February 25, 2014

Middlesex University wins another award

Middlesex University wins another award with CDS' innovative solutions.

Middlesex University wins another award.

We are delighted to announce that our client, Middlesex University, has received another award for their visionary approach to the development of a fully integrated digitisation and managed print service.

Middlesex University was commended in the Universities and Colleges Information Systems Association (UCISA) Award for Excellence. The UCISA is an awarding body representing the whole of the higher education (HE) sector, and increasingly further education, in the provision and development of academic, management and administration systems.

UCISA wrote:

Their submission focussed on a number of institution wide initiatives which had, at their core, the development of a fully integrated digitisation and managed print service. The panel noted that this was a significant initiative which required a cultural change within the University in addition to the technical solutions being implemented. In particular, the panel considered the digital mail element of the initiative – where incoming post is scanned using barcode technology and delivered via a bespoke software package – as particularly innovative.”

CDS’ positive contribution

Since 2010 CDS has worked in partnership with Middlesex University to developed a market leading solution that blends technology and expertise to help the university achieve its vision of moving away from a traditional paper based systems and to become a digitally enhanced, paper free environment.

Key aims:

  • Increase efficiency
  • Reduce overheads
  • Enhance user experience
  • Improve the overall process and information accessibility
  • Promote real financial savings through paper and energy consumption
  • Better utilisation of physical space.

Project highlights

Project highlights include rationalising Middlesex University’s 1,177 print and copy assets down to a fleet of 81 Multi-Functional Devices (MFD’s), a staggering 93% reduction!

Middlesex University is also the first university in the UK to offer free student printing and copying for academic use to all students.

Key facts summary:

Printer-Scanner-Copiers (MFDs)

In the initial weeks of installation, the printer-scanner copiers across Hendon and Archway campuses eliminated 227 kilos of greenhouse gases from being produced. The implementation of automatic double sided print and the subsequent deletion of approximately one unwanted print job in four saves on average seven trees.

Digital Mail

31,175 items have been received and scanned through the digital mail room, equating to a saving of 41.11 kilos of paper not circulated, stored at or disposed of at the University.

Archive

Since the introduction of the bulk scanning and archive service, and the rationalisation of the Hendon campus, we have reduced the archive boxes held on site from 220 down to 60, releasing space and allowing ready access to digitised information on MEDS. In the process we have digitised 73,502 files, adding 669,060 searchable documents to MEDS.

Middlesex Electronic Document Storage (MEDS)

The original system was constrained to a restricted number of users. The new solution was structured in such a way that new users could be added quickly and easily. This has seen adoption and usage grow significantly.

Since the launch of the solution, the number of documents stored has increased by approximately 30% to in excess of 700,000. The number of users accessing and actively using the system has also grown to over 1100, an increase of approximately 65%. Usage of the system measured against the number of effective document searches has increased to 36,500 per month, an increase of 27%. The system is actively processing in excess of 15,000 uploads per month. More than 146,000 sheets of paper have been scanned to date, drastically reducing the number of files on site, increasing physical office space and providing more efficient access to archived records.

Download a copy of the UCISA Submission Paper.

Editor’s notes

In October 2013, Middlesex University won the Highly Commended Award in the Innovation in the Use of Technology category at the British Institute of Facilities Management (BIFM) Awards.

CDS services for Middlesex University include:

  • Print Management
  • Reprographics
  • Digital Print
  • Fulfilment and Distribution
  • Design Support
  • Digital Mail
  • Scanning
  • Online Archived Document Management
  • Managed Print Services for Academic Staff
  • Managed Print Services for Students