PRINT MANAGEMENT SOFTWARE

Are you in control of your printing? There are many indicators that your organisation is ready to use Print Management software: Does your heart sink when you look at the paper recycling bin? If so, there are ways to effectively reduce print wastage and enhance productivity. Are you concerned about information security or privacy? If so, there are secure ways to authenticate and release documents. Do you cringe when you receive toner or copy cost invoices? If so, there are automated ways to reduce print spend and allocate costs to users, departments or clients. If you have any concerns about printing costs, security or sustainability then Systems Technology’s range of Print Management software will help your organisation save money, become more secure and compliant, and reduce wastage. We can help you:

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Track output from all connected printers

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and multifunctional photocopiers

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Generate the information you need to

their documents up from another

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accurately charge-back all print and copy

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Discourage waste and colour printing abuse by enforcing rules for output

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costs

Let users print from one location and pick

Secure, monitor and control who can

Provide “Follow Me” printing that only

output your company information via

releases documents for output after users

printing, copying, scanning and faxing

authenticate at the device

UNDER CONTROL Version 1.1

PRINT SECURITY CONTROL & CONVENIENCE

Secure print distribution that users love Most of your users are familiar with authenticating themselves to access your building, log into their PC or to collect their voice-mail. Authentication provides control to guarantee security and this can be applied to your network printing too. Print Management software offers many methods of authentication that enable you to allow, limit, stop and track printed documents. But why do users love this? Because with “Follow Me” printing they can collect their prints at whichever device they authenticate at. Anyone can print, anywhere. Collecting their prints from the most convenient device from their own secure print queue. Let us show you how.

Enable users to securely release their prints at any device ‘Follow Me’ printing print queues allow your users to authenticate at any device to conveniently and securely release their prints away from prying eyes Trying to print a sensitive or confidential document in a normal office environment can be difficult, especially when the printer is shared. Confidential documents can be accidentally collected by others, or worse left unretrieved. Wouldn’t it be better if a user’s print jobs were stored in their own personal secure print queue - ready to be released at a network printer of their choice? “Follow Me” printing, with secure print queues, solves the problem of sensitive information being left on printers and gives users the confidence to print series of documents, safe in the knowledge that they can be collected privately whilst they are stood at any device.

Secure network authentication Quick, familiar and secure methods of access Your users are already familiar with logging in securely to your network and perhaps using keycards to access your building. Virtually all types of identification are available for accessing secure print queues too. All access is monitored, tracked and controlled by you. All methods of authentication can link with your existing user directory, such as Active Directory, and can even ‘Self Learn’ which card belongs to who, dramatically reducing admin time.

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Biometric “fingerprint” recognition

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Proximity cards

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Magnetic swipe cards Pin numbers Username/Password

Smart cards

Automatically stop sensitive documents from being leaked Advanced OCR security hunts for keywords that you determine are sensitive If security is paramount to your business then advanced OCR can detect and audit the communication of sensitive information via your own

BLOCKED WORDS PRIVATE CONTRACT

dictionary of sensitive keywords.

PRIVATE

Documents are blocked when a user tries to print, copy, fax or scan a document containing prohibited keywords, such as passwords and account numbers. An administrator receives a PDF copy of the document in question and may notify the user by e-mail that the process has been stopped.

Control and audit who can print, copy, fax and scan Restrict user access to multifunctional printer functions from one central console Multifunctional photocopiers are capable of easily disseminating information from within your company without you knowing, for example by scan-to-email or faxing, but this can be controlled.

PRINT CONTROL CENTRE ROLE

Your users can be granted different access rights to use the various functions of the device, depending on their job role or department, or on an individual basis. Access to any function can be rescinded at any time, and for maximum security a record of every copy, print, fax or scan performed can be stored and examined for keywords.

Director Manager Supervisor Temp

PRINT COPY

FAX SCAN

PRINT COST SAVING AND WASTE REDUCTION

Rules and routing to control your printing Every day your users print a significant number of documents, but not always in the most suitable or cost effective way: documents that could have been printed in black & white are printed in colour; single sheets are used when duplex printing would have been more cost effective; large print jobs are sent to expensive desktop printers instead of print rooms or MFDs. This all happens under your nose, and no amount of user education seems to help. With rules and routing, each print job can be sent to the most cost effective and productive device that you’ve invested in, based upon: colour, number of pages, simplex and duplex or even the application being used. Let us show you how.

Prompt users to print to the most cost effective devices Pop-ups encourage responsible printing by offering alternative ways to print

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Call it force of habit but users tend to print to the same local printer. Maybe not surprisingly, cost effectiveness isn’t high on their list of priorities, even when the next closest printer could be quicker and cheaper to use. With ‘Least-Cost Routing’ a pop-up offers users alternative printers and settings, such as duplex, the associated cost saving and even how many

Printing Policy Alert Please use double-sided printing Use Duplex

trees they have saved. The total amount saved by re-directing jobs to the most efficient printer is easily viewed in a report.

7/10 ORGANISATIONS DON’T KNOW WHAT THEY ARE SPENDING ON PRINT*

* Source: Canon UK

Ignore

Force prints to the most cost effective printers For some printing environments, tough love is the only solution You may find that there are certain situations that require strict print rules to help avoid running up large costs. A prime example is where large jobs are being printed to unsuitable and expensive desktop printers. With rules and routing, you can decide to redirect large print jobs, for example over 100 pages, to more suitable dedicated high-volume printers. The user is either notified as to which printer their job has been redirected or can require a manager’s authorisation to print.

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Printing Policy Alert Your job has been routed to the following printer Ricoh Colour MPF 1st Floor

OK

Stop unnecessary colour printing and save paper Application based rules and routing dictate more sensible and cost effective printing Many documents are unnecessarily printed in colour, the usual suspects being emails and web pages. And even though duplex printing is a common feature on most printers, not all users choose to use it and, therefore, use more paper than they should. With application based rules and routing, printing from individual programs can be controlled for more cost efficiency, such as enforced black and white and duplex printing. Used sensibly, these are the quickest and easiest ways for you to reduce print costs across your entire organisation.

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Security isn’t the only benefit of secure print queues Say goodbye to uncollected prints, duplicated prints and prints sent by mistake We’re all guilty of it, perhaps even you. However well intentioned, sometimes we simply forget to collect prints, impatiently send a print job a second time when the first hasn’t arrived quickly enough, or accidentally print one document instead of another. All these scenarios lead to expensive print waste, something that can be easily identified by looking at the paper recycling bin. Secure prints queues require users to release their prints at the device, where they pick their jobs from a list. Any unneeded or duplicate prints can be manually deleted, or automatically deleted after a period of time e.g. 24 hours.

WASTE PRINTING REDUCTION

PRINT REPORTING & OPTIMISATION

Finally the figures that you need Great reporting helps you to track and assess your organisation’s current document production costs and where savings are being, or could be, achieved. You can view all device usage across your organisation and access reports by user and department, all presented in easy to understand tables and charts. But print statistics can help you do much more than monitor. Either with guidance of your account manager, or on your own, you can identify printing trends, hotspots and dead-zones that are influencing spend, causing bottlenecks or offering poor return on investment. By regularly reviewing your reports you can optimise and enhance your print environment to lower costs and improve productivity. Let us show you how.

Identify devices that are being overworked or underused With simple to understand charts it’s easy to manage your fleet effectively Your complete fleet of devices can be maintained and monitored with reporting from one central console. Not only can you see timely information, such as meter reading and historical device status changes, you can also discover otherwise hidden problems through easy to understand charts. For example, overused devices can fail more often, whereas underused devices don’t fully take advantage of your investment. With device usage reporting and charts you can identify, swap and load balance to optimise and extend the life of your fleet.

DOCUMENT OUTPUT COSTS ACCOUNT FOR UP TO 3% OF AN ORGANISATION’S REVENUE*

* Source: Canon UK

Who is printing what, where and when? Reports to help you understand all individual, department and location printing A selection of pre-designed reports help you to easily understand which users, departments and locations are contributing to your overall print PRINT TREND ANALYSIS

volume. Reporting can drill down into each printer’s print volume, number of jobs, colour and black and white split, duplex pages, and costs. Presented in well thought out tables the powerful reporting can help you quickly identify areas for cost savings and user education for more efficient printing. What’s more, environmental information such as the amount of trees that

TOTAL PAPER SAVED 185 kg paper 4.46 trees 318.06 Co2

have been saved through efficient use of duplex printing can be reported and related to team members to reinforce sustainable printing.

INTRODUCING MONITORING & REPORTING TYPICALLY REDUCES VOLUMES BY 10-20%*

* Source: PaperCut

PRINT COST

RECOVERY & ACCOUNTING

Eliminate “free” network printing and pass on costs Whether you provide printing as a facility to your employees, or as a service to your clients, printing has a cost and certainly isn’t “free”. Print Management software can limit and control print volumes and colour usage, where the aim isn’t to limit productivity but to promote more sustainable, efficient and accountable printing. Print Management software creates an accountable print environment, where users are informed of their printer usage. Being informed influences behaviour, and can help in reducing print volumes. Should you need to charge for printing, you can do that too, billing by user, department, account or client billing code. Let us show you how.

Charging users and departments Printing costs money, so it’s desirable in some situations to charge for prints, or at least keep users or departments accountable One of the easiest ways you can achieve this is by establishing quotas and account balances at user or departmental level, with rules that can prevent printing if the quota is met. This feature is particularly important for schools and universities who need to recover the costs of student printing and copying. Students can be provided with a monthly quota of ‘free printing’ with additional usage being topped up using their institutions contactless payment cards via a payment gateway like PayPal or by using cash. Each printer can be assigned multiple price structures, allowing the tracking of charges to the user as well as internal printing costs.

Cost recovery and budgeting Cost recovery at user, department, client or job code level Every penny counts and the more accurately you can track printing and copying the more effective your budgeting or client billing will be. Every time a user authenticates at a device their activity is tracked. If they belong to a department their activity is added to that of the other members. But what if the print job relates to a specific activity? This is where client and job codes come in. Client and job codes are particularly relevant to solicitors and architects who bill-back their clients for any resources used. Codes can be added at the point of print, copy, fax or scan and their costs calculated in customised reports for billing.

ENFORCING PRINT QUOTAS ENCOURAGES RESPONSIBLE USE OF PRINT RESOURCES TYPICALLY RESULTING IN A REDUCTION OF 30-50%*

* Source: PaperCut

TAKE THE NEXT STEP Arrange your free demonstration today Call 0800 279 0300 or 01634 299 117

PaperCut MF

TM

Systems Technology (S.E.) Ltd Head Office

London Office

41 Riverside II Sir Thomas Longley Road Rochester, Kent ME2 4DP

73 Watling St London EC4M 9BJ

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