Reference: SIS / KSM: Municipal IT service provider in Schwerin
Print and scan management for SIS / KSM Schwerin
Customer
SIS / KSM: Municipal IT service provider in Schwerin
The corporate group is the central IT service provider for the state capital of Schwerin as well as other municipal institutions and companies in Western Mecklenburg. Since its establishment in 2006, SIS GmbH has pursued the goal of providing efficient, secure and future-proof IT services for administration and municipal companies.
A central building block is the User Service department, headed by Andreas Babinsky. With 33 employees, the team is responsible for all client services: ranging from hardware procurement, user and permissions management to print, scan and security services. In total, SIS / KSM supports around 289 employees across the entire association and ensures stable IT operations for public administrations, municipal companies and other participating local authorities.
„Our aim is to provide IT that simply works for the users, regardless of whether it concerns workstation systems, specialist applications or multifunction devices, explains Babinsky.
- Service: Print and scan management
- Industry: Services
The challenge
Many locations, high security, heterogeneous devices
For municipal IT service providers, office printing and scanning to a personal mailbox are among the most frequently used IT services. Every day, numerous documents are generated in public administrations and municipal enterprises, including meeting materials, official notices, contracts, invoices and minutes. These are either printed from office applications or received in paper form and subsequently processed digitally.
At the corporate group, too, precisely this mix of printing and scanning was a central part of everyday working life. Employees print documents from Word, Excel or PDF in order to check, sign or pass them on. At the same time, incoming paperwork such as applications, signed contracts or external letters are scanned directly at the multifunction system and sent to personal mailboxes or defined functional addresses via scan-to-email.
The challenge for a municipal IT service provider is to deliver these processes reliably for many organisations, locations and user groups. Office printing needs to be available quickly and easily, without users having to deal with printer drivers or device assignments. Scan-to-email should work just as easily: place the document on the glass, select the destination and a few seconds later the file is in your inbox. This must work regardless of location or device.
„Especially when scanning, colleagues expect documents to arrive in their email inbox immediately and correctly. That is a given part of everyday office life today,“ says Andreas Babinsky, describing the requirements.
At the same time, expectations regarding data protection and security are rising. Confidential office printouts must not be left unattended at the device, and scanned documents must be clearly assigned to the correct recipient. This is a critical point, particularly in open administrative environments or shared locations. Added to this is the requirement to manage printing and scanning processes transparently and allocate costs accurately according to the originator, without imposing additional steps on users.
For IT, this meant finding a solution that covers office printing and scan-to-email with equal reliability. At the same time, it had to be centrally administrable and flexible enough to cater to varying customer needs. Furthermore, it must not create any dependency on individual hardware manufacturers, as device replacements or new tenders regularly take place in the municipal sector.
Solution
Follow-Me Printing with Genius Bytes
To provide office printing and scan-to-mail as reliable basic services for its connected organisations, SIS / KSM relies on uniform, vendor-independent print and scan management from Genius Bytes. The solution has been specifically designed to securely, easily and cross-locationally map typical office processes in public administrations and municipal companies.
At the heart of the system is centralised Follow-Me printing for office documents. The principle is simple: print jobs from Word, Excel, Outlook or PDF are no longer sent directly to a specific device, but are held centrally. The job is only released when an employee logs in at the printer. This allows staff to collect their documents flexibly from any authorised device within the network, regardless of where the print job was originally created.
„For our users, it is crucial that they can print their Office documents wherever they happen to be working. At the same time, we need to ensure that nothing is left unattended at the device, explains Andreas Babinsky. Especially for municipal IT service providers with multiple locations and hot-desking, this principle is a central building block for security and flexibility.
The printing concept is complemented by a simple scan-to-mail process. Paper documents such as applications, signed contracts or external correspondence are scanned directly at the device and sent automatically to the personal mailbox. Users benefit from clear, uniform operation, while IT retains full control over destination addresses, file formats and workflows.
A key success factor is the uniform user interface. No matter which device is used, users are always presented with the same interface. This reduces training effort and ensures high everyday acceptance.
Furthermore, the vendor neutrality of the solution is of great importance to the SIS / KSM corporate group. Although Kyocera devices are currently in use, the printing and scanning platform remains completely decoupled from the hardware. New tenders or device replacements can be implemented without having to rebuild existing processes.
„This independence gives us planning reliability. We can continue to standardise our services even if the hardware changes, says Babinsky. This is supported by the close support from Genius Bytes, which continuously adapts the solution to current needs and, together with SIS, also further develops individual office and scanning processes.
Your reasons
Why organisations worldwide trust Genius Bytes
For over two decades, Genius Bytes has been helping companies and public institutions to organise their document and business processes securely, efficiently and digitally.
Our manufacturer-independent software solutions combine innovation, data protection and practical implementation - for sustainable digitalisation.
- 25+ Years of experience
- 1.000+ Customers worldwide
- Manufacturer-independent technology
- 100 % GDPR-compliant
- 17 million.+ Print jobs annually
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Result
Stable processes, satisfied users
With the follow-me printing approach from Genius Bytes, SIS / KSM has permanently standardised office printing and scanning to email inboxes. Today, the connected public administrations and municipal companies benefit from a reliable basic service that requires very little attention in daily operations. This is a decisive success factor for any municipal IT service provider.
Documents from Word, Excel or PDF can be printed across multiple locations without users having to worry about printer assignments. Confidential documents are only released after a personal login at the device, which noticeably improves data protection. Scan-to-email is also an established part of the working day: paper documents quickly reach the respective mailbox and are immediately ready for further processing there.
„The system runs very stably and, despite high utilisation, is hardly prone to errors. For us, it is crucial that our colleagues can easily print and scan without any additional explanations or support effort,“ Andreas Babinsky summarises.
For IT, this means a noticeable reduction in workload. Administrative effort for office printing and scan-to-mail is low, as processes are defined centrally and used uniformly. At the same time, printing costs can be transparently mapped to cost centres without imposing additional steps on users. Operations also remain stable and scalable even as user numbers grow or new locations are added.
The vendor-agnostic approach has proven particularly successful. Device replacements or new tenders can be implemented without having to rebuild Follow-Me printing processes, user interfaces or scanning profiles. The solution thus creates long-term investment security. This is a crucial criterion, especially for municipal IT service providers and special-purpose associations.
„The feedback from the departments is consistently positive. The responses are often very pragmatic: It is simple, it works, you can print and scan. That is precisely what we want to achieve as an IT service provider,“ says Babinsky.
With Follow-Me Printing from Genius Bytes, SIS / KSM has established a solution that has proven its worth many times over within its own network. It also serves as a blueprint for other municipal IT service providers who want to organise office printing and scan-to-mail securely, economically and sustainably.
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The system runs very stably and, despite high utilisation, is hardly prone to errors. For us, it is crucial that colleagues can simply print and scan without any additional explanations or support overhead.