Reduce cost, reduce waste

Smart Printing: As the leading supplier to the creative industries in Central London, we like to provide solutions that will effortlessly benefit our customers. Our print output management solution is designed to save you time and money (and time is money) by giving you effective control over your entire print fleet. You’ll be able to identify and manage the cost of printing, copying, scanning, and faxing across your company. This way, you can map employees’ printing behaviours and make changes that will help you save on printing waste and improve your company’s efficiency and security. Get to grips with your printing equipment and you could save bundles!

Did you know that every time you print out an email, the coloured links and footers automatically set the printing mode to colour, which is 5 times the cost of mono?

With a combination of automatic rules enforcement and Follow-Me printing, we can help you reduce wasted paper and toner. The system allows users to select print jobs manually from the secure queue, allowing them to delete duplicates and jobs sent by mistake straight from the copier interface. In addition, any jobs that are abandoned in the print queue, are automatically deleted after a while so they don’t take up unnecessary memory space. Moreover, jobs sent in error can be deleted to eliminate unnecessary printing costs.

To slash printing costs, even more, the system can also be configured to default to duplex printing in order to significantly reduce paper usage, or enforce monochrome printing to reduce colour toner consumption. To encourage responsible printing behaviours, jobs can have finishing options customised depending on certain rules, for example, emails will always be printed in black and white, while large documents print in duplex, thus decreasing costs and waste. In addition, large jobs are redirected from desktop printers to multi-functional printers with a lower cost-per-page, so you can start saving straight away!


Security & Compliance

Our system can be used to introduce a completely secure printing environment that demands users authenticate themselves at the printer before their print jobs are released. This way, confidential documents are not left lying unattended in the printer tray for everyone to see. Secured printing holds documents in a secure server and prints them only when users authenticate at the device of their choice using a proximity card, smart card, magnetic swipe card, PIN number, fingerprint, or username and password. The system is deployed centrally and it integrates easily with Windows®, NetWare, Macintosh and UNIX environments, so it is very easy to manage.

Connecting with printers, copiers and multifunctional printers from many manufacturers means it works with your existing fleet and can be implemented straight away. The terminal can be mounted directly on a device for authentication; the smart Follow Me printing holds documents in a secure server until users authenticate and enables users to collect print jobs from any device on the network, anywhere in the company — or in any branch of their company.

Accounting

The system also helps the finance department track and assess the organisation’s current printing costs, allowing internal costs to be charged back and current usage audited. This way you can produce reports to see just how much you are actually saving by printing smart. You could recover thousands of pounds in output costs with accurate cost accounting that allocates individual job costs to specific users, departments, clients or job codes.

Because users need to be authorised on the basis of permission-based access to systems and features, costs can be tracked by file size, paper size, media type, colour or duplexing and pricing can be adjusted for different groups of users. User authentication creates an audit trail, so you can see who printed what document at what time, on which device – this will help you map your employees’ printing patterns and make changes that will help you save precious resources.

Recharging

If you have accounts you need to charge for proofs and print-outs, our printing management solutions allow you to allocate prints to certain job numbers, so you can keep track of your client charges and bill them accordingly. You could recover thousands of pounds in output costs with accurate cost accounting that allocates individual job costs to specific users, departments, clients or job codes, charging extra for any pages over a user’s quota or charge more for colour, and thus encouraging users to print only what they need.

Follow Me printing

With a combination of automatic rules enforcement and Follow-Me printing, we can help you reduce wasted paper and toner. The system allows users to select print jobs manually from the secure queue, allowing them to delete duplicates and jobs sent by mistake. In addition, you can collect your print jobs from any printer, on any floor, of any building, in any city your company is based!

To avoid printing unnecessary documents, any jobs that are abandoned in the print queue are automatically deleted after a while so they don’t take up unnecessary memory space. Moreover, jobs sent in error can be deleted straight from the printer interface, to eliminate extra printing costs. You can just walk up to any printer, present your ID card or enter a PIN and access all your print jobs directly from the printer. You can print whatever you want, however many copies you need!

Be secure in the knowledge that your print jobs will only be released when you are at the printer so no prying eyes will see your secrets.

Volume Control

In addition, you can control who can print what and where. A document with many pages is suitable for a multi-functional printer, but it would be a waste for a desktop printer. We can implement workflows that automatically redirect bulky jobs to heavy-duty printers and alert the user that their job has been diverted. Waste and abuse can be discouraged by setting up quotas to stop users from printing more than they are entitled to. Managers’ authorisation can be required before printing large or expensive jobs. For example, the IT manager may decide to force all e-mails to be printed in black and white, restrict larger jobs from being printed on smaller laser printers, or prompt users to send the job double-sided once it’s over a certain number of pages.

Mobile Printing

Forgot your laptop at home? With mobile printing you can now print directly from your smartphone, tablet or flash drive, saving you precious time! Need to amend a document while you’re on the go? Make the changes on your mobile device and send it directly to the office printer. This way you can make amends straight away and on the move! By enabling printing from any location, you can access your office multifunctional printer with your smartphone or tablet.

No longer do you have to be office-bound in order to carry on your work, you can now send to print or pick up documents conveniently wherever you are. Using true Microsoft Office conversion means all information is digitised clearly and easy to print, with no software to download. Simply email your email account, receive your Mobile Print code and enter it into your closest Multifunctional Printer to hand. It’s that quick! This solution is perfect for multi-site organisations, field sales, telecommuters, corporate travellers, office workers and other mobile business professionals.

Colyer London

Author Colyer London

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