Four Print Centers, One Partner: How a Large K-12 School District Brought Much of Its Outsourced Printing In-House
Customer overview
A large K-12 school district serves approximately 26,000 students across 34 schools. Its teachers and staff count on timely access to educational and administrative materials.
The district was under growing pressure to control print costs while keeping that access in place. Heavy reliance on outsourced print vendors made cost management, accountability and service hard to get right.
Outsourced Printing Was Costing Time and Money
Outsourced print expenses kept climbing. Turnaround times from external vendors were slow, and service levels and delivery schedules were inconsistent.
Behind the scenes, staff managed multiple vendor relationships and invoices, while the district had limited visibility into print spending across schools and departments. There was no central way to submit and track print requests. District leadership wanted a solution that would improve service, reduce costs and give the district more control over print production.
Building a Centralized Print Strategy
After a comprehensive print assessment, the district built a centralized print strategy around four district-wide production print centers.
Strategically placed, the four centers support all 34 schools. Each has high-volume production color and high-speed black-and-white systems, inline finishing (stapling, booklet making and folding) and workflow tools. Much of the work once sent outside now stays in-house, with faster turnaround.
With Web-to-Print ordering, faculty and staff submit print jobs and upload files right from their workstations, communicate with production center staff and spend less time managing print requests.
A Right of First Refusal policy completes the model. The district’s own production centers review print requests before work is outsourced, so the most cost-effective method is used and print spending stays controlled and measurable.
Results for Teachers, Staff and the District
Teachers, administrators and staff now get faster turnaround, better service and easier ordering. Staff submit jobs quickly from any authorized workstation.
Moving a significant share of production in-house reduced reliance on outside vendors and lowered overall print-related spending. Consolidating production under a single managed print partner also ended the work of managing many print vendors, contracts and invoices.
Key Benefits
- Faster turnaround for educational and administrative materials
- Better visibility and accountability for print spending
- Less dependence on outside print vendors
- More productivity from production equipment and automated finishing
- Simpler procurement and invoicing
- One partner for a complete managed print solution
FlexTG can assess your district’s print environment and show where centralized production, Web-to-Print and a Right of First Refusal policy fit.
How much of your district’s printing is still going outside?
FlexTG can map your print environment and show where centralized production, Web-to-Print ordering and a Right of First Refusal policy could cut costs and speed up turnaround.