route them for purchase.

Government invoicing

 
 

Cloud hosting

Hosting in the cloud

Moving your document management systems from on-premise to the cloud helps you to free up staff time from managing IT systems, maximise security and privacy, ensure systems are always up to date and drive efficiency and cost reduction.

 
 

Employee records management and privacy

As the nation’s largest employer, Government has thousands of employee records to manage. Toshiba provides solutions to help you process employee records efficiently, from on-boarding to appraisals and career and skills development. We’ll help you to ensure that private and sensitive data is protected with secure filing systems and that information can be searched quickly and easily for rapid retrieval.

Government employee records

 
 

Government contracts

Contracts management

Government departments and agencies have vast numbers of contracts to manage and monitor throughout their (often very long) lifecycle. Toshiba’s document management solutions, with sophisticated search and retrieval capability, helps you manage all types of contracts efficiently.

 
 

Integration to legacy systems

In with the new doesn’t mean you can forget the old. You need to be able to integrate your new streamlined approach to invoicing with your existing accounting and document management software. Toshiba helps Government departments and agencies migrate legacy systems data into a secure repository, ensuring that no data is lost and that you have a complete and compliant audit trail.

Security

 
 

Cost recovery

Cost recovery

Government services often have high print and copy requirements. You want to reduce waste and recover as much as possible (potentially up to 30 to 50%) of printing and copying costs. Toshiba’s solutions help you achieve this by modifying user behaviour through monitoring, tracking and secure accounting features.

 
 

Asset management

Government departments have a range of physical assets, from IT devices to plant and equipment and specialist tools. Labelling is the first step to tracking these valuable assets, and Toshiba’s label printing solutions offer a highly efficient solution.

Asset management

 
 

Efficiency

Automated workflows help to streamline processes and enable more productive operations.

Environmental responsibility

Managing and reducing printing and paper for a positive environmental impact.

Compliance

Managing records to regulatory compliance standards for security, access and retention.

Reduced costs

Reduced paper copy and print volumes, and streamlined processes reduces staff time and associated costs.

Clear communication

Rapidly get information to your staff and the public in all your buildings from one central management point.

Enhanced public service

More efficient processes help you to serve the public better.

 

Read what our customers have to say

 

 

Mooreland BNR

Success Story

Customer: Moreland City Council

Country: Australia

Industry: Government

 

The Client

The City of Moreland lies between 4 and 14 kilometres north of central Melbourne, with a population of 162,558.It is bordered by the Moonee Ponds Creek to the west Merri Creek to the east, Park Street to the south and the Western Ring Road to the north.

The council includes the suburbs of Brunswick, Brunswick East, Brunswick West, Coburg, Coburg North, Fawkner, Glenroy, Gowanbrae, Hadfield, Oak Park, Pascoe Vale,and Pascoe Vale South.

Small sections of the suburbs of Fitzroy North and Tullamarine are also located in the City. Moreland City Council Business Solutions Architect Mr Bernard Hoehmann claims, that they have dramatically reduced waste and improved efficiency in their print environment since changing to Toshiba Australia’s Managed Print Service (MPS).

The Challenge 

Moreland City Council

Mr Hoehmann’s role as Business Solutions Architect is to ensure proper risk management and project management process compliance for Moreland City Council’s Information Technology; related operational and capital expenditure on major projects and activities.

“We wanted to improve on our print environment as it was inefficient and confusing for users. It also involved a lot of unnecessary waste for the council,” Mr Hoehmann said. He said that they needed some sort of circuit breaker in terms of architecture and vendor relationship to ensure that they achieved the council’s stated outcomes.

“First we needed to get a feel for the marketplace and understand what technologies were available. This process then provided us with the confidence that the current market could fulfill our business requirements. We formulated an overview of what we wanted, confirmed with the vendors that our architectural concepts were achievable and approached the market accordingly.”

The Solution

“There were a number of vendors that were reasonably close. In the end Toshiba Australia was able to provide the council with the greatest confidence that they would be able to assist us in achieving our vision of a highly simplified and efficient printing environment that absolutely maximised the opportunity to reduce waste,” Mr Hoehmann said. 

With Toshiba Australia successfully winning the tender over the other participating vendors, it was then time to put into action a plan that would see a smooth introduction of Toshiba’s Managed Print Service solution for the Moreland City Council. 

Toshiba’s challenge from the council was not only to cut down the enormous amount of print wastage but to also improve efficiency through better hardware technology and software systems — a challenge that Toshiba’s Managed Print Services team was keen to accept and meet — resulting in some spectacular outcomes for the council.

Under the umbrella of Toshiba’s Managed Print Services, Moreland City Council took delivery of 84 pieces of equipment including a range of 78 Toshiba e-STUDIO multifunction devices (MFDs) as well as PaperCut software. Toshiba also provided the council with third party devices and services fulfilling a core business requirement of implementing a “single vendor” print management solution. 

“Working closely with Toshiba Australia’s Government Account Manager, Brendon Daniel, we designed a two pronged attack to the wastage and efficiency challenge,” said Mr Hoehmann. 

“Previously the users printed to a device. The vast majority of corporate print environments are configured this way. Under our new system they now print to an ‘outcome’. This is a very important difference as it frees up the user from having to determine what print settings are required for any particular MFD.”

The Result 

Looking at the benefits achieved for Moreland City Council under Toshiba Australia’s Managed Print Services is quite remarkable. Mr Hoehmann stated that the implemented solution was overall an excellent one, achieving a dramatic reduction in pages printed.

“Since we went live with the new solution in August 2011, we are now printing over 100,000 pages per month less than before, and achieving more than a 20 percent saving in paper consumption,” he said.

“Our staff have provided very positive feedback on this council initiative. One of the many benefits achieved is that it frees them from the problem of submitting a print job, which could be up to hundreds of pages long, based on settings configured for a previous job.

“The second major improvement is that the users can go to any Toshiba e-STUDIO MFD and use their security pass to activate the printer and collect their job. We had a lot of waste previously caused by people not picking up their print jobs, or simply sending them to the wrong printer. This has now been effectively eliminated.”

So it would appear that implementation at the Moreland City Council of Toshiba Australia’s Managed Print Services has been a tremendous success in achieving the key outcomes of dramatically reduced waste and improved efficiency for the council’s print environment.

   

Moreland City Council
90 Bell St, Cobung
VIC, 3058
P: 03 9240 1111

www.moreland.vic.gov.au

TOSHIBA (Australia) Pty Limited
Building C, 12-24 Talavera Road,
North Ryde, NSW, 2113
Australia
P:1300 794 202

New Zealand
32 Lunn Avenue, Mt Wellington
P: 09 570 8530
www.toshiba-business.com.au
www.toshiba-business.co.nz

Download Case Study

png

Success Story

Customer: City of Kingston 

Country: Australia

Industry: Government 

The Client:

The City of Kingston sits on Melbourne’s beautiful bayside, covering an area of 90 km2 between Moorabbin and Carrum, and serving over 150,000 residents with services that range from childcare, libraries and homecare to roads, waste collection and recycling, to arts, parks and tourism.   

The council operates from its main office in Cheltenham, along with satellite offices and depots throughout the city. As a local government, the City of Kingston is driven by ensuring value for ratepayers’ money. The procurement function is therefore a crucial part of the organisation, selecting the right suppliers and managing the contracts to deliver services with maximum efficiency. 

The Challenge: 

png

Printing is one of those services – it is essential to be able to print internal documents and information for citizens and offer print services to the public. However, the council realised that there was scope to improve the value for money of its print services. There was also a belief that the printing operation could potentially be more environmentally friendly, in line with the council’s ‘green’ ethics.  

Responsibility for the review and rationalisation of the printing service fell to Danielle Watts, Procurement Coordinator for the council.

The first thing that Danielle realised was that there was no strategic oversight of the printing service. The council had a mix of purchased printers and managed service devices, from a range of different suppliers; much of the technology was out of date, with little in the way of print management functionality. Some were managed by IT, but others had been bought by local offices without IT involvement; toner usage and purchase were ad hoc rather than planned and whilst some printers were shared, in other instances, individual users had personal printers on their desks.  

The Solution: 

Wanting to rationalise to a single provider offering a managed service, the council went through a tendering process. The first thing that struck the evaluation panel when they reviewed the responses was just how far printer technology had come since the council’s last review, and the level of sophistication available, especially around environmental management of a print service.

The council were particularly impressed with Toshiba’s response; “They clearly understood our requirements”, Danielle says. “They had worked with many other councils and knew a lot about records management and council administration systems. They understood that we wanted to reduce our impact on the environment and were able to provide advice on how to do so. They knew exactly what was important to us.”

Toshiba provided the City of Kingston with a state-of-the-art managed print service that met all the council’s objectives.

“We‘ve not only saved ratepayers’ money”, says Danielle “but we have been able to consolidate all our printers into a single contract that is so much easier to manage. We simply pay a monthly amount, which is made up of our lease plus a pay-per-click copy charge, with no charge for scanning. The system reports our usage back to Toshiba and automatically re-orders toner as we need it.”   

The Result: 

png

Toner has been a significant part of the savings, as the council now only buys what it uses. “Before this contract”, explains Danielle, “we had to hold stock of toners, and we had people going out and buying for individual printers. Toner has a limited life but now ordering is automatic.” 

"Toshiba sends out the toner as it is needed – there’s no wastage", says Danielle.

The council has some specialist printing needs, such as the large format plan printers for engineering drawings, and where Toshiba does not have a printer in its own portfolio, it will supply the best fit device from another manufacturer, under the same single contract.   

The IT department loves the solution because all the printers are on the network, with none plugged into individual PCs, meaning they have full visibility of all devices. One of the reasons some users gave for wanting their own printer was the fact that they had sensitive and secure documents – but the Toshiba solution addresses those concerns with its security capabilities, with print jobs not released until the user explicitly requests it, removing the risk of secure documents falling into the wrong hands.  “One of the biggest benefits for IT”, says Danielle, “is that because we now have a managed service, paid for from operational expense, IT don’t need to worry about the timing and budgets for replacement equipment. We can simply refresh within the contract.”  

The council is particularly impressed with the ways in which the Toshiba equipment helps the council meet its desire to be environmentally responsible. “The Toshiba system gives us the option to enforce double-sided printing, significantly reducing our previous paper usage, and has an option to easily cancel a print job before it starts. The reporting shows us what we have saved with these measures, in terms of the number of trees and amount of water. On top of that, Toshiba devices have a high percentage of recycled or recyclable components.” 

The City of Kingston is delighted with its partnership with Toshiba. “The three factors that really made a difference”, confirms Danielle, “are their understanding of local government and the challenges we face; the fact that they are very responsive if we need help and proactive in telling us about new technology and capabilities. As well as sharing of our environmental concerns and the advice they give in helping us to address them.”

“Choosing Toshiba’s managed print service has made a big difference to our budgets and our contract management.” Danielle concludes. 


City of Kingston
PO Box 1000 Mentone,
VIC, 3194

P: 1300 653 356

www.kingston.vic.gov.au

 
Toshiba (Australia) Pty Ltd 
Building C, 12-24 Talavera Road
North Ryde NSW 2113
Australia 

P:  1300 794 202

www.toshiba-business.com.au

Download Case Study



Ready for the next step? Let’s talk.

Contact a Toshiba Business Solution specialist and start your digital transformation journey with Toshiba today.

Copyright © 2021 Toshiba Corporation. All Rights Reserved