28.08.2008: DJH Association relies on total service in the document business

The German Youth Hostel Association, which next year celebrates its 100th anniversary, relies on the document business specialists at TA Triumph-Adler West GmbH for the organisation of its document management. The benefits of this co-operation are clear to see. The Youth Hostels can now manage their document business at national level, require less time for document management and save money to boot. This has been made possible thanks to a customised system landscape and a comprehensive total maintenance service.

Dortmund, August 28, 2008 – Good service and good value are essential for Youth Hostels if they are to attract visitors. In order to be able to invest in equipment and service, the German Youth Hostel Association needed to reduce its office administration costs. The main priority for the Youth Hostels was reducing administrative expenditure in the document business: “We wanted to allow our highly qualified IT experts to concentrate on their core activities,” explains Ümit Varol, Head of IT at DJH Service GmbH in Detmold. TA Triumph-Adler quickly emerged as the ideal candidate for this project. “We need a service provider with a nationwide presence just like the Youth Hostels, that can offer a comprehensive, flexible maintenance service. TA Triumph-Adler meets all of our expectations,” says Varol.

Before the contract was awarded, costs for printing, faxing, scanning and copying were high. Numerous different hardware systems and time-consuming workflows increased administration expenditure and document management costs. This is where the document business specialists from Dortmund came in. With the aid of the company’s own consulting and analysis concept TOM, they carried out an analysis of the office equipment free of charge. The purchasing costs, the number of systems used, the consumables required per year and the internal processes, amongst other things, were determined. The analysis results formed the basis for a printing solution that is tailored to the specific requirements of the Youth Hostel Association operations. One of the biggest challenges was adapting the entire printing solution to the Citrix system favoured by the Youth Hostels, which they intend to use to manage their entire administration.

Implementation of the new concept began with installation of standardised hardware systems in all of the Youth Hostels belonging to each Regional Association – a key requirement for reducing document management costs. The next step towards cost optimisation involved central administration of the printer landscape in all Youth Hostels. This was achieved using the Accounting4Work WP data entry system, which enabled the Youth Hostels to visualise their output management for scanning, printing, faxing and copying for the very first time. This software also makes it easy to schedule device maintenance. It recognises when a Youth Hostel needs toner or paper, for example. Paper and all other consumables are supplied by the maintenance service of TA Triumph-Adler West, which uses the software to allocate the costs to the respective Youth Hostel operation.

In addition, a form printing solution makes it possible to generate a standard print layout with all printers used in the Youth Hostels. Formatting and content changes – in the letterhead, for example – can be made centrally using this printing solution. This is a key benefit for the Youth Hostels, which will enable them to operate more flexibly in the future as the individual Youth Hostels will no longer have to go through the time-consuming and costly process of procuring headed paper.

The Youth Hostels are currently looking at a cost saving of over 10 per cent in document output, depending on the Regional Association. Apart from these clear savings, there are other benefits to be gained by the Youth Hostels through co-operation with TA Triumph-Adler. The fact that payment is based on the number of pages printed means that office communication costs are transparent and easier to calculate. Costs are invoiced in a fixed monthly amount that includes the rental of the systems and the average number of printed pages.


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About TA Triumph-Adler AG:

In the document business, TA Triumph-Adler is the specialist. The company analyses, individually advises and realises an efficient document workflow for business customers, in both paper and electronic form, and delivers an effective service. With over 190,000 installed systems and more than 34,000 satisfied end customers and 112 years’ experience in the document business, the Group is the market leader in Germany. Over 450 internal document consultants and 500 internal system supporters guarantee an all-inclusive service. The Group is there for its customers in over 13 legally independent solution centres (limited companies) in over 50 locations throughout Germany and abroad. TA Triumph-Adler offers complete and unique modular solution concepts (hardware = TOM ‘Total output Management’; software = DIDO ‘Digital Document Organisation’). The company is a full-line distributor for printing, faxing, copying, scanning and DMS and has its own financial service provider in the form of TA Leasing GmbH, which provides virtually every form of financing for business customers. Together with the specialised TA Triumph-Adler Corporate Consulting GmbH, the document specialist works with established key accounts both within Germany and abroad. TA Triumph-Adler AG has a prime standard rating on the German stock exchange (WKN 749500) and, with 1,365 employees (150 of whom are trainees) generated sales of EUR 416 million during the 2007 business year. The company demonstrates its social and civic responsibility through the Triumph-Adler ‘Kinder in Not’ Foundation, feels a duty to protect the environment and carries out efficient and comprehensive corporate governance. The company’s headquarters are located in Nuremberg.


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