Docutech - Outsourcing de Impressão e TI

BACKGROUND

Please describe your company and position.

I am the CIO of a toy testing company.
Describe what your company does in a single sentence.

We've been working with Docutech for several years and the experience has been excellent. They handle all our IT and printing operations, including laptops, printers, smartphones, and tablets. What surprises us most is their customer service. The team is attentive, responds quickly, and resolves issues efficiently. Whenever we need something, they are available and willing to help. Equipment management is very organized.
We don't have to worry about maintenance, replacement, or renewal. They take care of everything, freeing up our internal team. Another positive point is their flexibility. When we need to scale or adjust the contract, they adapt without bureaucracy. This makes all the difference for a growing company. The shift from CAPEX to OPEX has also brought significant financial benefits.
Today we have more predictability and can better plan our investments. I recommend Docutech to any company seeking a serious, reliable partner who truly cares about the client's results.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Docutech - Outsourcing de Impressão e TI to accomplish?

• Reduce operational printing costs by shifting from CAPEX to OPEX and eliminating investments in equipment purchases.
• Having efficient and centralized management of printing equipment, with prompt technical support and preventive maintenance.
• Having contractual flexibility to adjust the machinery fleet according to the actual needs of the operation.

SOLUTION

How did you find Docutech - Outsourcing de Impressão e TI?

Online Search

Why did you select Docutech - Outsourcing de Impressão e TI over others?

• Good value for cost
• Company values aligned

How many teammates from Docutech - Outsourcing de Impressão e TI were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

he project covered the full outsourcing of printing and IT infrastructure, including: 

• Assessment & Planning: Analysis of the existing printing environment and definition of the optimal equipment mix.
• Equipment Deployment: Installation and configuration of multifunction printers and printers across all operational units.
• Managed Print Services (MPS): Ongoing monitoring, toner and parts replacement, and preventive maintenance.
• IT Support: Technical support for hardware and software issues related to the printing infrastructure.
• Reporting & Cost Control: Monthly reports on usage, costs, and performance indicators, enabling data-driven decisions.
• Contract Flexibility: Ability to scale the fleet up or down based on operational demand. 

Key deliverables: Fully operational printing fleet, centralized management dashboard, SLA-based support, and measurable cost reduction.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The partnership with Docutech delivered concrete results: Cost reduction: 32% savings in total printing costs within the first 6 months, driven by device consolidation and pay-per-use model. Operational efficiency: SLA compliance above 97%, with average response time under 4 hours for critical incidents. User satisfaction: Internal NPS score of 82, reflecting improved user experience and fewer disruptions.
Sustainability: 40% reduction in paper waste and energy consumption thanks to centralized print policies and automatic duplex. Transparency: Full visibility into printing spend via real-time dashboard with granular cost breakdowns by department.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The transition to the managed model brought valuable lessons that are already being applied to other areas of the organization:

• Pre-implementation engagement: The success of the migration was directly proportional to the involvement of local teams in the assessment and planning stages. Units that actively participated in the diagnosis had 40% faster adoption.
• Clear communication: The change in behavior (from "everyone prints as they want" to departmental quotas and automatic policies) required a well-structured internal campaign. Continuous reinforcement was essential to maintain adherence.
• Contractual flexibility as a differentiator: The fleet adjustment clause was triggered three times during the period, allowing for the reallocation of equipment according to seasonality—something impossible in the previous CAPEX model.
• Next steps: Expand the scope of MPS to the two regional units not yet covered. Integrate the print dashboard with the corporate ERP for correlation with cost centers. Evaluate the inclusion of intelligent scanning and OCR in the current contract. Contract review scheduled for Q4, with a goal of consolidating savings at 40%.

What was your primary form of communication with Docutech - Outsourcing de Impressão e TI?

In-Person Meeting

What did you find most impressive or unique about this company?

The print outsourcing project delivered concrete and measurable results in six months: a 32% reduction in operational costs, an SLA above 97%, an NPS of 82 among users, and an operation with complete visibility via real-time dashboards. More than just cost savings, the migration to the MPS model brought budget predictability, governance over the printing infrastructure, and sustainability—with a 40% reduction in paper and energy waste.
Based on these results, we recommend: Renewal of the contract for another 24 months, with the adjustment clauses that have already proven effective. Immediate expansion to regional units not yet served, replicating the local engagement model that accelerated adoption in the pilot units. Evolution of the scope with intelligent digitization and automation of document workflows, transforming the print contract into a complete document management platform.

Are there any areas for improvement or something Docutech - Outsourcing de Impressão e TI could have done differently?

The print outsourcing project proved that the combination of technology, management, and strategic partnership generates results that go far beyond cost reduction. In six months, we delivered a leaner, more sustainable, and transparent operation—with real savings of 32%, satisfaction measured in NPS 82, and a governance model that finally brought visibility to a historically invisible expense.
Most importantly, however, was the leap in efficiency: we went from managing printers to managing information. And this is just the beginning. Intelligent digitization and automation of document workflows—already mapped as next steps—represent the natural evolution of this project.
We continue with the recommendation for contract renewal, geographic expansion, and scope broadening, convinced that this initiative has established itself as a benchmark of efficiency and innovation within the organization.