Managed Print Solutions (in depth)

A Managed Print Solution is a bespoke, innovative and sustainable solution, tailored to the specific requirements of your business.

Each solution is unique to your company and there are a wide range of options that can benefit all aspects of your business, such as:

Rules based printing
Define rules for what, how and where documents are printed, and by which users.
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Lock & Hold
Significantly reduce wastage and ensure that the person that sends a document to print is the person retrieving it.
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Follow You Printing
Send a document to print and collect it from any device on your network, even if that device is in a different office.
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Document Security
Protect sensitive and confidential data from accidental or malicious retrieval by using devices with data encryption.
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Cost recovery
Attribute print and copy costs to individual cost centres or budget owners
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As a strategic partner of Ricoh, we recommend Ricoh’s Equitrac Office 4 software to control your Managed Print Solution.  It integrates seamlessly into your network, and is designed specifically to work with Ricoh’s range of photocopiers and multifunction printers.

Watch the Equitrac Office 4 video

 

 

Rules based printing
Significant savings can be achieved by implementing rules based printing via your IT system.  Colour printing is around 5-10 times more expensive than black and white.  Through effective print management you can control which types of document can be printed in colour, or give different levels of permission to different users to limit their usage as appropriate. 

Or, set a rule to determine which is the most cost effective device in your fleet for printing certain types and volumes of documents.  And then have the system automatically send print jobs to that device.

Rules based printing gives you complete cost and document control.

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Lock & Hold

How often do you print a document and leave it on the printer for collection later, only to find it’s disappeared and you have to print it again?  Or as you’re on your way to collect a document you remember something you wanted to change and go back to your desk to print it again.  All of this unnecessary waste is costing your business money that can be easily saved, not to mention the environmental impact it causes or the security risk to your business.

With Lock & Hold printing the document is only printed when an individual user enters their unique PIN number or some other method of authentication such as fingerprint recognition.  This means a user can select the specific print job they need, when they need it, and delete any obsolete or unwanted documents from their print queue.

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Follow You Printing

Follow You Printing takes Lock & Hold to the next level.  Not only does it hold print jobs on the device until the user retrieves them, but Follow You Printing allows users to print and collect their documents from any printer on your network.  So, once they’ve sent the document to print they can retrieve it from any device in any location.  Even if that device is located in a different building in another part of the country.

Avoid having to carry documents, which may be sensitive, between different locations and meetings.  Follow Me print means users can print their documents in situ, and avoiding the issues inherent with transporting company documentation from A to B.

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Document Security

Features like Lock & Hold and Follow Me print significantly increase your document security by restricting individual users to collecting their own print.  Choosing the right equipment as part of your Managed Print Solution is also vital to protecting your data and restricting access to your documents.

All modern printers, photocopiers and scanners include a physical hard drive to store and process incoming jobs.  This means that every single document ever printed, copied or scanned by a device is stored on the internal hard drive.  It just needs to be connected up to a PC and years worth of documents are there for anyone to see.  Where did your last printer go when the time came to upgrade it?

Ensuring your photocopiers and multifunction printers are equipped with data encryption  and overwrite capability means that retrieving documents from an internal hard drive, whether accidental, malicious or otherwise, is impossible.

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Cost recovery

The behaviour of your employees and their attitude towards printing documents can cause costs to creep ever upwards.  Printing documents such as an email in colour when black and white would be fine.  Printing the same document several times when only once was necessary.  It all adds up.

With a Managed Print Solution you can attribute costs to individual cost centres, budget owners and users.  Whether costs are actually redistributed, or you choose to use the data as a tool for helping to raise the awareness of employees, you can regain cost control by using effective print management.

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MPS benefits at a glance

  • Reduce how much you print
  • Reduce wastage
  • Use less toner and energy
  • Improve document security
  • Save money – typically around 35%

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“I am grateful for the good service that was provided by Neon Digital and am confident that we are getting good value for money. I am happy to recommend the company to you as my experience has been positive.”

HEAD TEACHER OF A NORTH LONDON PRIMARY SCHOOL