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Education

Schools, colleges and universities have to deliver their curriculum with ever tighter budgets. If educational standards are to be maintained, they have to find efficiencies - harnessing the power of digital transformation to automate processes, eliminate waste, streamline operations. Toshiba is top of the class when it comes to helping you achieve digital transformation for maximum efficiency.

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Education

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  • Benefits
  • Brochure
  • Customer Stories

Solutions for Education

 

 

Automating Admissions

Automating admissions

We’ll help you achieve your enrolment goals, by streamlining onboarding (and offboarding) workflows. With our know-how, you can automate the process of capturing information, sending it to the right departments, managing approvals and filing for rapid search and retrieval.

 
 

Testing, testing

Whether it’s primary school NAPLAN or degree level work, grading students’ performance and updating their records is at the heart of your operation. Let us help with digitising your paper-based systems to save you time, resources and cost.

Testing

 
 

Bring your own device mobile printing BYOD

Student and staff services

Staff and students need information on the go. They’ll expect to be able to print from information systems, using their own devices. Offering ‘BYOD’ mobile printing enhances their educational experience, but you still need to enforce your print rules, ensure security and charge the costs back to individuals or departments.

 
 

Remote learning

Not just an essential in a pandemic, remote learning is a valued educational channel at any time, allowing you to broaden your faculty student base and course offerings. Remote learning requires an efficient and secure flow of documents. Toshiba can teach you how.

Remote learning

 
 

Office management

Office management

Beyond the classroom, automated workflows can deliver efficiencies, for example in invoice management, incident reports, staff appraisals and building maintenance. Intelligently validate requests, assign for approval and route for payment.

 
 

Communication

With campuses hosting potentially thousands of students, you need to be able to efficiently communicate with them interactively. Toshiba provides the latest interactive flat panels and solutions so that everyone gets the message.

Communication

 
 

cleen and green sustainability

Clean and green

You’re educating the next generation, and they are super-environmentally aware. Show them how you’re doing your part, by minimising paper and reducing waste. Digital documents, automated workflows and online search and retrieval are the key.

 
 

Compliance and security

You hold detailed information about students and staff and must ensure it is kept securely, and only accessible by authorised users. Sophisticated document management systems from Toshiba will ensure you are fully compliant.

Compliance and security

 
 

Efficiency

Automated workflows help to streamline processes and enable staff to be more productive.

Environmentally responsible

By replacing traditional paper formats with digital documents, you save resources, for a positive environmental impact.

Compliant

Ensure that all documents are managed to regulatory standards for security and retention.

Reduced costs

Streamlined processes reduce the volume of paper required and staff time to handle and manage it.

Clear communication

Rapidly get messages to every part of your campus and beyond, from one central management point.

Enhanced print service

Offer printing from anywhere, any device, with full print rules and chargeback.

 

Read what our customers have to say

 

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Success Story

Customer: Williamstown High School

Country: Australia

Industry: Education


The school is spread across two campuses – years 7-9 are in a new building at the aptly named Bayview Street campus. The senior years are in the original school building, which dates from 1867 and which became Williamstown High School in 1914.

Williamstown sits on a promontory into Port Philip Bay, at the mouth of the Yarra River, giving it spectacular views across the water to the City of Melbourne. Williamstown High School is one of the oldest government schools in Victoria, having celebrated its centenary in 2014. This is constructed on strongly environmental principles, with open architecture, a series of ponds providing recycled water for the grounds, and solar panels for power. 

“Our aim”, says Gino Catalano, Principal of Williamstown High School, “is to provide excellence in all areas, and offer a range of pathways. We want to provide the right environment to achieve the best educational experiences for all students. The theatre is a practical example of how we cater for diversity to deliver that experience.”

The school used the centenary celebrations to raise funds to build the Centenary Theatre, a 304-seat facility that serves not only the school, but the whole community, and recognises the school’s strong performance in the arts over many years. 

The Challenge: 

When it comes to technology services, the philosophy is just the same – Gino wants to ensure that pupils, teachers and administrative staff have access to the best possible equipment and services. For a school, print, copy and scan technology is absolutely essential and must be reliable, easily accessible and fit the school’s budget. 

The school was not happy with the high maintenance costs associated with the its previous provider, so it issued a tender, created a shortlist and asked three companies to put in a detailed submission. “Service and reliability was a big factor in our appraisal”, says Gino. “I had staff telling me that the old machines were impacting on what they could do with students. Our teachers are very committed, and some were really emotional about the effect that this was having on their classes.”

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The Solution:

The school was impressed by the managed service proposal put forward by Toshiba’s Rob Colonnello. It included machines in all staff rooms, and inside or close to the classrooms, with quality colour printers for VCE Art students’ folios.  It offers printing, copying and scanning to the school’s cloud storage system. 

“Toshiba offered a great solution at a very competitive price”, explains Gino. “We were so keen to get going with the new technology that we terminated the previous contract early and Toshiba put in some temporary machines to get us up to speed faster.”  

The difference to the school has been immense. “With the scanning capabilities we now have in place, we will be able to access documents for the next 99 years”, explains Gino. “We have extensive archiving stored all over the place, hard and softcopy, so that guarantee was really important. We had previously had to purchase storage rooms just for documents, so we’re now working through the regulations to understand what we can scan and store electronically to dramatically cut down that physical storage.”

The Result:

“Our teachers had filing cabinets with material they have built up over the years”, he goes on. “We had one staff member who had been a maths teacher with us for 45 years. When he retired he realised he had a mountain of resources, and he wanted to share them with the younger maths teachers. Once the Toshiba system was in place, he spent every spare moment of his final term scanning all his documents – it is wonderful to know that all that intellectual property will not be lost, but can be used by other teachers in the future.”  

It’s not only the teachers who are benefitting from the new system – students are uploading their own CVs and portfolios, secure in the knowledge that they can access their content even after they leave the school.

Gino has been impressed with the way that Toshiba has engaged with the school. “Their attitude is that they’re in this for the long haul and they want to ensure we’re happy”, he says. “Rob’s people skills make him an excellent account manager and we appreciate the honesty, reliability and prompt service we get from everyone we deal with at Toshiba.”

The ultimate proof of success is the reaction of staff. “I have had staff go out of their way to come and tell me how happy they are with the new print, copy and scan facilities”, concludes Gino. “That to me says the project has been an unqualified success.” 



Williamstown High School

Bayview Campus
Bayview St, Williamstown
VIC, 3016
P: 03 9399 9228

Pasco Campus
76 Pasco St, Williamstown,
VIC, 3016
P: 03 9397 1899

www.willihigh.vic.edu.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


Success Story

Customer: University of Tasmania (UTAS)

Country: Australia 

Industry: Education

The Client 

The University of Tasmania (UTAS) is one of Australia’s oldest and most prestigious universities. Given its location close to some of Australia’s unspoiled and wildest land and seascapes, it is not surprising that it is renowned for its specialist maritime institutes, and the courses it offers in environmental and wilderness studies. 

These are just part, of an impressive range of undergraduate and postgraduate studies and research programs. Although relatively small at just under 34,000 students, UTAS punches above its weight with a prospectus that includes courses in arts, law, education, medicine, sciences, engineering and business. 

The Supplier

With over 25 years experience in Managed Print Services, Winc Hobart has proudly been providing tailored IT and copier services to small and medium sized businesses.

Proudly partnering with Toshiba, they have three offices based in Hobart, Launceston and Devonport. They are a dynamic provider of technology solutions and aim to revolutionise the way their customers do business to increase productivity. 

The Challenge

Like all educational organisations, one of UTAS’s key currencies is documents. Students and staff alike need to create, share, read, as well as store the written word and images. UTAS offered a print, copy, scan and fax service to all university users. 

UTAS realised their printing system wasn’t aligned to their requirements and decided on a refresh, with several goals: 

  • Reduce overall costs
  • Reduce the number of devices
  • Move to a usage based payment model, rather than having to purchase or lease equipment and software
  • Capture more detailed information about use of the service
  • Streamline and consolidate their invoicing process

As a particular champion of environmental education, they also wanted to reduce their own environmental footprint as much as possible. UTAS issued a tender, which was won by WINC, their existing print services partner, and the largest supplier of Managed Print Services in Tasmania. 

WINC proposed an On-site Managed Print Service (OMPS), including a fully managed roll-out. In putting together their proposal. WINC undertook an extensive audit and discovery process, using digital auditing tools and physical site walks, to identify the university’s print fleet.

The exercise found several hundred printing devices, including a large number of un-audited locally connected personal printers. There was clearly significant potential for fleet optimisation. They determined what could be retained, what needed immediate replacement and where there were opportunities for centralisation and consolidation.

The Solution 

The result was a winning OMPS solution, which has allowed the university to achieve their overall goals and more. 

The OMPS captures detailed data about usage, in order ensure accurate and timely billing. The university then passes on the cost of printing to users, and through the PaperCut MF software, they can see who is using the MFDs, at an individual, department and location level. 

With multiple users accessing multiple devices right across the campus, flexibility is important. Through PaperCut, users can send a document to be printed, where they can roam between devices and/or re-route printing from one device to another. 

WINC’s modeling estimates that PaperCut will drive a reduction in hard copy printing of at least 10% equating to approximately $500,000 over the life of the contract. 
In just the first six months the university saved close to a million printed pages amounting to tens of thousands in direct savings, as well as an overall reduction in the Universities carbon footprint. 

Security and confidentiality are of the up-most importance for UTAS. The print release and cancel function, ensures that a document can not  be printed until the user is physically there to collect it, preventing sensitive documents being seen by anyone other than the user. PaperCut also offers the option to cancel a job rather than releasing. This plays a significant part in reducing print volumes, as a proportion of users decide they don’t need the printout, or have printed in error,  after sending the job to the printer.  

The students are now able access devices via a ‘stored value’ pay as you go card, or through digital identification services, helping UTAS to save paper by reducing printed impressions and reduce cost spend on consumables. 

The new print system delivers an annualised saving of at least 30% on the university’s past expenditure while creating a truly functional and connected print 
environment. 

The Result 

Overall, the university is delighted with its decision to work with WINC and with Toshiba technology. “It’s rare you get to do a project that overachieves in several areas that are vitally important to an organisation’s goals”, says Richard Wilson, Infrastructure Programme Manager at UTAS. “In the case of the Onsite Managed Print Service project we seem to have done this and more.

Like most projects, we want to save the University money, which we have. However, the environmental outcomes in this project are particularly rewarding. Not only have we achieved real benefits for our carbon footprint, our users get full visibility of the environmental impact their printing has.  

The OMPS empowers the university to make informed choices about their printing needs. A great outcome that both WINC and the University can be proud of.”- Richard Wilson, Infrastructure Programme Manager, UTAS 

As the technology provider, Toshiba are delighted to have such a high profile client with such a successful outcome. It is also a testament to Toshiba and WINC’s strong partnership that they worked so well together to ensure the best outcome for the client.  

Hari Tharmakumar, National Channel Manager of Toshiba says “We are privileged to Partner with WINC for best of breed technology from Toshiba in achieving UTAS’s goals.” 

It’s a sentiment echoed at the highest levels in Toshiba’s Electronic Imaging Division: “Toshiba has shared a long and successful partnership with WINC in Tasmania and is very proud of the collective efforts of our respective teams in ultimately winning such an important and prestigious contract as UTAS”, reflects Bret Davies – General Manager Toshiba EID Australia, New Zealand and the Pacific Islands. 

 


Winc Hobart
120 Campbell Street,
Hobart, TAS, 7000
P: +61 3 6232 4100

The University of Tasmania
P: +61 3 6226 2999
www.utas.edu.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: +64 9 570 8530

www.toshiba-business.com.au 
www.toshiba-business.co.nz

Download Case Study

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Success Story

Customer: Papanui High School

Country: New Zealand 

Industry: Education 

The Client 

Established in 1936, Papanui High School is currently the fourth-largest high school in Christchurch. with an enrolment of more than 1,550 students, employing 120 teaching staff and 60 support staff. As a public school, Papanui (PHS) receives funding from the New Zealand Government but its executive and staff retain the autonomy to manage their own logistics. It’s a large, complex, fast-moving organisation with almost 2,000 stakeholders on-site every day.  

Papanui High School has previously worked with BDL and Toshiba for photocopiers as well as engaging them for a full service solution. 

The Supplier 

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Business Distributors Limited (BDL) is a family-owned and operated company serving businesses of all sizes in New Zealand since 1973.

Proudly partnering with Toshiba, their dealership is based in Christchurch with offices around New Zealand. They are a dynamic provider of technology solutions and aim to revolutionise the way their customers do business to increase productivity.

The Challenge 

The school was struggling with a large volume of paper, a challenge compounded by the introduction of a new government payroll system.  “Like many schools - they had a system in place to take care of the students, but nothing in place to take care of the staff.” says Seth Butcher, National Solutions Group Manager, Toshiba Australia. 

The manual filing systems were cumbersome, time-consuming and increasingly expensive. “The challenge we faced was a mountain of paperwork really", says Gaye Parlane Executive Officer, Operations at Papanui High School. "The administration side of things was creating a lot of paperwork, and the introduction of Novopay in 2012 created even more paperwork."

Ben Huston, Toshiba Dealer Principal at BDL, says that Papanui approached them looking for a document management solution, but were also looking at the potential for managing other aspects of school life. They spoke about accounts payable, staff on-boarding, managing documentation, letters and more. 

Servicing the payroll and movements of almost 200 employees was a “logistical nightmare”, says Ben, creating inefficiencies and eating into the time required to support the day-to-day running of the school. 

The Solution

Papanui had been with their previous supplier for more than two decades but having worked with BDL and Toshiba placing photocopiers in the school, Gaye says that she didn’t hesitate to use them again. 

“It was important to me that when we got this particular program, that we actually trust who we go with to put that in” says Gaye.

Seth Butcher says that Toshiba and BDL began by auditing the processes surrounding staff management; focussing on recruitment, on-boarding, contract 
management, and salaries. 

“Tackling the paper-based processes was key, so we put in a workflow solution with document management that digitises the process from start to finish” says Seth. 

The school eventually implemented a full Toshiba One solution incorporating Multi-Function Devices, PaperCut software (enabling printing to anywhere within the school), digital signage for noticeboards throughout the campus, and most recently a full document management and workflow software system. 

“They came to us with a specific problem, asked if we could help, and loved that everything could be managed from a central location,” says Ben Huston. “They were blown away by the time savings”.

"Tackling the paper-based processes was key, so we put in a workflow solution with document management that digitises the process from start to finish" - Seth Butcher, National Solutions Group Manager, Toshiba Australia.

The Result 

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Since implementing these solutions, the school has remained in regular contact with BDL and Toshiba. “We’ve become a trusted advisor. It’s an ongoing 
relationship” explains Ben. 

Happy with the progress that’s already been made, the school are enjoying the time and cost savings that Toshiba has been able to deliver.

Jeff Smith, Principal says that “the paper war that normally hounds a school has started to be eliminated…we’re really pleased with how it’s working”. 

The addition of the document management system since the initial solution was deployed speaks to a happy client who is engaged and satisfied with their service so far, and a provider who is in tune with the individual needs of their customer. As Ben says, it’s an ongoing relationship. 

Papanui High School are looking into further developing their systems with BDL and Toshiba, emboldened by the success they’ve already had with a trusted supplier. 

An automatic accounts payable system, student management systems, and telephony and voice solutions are all currently being discussed for future implementation. 

BDL and Toshiba also sponsor Papanui High School’s major prize giving at the end of each year, which Principal Jeff Smith describes as a “fantastic bonus for us”. The prizes are awarded in recognition to some of the school’s top-achieving students, but also those who just work hard. 

Asked if BDL and Toshiba will still be working hard together in 20 years, Ben Huston is adamant: “Absolutely!”


Business Distributors LTD (BDL)
2 Washingston Way, Sydenham, 
Christchurch, 
New Zealand, 8011
P: +64 3365 0224
www.bdlcopiers.co.nz

Papanui High School
30 Langdons Rd, Papanui 
Christchurch, 
New Zealand, 8053
P: +64 3352 6119
www.papanui.school.nz

Toshiba (Australia) Pty Limited
Building C, 12-24 Talavera Road,
North Ryde, NSW, 2113
Australia
P:1300 794 202
www.toshiba-business.com.au 

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

Download Case Study

Maranatha Christian School  

Success Story

Customer: Maranatha Christian School 

Country: Australia

Industry: Education

Maranatha Christian School is a co-educational, multi-campus school for Christian families located in the south eastern suburbs of Melbourne.

As providers of high quality education and focused on enabling each student to achieve individual excellence, they have been "leaders in Christian education" for over 40 years.

The oldest Christian school in Victoria, Maranatha is set over three campuses at Doveton, Endeavour Hills and Officer, has over 1100 students from Prep to Year 12, and more than 150 staff members.


The Challenge

Maranatha Christian School  

In 2013, Maranatha Christian School decided it was time to explore the market for a new solution to their print and document management needs. At the time, Maranatha had a large number of small printers around the senior school and several multifunction devices (MFDs) in both junior and senior campus. In addition to this fleet they also have a dedicated print room to manage larger print jobs.

Rob Sanderson, Business Manager at Maranatha, said that their previous system was costly and fostered a large amount of wastage. They knew that more efficient and up-to-date technology was available to help them reduce waste, expenditure and provide greater access to resources for staff and students.

“We had been with another provider for many years but they were not able to provide us with the flexibility we required in terms of incorporating new methods of document management. Under our previous solution, we had far too many smaller printers around the school, which were costly to run and meant that we were spending far more than we wanted to.”

- Rob Sanderson, Business Manager

“We had been with another provider for many years but they were not able to provide us with the flexibility we required in terms of incorporating new methods of document management. Under our previous solution, we had far too many smaller printers around the school which were costly to run and meant that we were spending far more than we wanted to” said Rob.

Maranatha were looking for a provider that could help them to achieve their long term goal of moving to a more paperless, e-learning environment, which would allow students to integrate their own devices with, integration across all 3 campus sites.

“We sought a solution that would allow us to reduce printing and move to an electronic system of sharing information through a Learning Management System. We required a simple way of getting information into a digital form, which would allow staff and students to retrieve it as required,” said Rob.

Andrew Hawthorn, IT Technician at Maranatha, said that they were also looking for more user friendly devices and a way to monitor device usage, something their previous solution lacked.

“We wanted our solution to provide a way to clearly track use of devices to help us achieve our goal of incorporating some accountability for usage to reduced waste,” said Andrew.

The Toshiba Approach

Toshiba proposed a staged process, starting with the implementation of new hardware and waste reduction software to enforce printing rules, such as default double-sided printing. This would allow for a more economical solution, even in the short term, with the progressive elimination of small, high cost units, redirecting printing to more cost effective MFDs.

“Find me” printing has also been incorporated where staff and students log into a device to release their print job. This functionality helps to reduce waste through the auto-deletion of print jobs that are not collected.

“We are looking to roll out a swipe card system to release printing. However, we want these cards to have various functions throughout the school, so it will require a coordinated effort to provide a fully integrated swipe card solution, and the Toshiba solution will provide this” said Rob.

“Toshiba showed that they understood our long term vision. They saw us as a distinctive client and offered us the greatest flexibility, allowing us to continually review our solution along the way and make any improvements necessary,”

- Rob Sanderson, Business Manager

Maranatha now also have on-site software that can provide comprehensive reporting on device utilisation throughout the school.

The next phase of the roll out will focus on integrating the e-learning system through Toshiba Capture and Store software. This will allow staff to scan documents to online folders for students to access rather than printing it for them. Staff and students can now scan hard copy originals to editable formats like Microsoft word and share the documents without the need for printed material. Staff can now also scan documents to any destination across all 3 Maranatha campus sites.

“Toshiba could provide us with the most dynamic software solution functionality to achieve our aims with the paperless Learning Management System,” said Rob.

Toshiba Managed Service (TMS) solutions allow for complete tailoring of solutions for clients working on the principle that no two client’s requirements are the same. In this way, they were completely unique in their offering to Maranatha Christian School.

“Toshiba showed that they understood our long term vision. They saw us as a distinctive client and offered us the greatest flexibility, allowing us to continually review our solution along the way and make any improvements necessary,” said Rob.

The Transition

Stage one of the solution was implemented in the January 2014 school holidays.

Implementing the first stage during school holidays helped to minimise disruption, and staff and students took the change in their stride.

Staff are realising the benefits of being able to print on any device on the network and the security that the pin-to-release provides,” said Rob.

The Results

“We have already reduced our overall ongoing costs. The Toshiba solution provides more devices at a lower monthly rate than our previous solution, through the implementation of more efficient devices and removal of the costly devices we had previously,” said Rob Sanderson.

IT Technician, Andrew Hawthorn, agreed. “We have noticed an impact on waste. The software enforced printing rules and pin-to-release are making staff think twice about printing,” he said.

Maranatha are also pleased with the new technology and progression towards their long term strategy.

“The upgrade in technology has been a major plus, we now have more user friendly devices, colour printing facilities and the technology to support our aims with the paperless Learning Management System,” said IT Technician, Andrew.

The relationship between the School and Toshiba is positive and continues to grow.

“We are satisfied with service and support we are receiving, the response times are quick and seamless. We are in constant contact with the development team at Toshiba as we continue to build on our solution, they have been very responsive”, said Andrew.

The Outlook

The Toshiba Managed Services agreement between Maranatha and Toshiba includes periodic reviews to assess the success of the solution in reaching objectives. Maranatha will sit down with their development team at Toshiba mid-year for the first review of progress and to plan for the next phase of the project. Both parties are excited as they continue to work together to realising this cutting edge solution.

“We have embarked on a journey to get to our ideal environment in terms of document management. We are looking at creating a cultural shift within the School.

Ultimately, we want our devices to be a gateway to access our online system, moving to a more paperless method for teaching and learning. We are looking forward to achieving our vision with Toshiba in the coming months,” concluded Rob.


Maranatha Christian School
104-108 Reema Boulevard
Endeavour Hills VIC 3802
Australia

Telephone (03) 9709 7200

www.maranatha.vic.edu.au

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

Telephone 1300 794 202

www.toshiba-business.com.au


Download Case Study

St Mary of the Cross Catholic Primary  

Success Story

Customer: St Mary of the Cross Catholic Primary School

Country: Australia

Industry: Education

Planning document management from the outset


St Mary of the Cross Catholic Primary  

St Mary of the Cross Catholic Primary School opened its doors at the start of the 2014 school year, supporting one of Melbourne’s fastest growing western suburbs. The first school built in Point Cook’s Saltwater Coast estate, St Mary of the Cross started with 170 pupils (P-6), and is projected to grow over the next five years to accommodate around 800 pupils.

Challenge: Eliminate the need for paper-based document storage space

All schools are faced with the need to keep documentation on each student for at least 7 years and in some cases, indefinitely. Principal Leon Colla wanted to break new ground and implement a first class document management system from the outset. “At my previous school, the costs escalated to well over $25,000 to establish a paper-based archive system and computer index. It was futile, as it didn’t actually solve the storage problem as the archives continued to grow,” says Colla. “Buying more filing cabinets is not solving a storage problem - it’s creating one.”

When designing the floor plan of the new school, Leon Colla decided to use the space traditionally allocated to filing cabinets in a smarter way, so they allocated space to the library reading area instead. “We knew we had to look at options that gave us a ‘digital’ footprint rather than a physical one.” The vision was clear, so Colla investigated the options available to provide him with a flexible document management system.

Solution: Scanning to Google Drive with Toshiba and Synergetic


St Mary of the Cross Catholic Primary  

The school needed a document management solution that was, above all, practical and had longevity. Working with Rob Colonnello from Toshiba Managed Services, Leon Colla discovered that the reality of setting up a streamlined document management system was easier than expected. “After seeing a live demonstration of the workflow options, it became clear that Toshiba Capture & Store software, along with our Synergetic management system and Google Drive would provide an efficient, managed solution.” says Colla. “Once the documents are scanned, an editable master list of files is created. The Toshiba software and hardware connected seamlessly to our existing Synergetic system, and provides easy access to staff who need it.”

Rob Colonnello, an Education Specialist at Toshiba, says that schools are seeking digital alternatives to document handling and the system used by Leon Colla is a great example. “Leon refused to let St Mary of the Cross become burdened by paper- based documents and had the foresight to prevent paper based storage from becoming an issue. Considering the issues we’ve seen at established schools in recent years, this will save some real headaches in the long run.” says Colonnello.

Toshiba Capture and Store is a document capture middleware/software that is simply embedded in the multifunction device, then acts as a bridge between paper and electronic document flows, helping to streamline the processing of information and increase efficiency. “In this case, the software enabled staff at St Mary of the Cross to scan, direct and store their documents using their existing Synergetic document management system.” says Colonnello. “Our software is inexpensive yet powerful, making it perfect for schools.”

Staged implementation

The scanning and storing process has been implemented in stages, with existing paper-based archives being progressively scanned by an administrator each week. “There are already paper-based assessments, enrolment documents and special reports existing for each child at the school, even though we’ve been operating less than a year.” says Colla.

Short transition phase

“After seeing a live demonstration of the workflow options, it became clear that Toshiba Capture & Store software, along with our Synergetic management system and Google Drive would provide an efficient, managed solution.”

– Leon Colla, Principal

Establishing good document management processes at the outset means there has been only a short technical transition time. “As the software was new to the market, and we were one of the first to implement it, the technicians from Toshiba and Synergetic had to work together to ensure there was a smooth interface between the Toshiba Capture and Store software and the Synergetic document management system.” says Colla. “Our IT maintenance team were also involved to make sure the school network could handle the new technology and functionality. Coordinating all three parties to work together was probably our greatest challenge and in the end it was really a non-event.”

Approach:

  • Best practice document management techniques used from the beginning
  • Implemented scanning to Synergetic and Google Drive which solves storage, security and access issues before they occur
  • Establishing early staff protocols reduces risk of errors and cost of retraining long term.

Results:

  • No long-term storage issues, compliance requirements now under control
  • Avoided the mountains of documents that traditionally plague most schools
  • Increased speed and accuracy when searching through records of current and past students
  • One seamless, easy-to-manage, future-proof document management solution.

Simplified way of life for staff

St Mary of the Cross staff are integrating document management into their daily practices. “Administration staff are taking on the scanning at this stage, so the protocols can be established and maintained. Other staff leave documents at the office in a small box, and they are scanned and filed then returned quickly.” says Colla. “An administrator initially devoted half a day a week to scanning and storing the backlog. We predict that by the end of our first year in operation, we will have 100% of current documents scanned and stored electronically.”

A benchmark for other schools

The Catholic Education Office has announced that it will be encouraging all Catholic schools to adopt scanning to Synergetic and Google Drive and make the move to digital document management systems.

About Toshiba Capture and Store

Toshiba Capture and Store software can be integrated seamlessly with most document management systems, making it perfect for school use. With clever features, smart functionality and a dedicated technical support team, Toshiba Capture and Store can revolutionise your paper-based document archives.


St Mary of the Cross Catholic Primary
1 Hiddick Road
Point Cook VIC 3030
Australia

Telephone (03) 8376 5400

www.smocptcook.catholic.edu.au

 

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

Telephone 1300 794 202

www.toshiba-business.com.au



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Success Story

Customer: Donvale Christian College

Country: Australia

Industry: Education

Located in the leafy outer suburbs of Melbourne on a large campus, Donvale Christian College is an independent Christian school with a prestigious reputation. Established in 1975, its student population of over 1,000 (P-12) co-educational students has an enviable academic record and it is considered one of Melbourne’s more progressive schools.

CHALLENGE: KEEP AHEAD OF USERS’ TECHNOLOGY REQUIREMENTS

The executive team at Donvale Christian College has long believed that technology is best used when it enhances learning and the quality of human interaction. As a school, this means selecting the most appropriate devices for educational outcomes and having world-class IT support and infrastructure.

Walk the halls of Donvale Christian College and you’ll meet students and teachers who embrace technology and love to learn. Technology use is vital in education delivery and it endeavours to assist students to become better thinkers, better writers and better readers – so much so it forms part of the school vision. 

Each primary school class has sets of surface devices and iPads, and there are large display screens in every classroom. At the secondary level, every student has a laptop with a range of software packages used to support curriculum subjects such as Multimedia and IT. David Conn, Manager of Risk & Business Systems says that from a document perspective, students were driving the need for change. “Our students are living in an increasingly digital world and paper documents become a frustration at school when the students are using apps, emails and software to develop ideas and communicate.” says David. “Scanning enables the students to convert and store documents electronically, which is becoming vital in this environment".

With a fleet of laser printers spread around the campus and three different print vendors, the ICT department was finding it a challenge to manage their printing and document processes. “We had a rudimentary print management system in place but it was too basic for our needs. The small desktop printers had limited functionality and to be honest they were becoming inconvenient for users. We just felt that seeing as technology is so important to the school that it was time to implement a modern, future-proof printing and document management solution.”

THE SOLUTION: DIGITISING PAPER DOCUMENTS

Gavin May from Trident Computer Services is a long standing trusted adviser of the school and has considerable experience in the education and technology sectors. “We decided to introduce Toshiba to Donvale Christian College having seen the results other schools were getting from their Toshiba document management installations.” says Gavin.

 

Eighteen months ago, Maranatha Christian School implemented a Toshiba solution that included a fleet of cost effective multi-functional devices (MFDs), enabling them to scan more conveniently, track and control printing and move to an electronic system of document storage.

Maranatha Christian School in Melbourne’s south eastern suburbs is a similar size to Donvale Christian College, with over 1,100 students (F-12) and more than 150 staff. Since implementing the Toshiba solution, the ICT team at Maranatha have seen a cultural shift within the school and are thrilled by the results.
 
The new solution incorporates Toshiba e-BRIDGE Capture & Store, a document capture middleware/software that is simply embedded in the MFD, and acts as a bridge between paper and electronic document flows, helping to streamline the processing of information and increase efficiency. Around 40 various desktop laser printers were replaced with 16 Toshiba MFDs, each with a user-friendly interface and scanning, colour printing and finishing. Documents can now be scanned, stored, located and released with ease.
Connecting seamlessly with the Toshiba software, the Synergetic document management software and PaperCut MF software helps their Heads of Departments to track, control and reduce printing costs and they reported an immediate drop in costs once the new system was installed.
 

"We realised that Toshiba had the right solution for us, and that they had an in-depth understanding of school environments," 

- David Conn, Manager of Risk and Business Systems 

Trident Computer Services and Toshiba staff worked together to help the school develop staff and student ID cards using RFID technology. “At the moment these RFID cards are used for document management only, however there are plans to move to a cashless canteen and even access control now that the ID cards have been rolled out.” says David.

The implementation phase went smoothly and both Trident and Toshiba staff were highly professional and dedicated to the outcome of the project.” says David. “We expected some resistance from users due to the dramatic reduction in hardware, but the teaching staff and students agree that the increased functionality they’re getting from the software makes printing and document handling far more productive.” David also believes that having the same user interface at each device has increased the speed of uptake amongst users. 

Gavin May from Trident Computer Services believes that the most exciting benefit of integrating a non-proprietary document system like Toshiba’s is not in the immediate term, but in the long term. “Everything is scalable, and in the future, the school will be able to add new hardware and software seamlessly to their system. Once the platform is established, as their needs change over time, a school can readily use the powerful range of features available.” 

 
David Conn is now planning to use ELO Digital software and Synergetic to automate the capture, filing and storage of key emails that come in and out of the school. “This new system enables us to actively integrate ICT into many layers of school life, something we see not as a novelty but as a necessity.”

Approach:

  • Look for innovation in document management at similar schools
  • Ensure document management system supports the innovative technology vision of the school
  • The ICT Department to work with Trident Computer Services and Toshiba for smooth implementation

Results:

  • Scanning to digitise documents and improve access and storage of documents
  • Smooth integration into existing IT network
  • New user interface quickly adapted by users
  • Reduced costs and increased control of printing
  • Future-proof, flexible solution to allow for new hardware and software over time

Donvale Christian College
155 Tindals Road
Donvale VIC 3111
Australia

Telephone (03) 9844 2471

www.donvale.vic.edu.au


Trident Computer Services
Suite 1, 328 Reserve Rd
Cheltenham VIC 3192
Australia

Telephone (03) 8587 7500

www.trident.com.au

 

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

Telephone 1300 794 202

www.toshiba-business.com.au

 

Download Case Study

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