Making the MFPs think
The service sector includes law firms, consultants, advertising, marketing and PR agencies, auditors and accounting firms, and more. Every day each task is allocated to a specific project. Projects may be short-term or long-term; they may be copywriting for a brochure or a multi-year global consulting engagement. In addition, it is critical that sensitive client information be safeguarded at all times.
Printing, copying and scanning costs have to be allocated on a project basis, so that a detailed invoice for each can be billed to the correct client. Without this level of control, the company has to fund these costs from its own resources. Central reporting must track users, print job date and time, print supplies used, and the MFP used. Also, users must be able to be identified and authenticated when they access the MFP, so that confidential client and project information remains secure.
Printing and copying takes place on shared network printers located in corridors or offices. Printing and copying operations are not monitored and often no central reporting is available. It is difficult or even impossible to search for project-related expenses, or to allocate printed documents to the appropriate project. Reliable allocation of printing costs to projects is haphazard, often done manually based on reports from individual employees. Proper cost reconciliation is simply not possible and secure print procedures are virtually nonexistent.
YSoft SafeQ provides a comprehensive solution for secure, multilevel project accounting. These projects can be further divided into sub-projects, for example, based on phase or topic. In addition, YSoft SafeQ helps ensure document security through password or PIN authentication. The Print Roaming feature lets users retrieve a document at any MFP within the print network, regardless of where they go within the company, simply by authenticating at the MFP of their choice.
Central management of the print environment with YSoft SafeQ enables easy monitoring of all MFPs with detailed information about users, print volumes and print times. As users become aware of costs associated with their printing, they begin to change their habits. By avoiding unnecessary printing, companies can considerably reduce the costs of printing and copying.