Case Study: Emergency Services Training Facility

A training organization took their legacy print infrastructure to the cloud for a more streamlined, secured and cost-effective print solution

About our customer

EMT posing in front of vehicle with medical gear

A training organization that comprises of four training schools: the police academy, fire brigade and paramedic training centre, and staff members of municipal and regional administration needed to modernize their print infrastructure.

“From a security perspective, the multi-tenant architecture is very reassuring. There is a single shared code base that guarantees security, stability, and innovation.”
— IT Services Manager

Challenge

No visibility into print use across the organization
No cost-control or optimization measures
Time-consuming manual configuration processes

The training organization recently merged the four schools together and it provided an opportunity to upgrade and modernize legacy IT systems, which includes their print infrastructure.

The organization’s IT manager wanted to leverage the benefits of cloud printing and move to a serverless environment that would reduce the burden on IT. The goal was to enable flexibility and scalability to support future growth without having on-premises print servers taking up space and requiring maintenance. Importantly, they needed a print infrastructure with secured guest and pull printing capabilities.

Solution

“Print is no longer a headache. I would call this an invisible system, it’s just there, and it just works.”

— IT Services Manager

6 multifunction devices centrally managed in the cloud
Secured, print-release function for staff and guest accounts
Continuous security updates and design improvements from CloudStream platform

RICOH CloudStream, a multi-tenant cloud print infrastructure was implemented, allowing the organization to eliminate print servers and benefit from the agility and innovation of cloud technology.

The organization’s new office was equipped with six shared multifunction workgroup devices that are centrally managed using RICOH CloudStream’s cloud technology — replacing their legacy decentralized print infrastructure. RICOH CloudStream enabled the organization to securely deploy and control their print infrastructure from a single web interface which reduces the strain on their IT resources and lower costs.

Furthermore, RICOH CloudStream’s Software as a Service (SaaS) functionality allowed the organization to benefit from continuous security updates and design improvements, eliminating IT pain points as infrastructure management and software updates are managed by the cloud platform provider.

Results

Eliminated manual print management
Centralized print queue from mobile or desktop without IT support
Increased security with user authentication via PIN code for guest-printing

With cloud printing for emergency services training in place, the facility's IT manager is no longer required to manually manage their print devices, handle technical configurations, or deploy individual users or groups. With immediate end-user fulfillment and device provisioning taken care of, employees and guest users can easily and securely print to any device from their desktop or mobile devices without IT support or complex configurations and installations.

Designed to protect user data with features including end-to-end server-to-hardware encryption and user authentication, RICOH CloudStream’s secure pull printing capabilities allow users to send their print request to one centralized print queue and authenticate themselves using a PIN code at the printer to release their document for print, helping to enhance the organization’s data security.

With a modernized and streamlined print infrastructure, the organization has eliminated IT pain points and enabled a simple and secured printing experience for visitors and end users.

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