Case Study
Single  Source  Management  Services  •  Asset  Consolidation  Management  Services  •  Digital  Migration  Services  •  Do  
cument  Production  &  Publishing  Services  •  Supplies  Management  Services  
End-user  Document  Management  Services  •  Digital  Asset  Management  Services  •  Digital  Migration  Services  •  Docu  
ment  Production  &  Publishing  Services  •  Supplies  Management  Services  
Administration Services   •   Asset Consolidation Management Services   •   Document Imaging & Repository Services   •   Forms Management Services
Office Document Assessment   •   Output Management Services   •   Print Sourcing Services   •   Records Management Services   •   Graphic Design Services
MOBILE MOVES TO 
GREATER EFFICIENCY 
WITH XEROX ENTERPRISE-WIDE
DOCUMENT SOLUTION
In the past, Mobile was struggling beneath its mountain 
of paperwork and machinery. The city was contracting 
with dozens of vendors, using more than 50 different 
models of equipment at its 10 locations. 
As a result, Information Systems employees spent too
much time troubleshooting and maintaining proficiency 
on a vast range of software and hardware. Administrative 
personnel were required to complete an extensive bidding
and purchasing process; thousands of hours were spent 
on invoices alone. Many employees were unable to focus
on mission-critical projects.
City administrators had no idea how much was being spent
to produce documents. No one was able to quantify all of
the expenses associated with bidding, purchasing, support,
training, maintenance and production. There were no 
standard procedures and no consistent look to materials. 
Dubbed by Time Magazine as one of the country’s “hottest”
cities, Mobile, Alabama, is clearly a great place to live 
and work. And now, thanks to Xerox, the city has another
reason to be recognized for its efficient, responsive 
government. With an enterprise-wide outsourcing solution
in place, it takes far less time and money for Mobile’s 
1,500 employees to keep information moving.
On any given day, a diverse range of documents fly out of
Xerox digital equipment and across the network connected
by Xerox CentreWare. At the office of urban development, 
a team reviews massive town drawings; at municipal
court, thick, bound trial transcripts are distributed to legal
teams; at the fire department, EMTs grab color printouts 
to share at a life-saving seminar.
Yet despite these different needs, every department of 
the city faces the daily challenge of delivering information
quickly and accurately. 
The Challenge                       The Xerox Solution
Using its 40-plus years of experience in knowledge 
management and outsourcing, Xerox identified the 
city’s document costs through a multi-faceted study and
then developed an Integrated Document Management
Strategy to streamline operations.
Xerox implemented an enterprise-wide solution—
the people, products and processes to manage Mobile’s
diverse document needs on an ongoing basis. 
“We spent more than two years analyzing the issues,”
explained Christopher Lee, Mobile’s Executive Director 
of Administrative Services. “Xerox was there every step 
of the way, sitting with our employee teams and helping
our city through a difficult period of change.”
and the need for warehouse space to store hard copies.
Through the work of a Xerox graphic artist, city documents
now sport a bold, consistent look. To enable the 
development of the city’s intranet and to share 
knowledge across the organization, Xerox DocuShare 
software has been installed. Overall, on-site Xerox 
employees manage all of the assets, supplies, inventory,
training, maintenance and tracking.
What’s the result of all this innovation? The city of 
Mobile continues to applaud Xerox’s expertise and
facilities management capabilities, citing one of many
results. “We realized a hard-cost savings of $55,000 our
first year alone, exceeding our expectations,” says Lee. 
“Our partnership with Xerox makes us confident we 
can continue to deliver essential services, in an efficient 
manner, to the more than 200,000 citizens of Mobile.” 
By involving staff members early in the process, Xerox 
was able to get people excited about the new systems 
and remove redundant equipment. Fewer assets not only
meant lower operating costs, but it also enabled employees
to spend more time on core business responsibilities. 
Standardization resulted in other efficiencies—the 
number of letterhead variations was dropped from 
13 to two and improvements made on forms, 
typesetting, mailing labels and envelopes translated 
to another $1,000 in monthly savings.
With the new system, employees can copy, print, 
staple, collate, scan, fax and distribute documents from 
the comfort of their network-connected workstations.
When a form is needed, print-on-demand features ensure
an up-to-date supply, and digital file submissions result 
in faster turnaround. In fact, the DocuWeb Library houses
over 500 digital forms, eliminating inventory spoilage 
The Xerox Solution
continued

Client Benefits Close-up
XEROX®, The Document Company® and the digital X® are trademarks of XEROX CORPORATION.
•  Single source vendor—proven operational 
excellence, high accountability 
•  Improved quality
•  Streamlined procedures
•  Elimination of redundant equipment
•  Lower cost, saving more than $50,000 
in first year alone
Xerox, delivering results you can measure.
As a global leader in document services, we are ready to
help you achieve new operational efficiencies and higher
productivity. For more information or to schedule an
appointment with a Xerox Sales Representative, call 
1-800-ASK-XEROX, ext. 934, or visit our Web site 
at www.xerox.com/services today. 
•  Increased efficiency through on-demand 
printing and digital file submission
•  Simplified support structure
and shortened response time from help desk
•  Accurate production tracking,
analysis and reporting
•  Flexible strategy to allow adjustments 
for future advances in technology