Case Study: Shawnee Mission School District

Reducing reliance on paper and leading the way in digital learning.

About Shawnee Mission School District

Shawnee Mission School District (SMSD) is the third largest school district in Kansas. They serve approximately 28,000 students and have 4,100 teachers and staff that work in the district’s 33 elementary schools, five middle schools, one alternative site and five high schools.

"The long-term goal was to change the way we teach. To get our staff out of the mindset of print and into an environment where we share and collaborate digitally. Ricoh helped us make that happen."

Drew Lane

Executive director of information and communication technologies

Shawnee Mission School District



We used both hardware and software to help make the school district as efficient and tech-savvy as possible, while still containing costs. SMSD
has been transformed to a digital teaching and learning environment
whose operations are more streamlined and cost-effective.

Our solutions addressed the school district’s challenges:

  • We removed 99 percent of the district’s local desktop printers and replaced them with 270 Ricoh multifunction printers (MFPs), color printers and production printers.

  • MFPs are connected to our Integrated Cloud Environment (ICE), so staff can scan documents directly to a cloud service, rather than paper printing. Scanned information can be accessed electronically from any device. Teachers send documents electronically to students, who have immediate access on their school-issued iPad or MacBook Air.

  • Equitrac® Express print audit software holds teachers and administrators accountable for what they print. Users have to authenticate at the device via their badges to retrieve their document.

  • Customized reports show precisely who is printing, what they are printing and which device they are using.

  • Secured pull print style functionality allows SMSD staff to print anywhere on campus, instead of being limited to one or two MFPs.

  • Our Managed Services took over the day-to-day operations of the district’s print center to streamline the workflow and increase efficiency.

  • Teachers send print jobs electronically in a single step using the TRAC web submission tool. The automated system submits print jobs in seconds and teachers track progress of jobs in real time online.