Making the MFPs think
The service sector includes law firms, consultancies, marketing and PR agencies, auditors and accounting companies. Everyday work is allocated and accounted to a specific project which can be a one-time or long-term project. Also any additional costs have to be sorted out in the same way. What plays a major role is the security of unique documents often containing confidential information.
Printing, copying and scanning costs have to be distributed based on projects, so that they can be invoiced to the client and the company does not have to fund them from its own resources. Central reporting that can easily trace users, print times and any specific devices on which the print job was printed is a matter of course. When accessing the device, users should authenticate themselves, so that no information can leak beyond or even within the company.
Printing and copying was done on shared network printers located in corridors or offices. Printing and copying operations could not be monitored and no central reporting was available either. It was completely impossible to carry out any kind of search or allocation of printed documents to projects. Allocation of printing costs to projects was done based on estimations only or followed the users’ own inaccurate statistics. The amount of pages actually printed did not match the statistics and the company had to compensate for the difference. There was minimum security for confidential documents and there was a real threat that they might disappear.
YSoft SafeQ provides businesses working on a project basis with a unique instrument for multi-level project accounting where the users specify to which project the respective page belongs and is to be accounted before printing or copying. These projects can be further divided into sub-projects, e.g. based on the phase or topic.
This printing solution will ensure absolute document security, because with the authorization system and the "Follow-me" functionality the jobs sent to print will be printed on any device solely for the job owner and following his/her authentication.
Central management of the print environment with YSoft SafeQ will enable user-friendly monitoring of all operations on multifunctional devices and provide detailed information on users, print volumes and print times. As the users are aware that their print costs are under scrutiny, they will change their habits. Unnecessary printing will be avoided, which will considerably reduce the costs of printing and copying operations.