Efficiency through Process Optimization



Hamath Babu, CIO, Aviva Life Insurance, speaks about how his company achieved efficient printing, substantial cost savings, and improved business processes, thanks to Ricohs MPS solution.

By Shweta Rao

Despite the belief held by many business executives that document-driven processes relate only to back office functions, research indicates that this conventional wisdom is off the mark and that optimizing document-driven processes presents a significant revenue growth opportunity.

Harnath Babu, CIO at Aviva Life Insurance, however, wanted to break the convention. Thats the reason he decided to optimize document-driven processes at his company and gain better controls.

Since Aviva Life Insurance operates in a highly regulated vertical, it faces a constant requirement for prints of customer communication and contractual documents.The company had a vast printer network spanning 120 locations with more than 2,800 staff and 24,000 agents. We had already deployed a different vendors MFP solution, but it caused frequent printing-related issues, Babu says. These, in turn, affected Avivas print productivity. Naturally, the company decided to move to a stronger and hassle-free print infrastructure.

Babu then started evaluating vendors who could fulfil Avivas print requirements and provide other value additions too.We have a corporate excellence process that involves rigorous evaluation right from vendor registration to selection, and Ricoh satisfied all the criteria before being selected as our new MDS partner, he says.

Ricohs team evaluated Aviva Life Insurances requirements and recommended a select set of devices along with software solutions, depending upon the printing and document application and usage at each work station. This setup has helped us maintain uniformity depending on usage as well as volume of work done.Some of the unique features offered in the solution have also helped us achieve better usability, he adds.

Getting on Board

Ricohs MDS strategy focused on reducing Aviva Life Insurances cost per print numbers as well as satisfying end-user needs. As a large organization, we were skeptical whether an MDS solution will help achieve



our strategic goal of digitizing business processes and automating workflows that stubbornly remain paper-based, Babu says.Today, his companys engagementwith Ricoh has driven worker productivity by creating the most efficient and effective document workflow environment.

Since the beginning of the engagement that began three years ago, Ricoh has taken its commitment beyond just consumable-based cost savings by adding complementary capabilities such as print management, document scanning, and an electronic document workflow software. And the ROI has been more than impressive. Until today, Ricoh has reduced printing costs by 25 percent compared to the earlier solution.

A Bundle of Benefits

Ricohs MDS has benefited Aviva Life Insurance in multiple ways. For instance, Ricohs Remote software has provided Aviva Life Insurance with activity tracking and analysis capabilities for all printing, photocopying, and scanning. It has also improved the companys placement of devices to avoid print and scan backlogs.

Similarly, it has also helped Aviva Life Insurance protect network and data security vulnerabilities. With confidential information moving through workflows everyday, we need to establish a chain of custody for every document, says Babu.

Also, Aviva cannot risk any business disruption that will result in permanently losing valuable information assets. To this end, Ricohs MDS solution today ensures that document capture processes conform to corporate data protection policies. These policies cover scanned documents both attheserverand desktop levels to mitigate business risk. The solution also creates searchable digital files, eliminating the labour required to hunt for information manually.

Overall, Ricohs MDS has streamlined Aviva Life Insurances printing and documentation processes in a cost-effective and efficient manner, proving that some conventional beliefs have to be broken at times.

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