For consumers and businesses everywhere, the trademarked yellow trucks and vans of Ryder TRS, the second largest truck-rental provider in the US, have become a familiar sight. These yellow trucks, which number nearly 30,000 nationwide, are treated with a nearly $100-million annual maintenance regimen and have come to symbolize Ryder TRS' commitment to an enjoyable and reliable truck-rental experience. Today, Ryder TRS operates as a wholly owned subsidiary of Budget Group, Inc. Budget Group also owns Budget Rent-a-Car Corporation. Budget is the world's third largest car- and truck-rental system.

The Challenge

As a result of its merger with Budget, Ryder TRS was converting from an AS/400 legacy information system to an Oracle system to handle its major business processes. The new system was incompatible, and the company would no longer be able to print its more than 40,000 monthly invoices and statements using the current line printers scattered throughout its 200-employee Denver, Colorado, location. Realizing that it would have to acquire new printing devices compatible with both  AS/400 and Oracle, Ryder TRS used this opportunity to find a solution to streamline its enterprise-wide print workflow. Specifically, Ryder TRS wanted to free end-users from tasks such as printing, clearing paper jams and picking up reports. In addition, the company wanted to reduce document-related costs by bringing in-house the large volume of color and complex print and finishing jobs (such as spiral-bound presentations and three-ring binder reports) that were being outsourced to local copy shops.

The Solution

Ryder TRS consulted IKON, its incumbent supplier of departmental copier/printers. IKON examined the customer's invoice and statement print workflow, including a complete analysis of the company's in-house and outsourced print jobs and costs. Together, IKON with the company determined that consolidating copier/printers in a centralized copy center would meet Ryder TRS' cost and productivity improvement objectives. IKON also demonstrated the additional cost efficiencies attainable by outsourcing the management and staffing of its copy and mail center operations.

Ryder TRS agreed that IKON's proposed solution would meet its stated objectives. "With its broad array of products and services and its ability to provide solutions from multiple manufacturers, IKON is always ready to go to the next step with us as our needs evolve," says Sandy Peterson, office manager for Ryder TRS.

Today, IKON's on-site staff manages the day-to-day operations of Ryder TRS' centralized mail and copy center. The center not only prints the volume of statements and reports based on data from the Oracle system (which were previously handled by the distributed line printers) but also handles mail and produces a range of high-volume, color and advanced print jobs required by end-users. IKON maintains output equipment in the copy center to support these needs including Océ 9245, Océ 9260, Canon 6085 and Canon 1150 devices. "Now that we outsource to IKON, our employees are able to focus on their jobs rather than on distractions such as changing toner and running print jobs to local print shops," observes Peterson. "When we submit documents to the copy center for production, we're assured of a high-quality end product since IKON takes the time to do the job right. Its dedication to quality is contagious, and it helps strengthen the positive attitude throughout our office."

Added Value

In addition to providing copy center and mail center outsourcing services, IKON also supplies and services Hewlett-Packard printers for Ryder TRS and continues to support convenience copiers throughout its Denver location. The IKON-managed copy center not only produces print jobs faster and with higher quality, it has also brought additional productivity and cost savings benefits. For example, Ryder TRS used to preprint its invoice and statement forms and inventory them until needed. Now, IKON has electronically recreated Ryder TRS' forms using the Océ 9200 series printers and Océ PRISMAflow software and prints them on demand for just-in-time delivery.

IKON has continued to develop innovative ways to meet Ryder TRS' document management needs. For instance, Ryder TRS needed a process for formatting a repetitive print job that originates in its Florida location. IKON designed an electronic workflow that routes this print job to a device in the Denver copy center where the job is formatted using the forms capabilities of Océ PRISMAflow software. The job is then electronically rerouted to Florida and printed. This solution allows Ryder TRS to leverage its existing investments and minimize the amount of on-site hardware and software required.

The Results

With IKON as its sole provider of document outsourcing services, Ryder TRS benefits from streamlined supplier relations and IKON's consistent approach to managing documents throughout Ryder TRS' facility. Ryder TRS is able to save thousands of dollars each month by outsourcing its copy center and mail center management to IKON, plus the arrangement has freed end-users from time-consuming document-related tasks. "I was absolutely amazed to learn that we could save money while receiving so much in terms of benefits. Four years ago, almost everything we did with our documents was piece-meal and labor-intensive," says Peterson. "Since we began working with the IKON team, it has effectively implemented ideas on helping Ryder get back to its core business renting trucks."

As Ryder TRS' needs continue to evolve, the company turns to IKON to support its changing requirements. The strong relationship between IKON and Ryder TRS will also extend to encompass Budget Group, Inc.; as IKON will supply and manage copiers for both organizations.

Peterson's advice for firms tackling similar challenges? "Fully research the benefits that outsourcing can have for your business. Then, call IKON. With its expertise in document management, IKON has helped make our processes more efficient and productive while lowering our cost of doing business."

Joe Solicito is a government solutions consultant for IKON Office Solutions. You can contact him at jsolicito@ikon.com.