State Administration

Segment specifics

Municipal and regional state administration departments and offices are often based in office buildings open to the public every day. Every visitor therefore has free access to multifunctional devices standing in corridors throughout the building.

Client needs

Documents printed on the printers in corridors often get lost or are taken by unauthorized users. As a result, comprehensive control over print operations and costs as per departments, arms or units is fully missing. Preventing leaks of internal documents and gaining control over print operations on multifunctional devices are the biggest challenges for the state administration segment. Last but not least, the printing solution should be set as to prevent unnecessary printing and lead to paper savings and improve environmental protection.

Print environment prior to YSoft SafeQ

Public organizations can employ from several dozen to several thousand staff depending on their scope of action. Some officials may have their own local printers in their offices, but others need to print on larger devices situated in freely accessible corridors. Facing loss of documents, the priority was to introduce an employee authentication system and the "Follow-me" functionality which gives users control over their documents. Thanks to this functionality, the print job follows its owner to any printer within the network and prints the job only after the user has swiped his/her ID card.

YSoft SafeQ as a customized solution

YSoft SafeQ offered public institutions a sophisticated user authorization system by using existing identification cards as well as central reporting covering all multifunctional devices. Users are authenticated on printers by using card readers (other options include PIN, username and password, etc.). YSoft SafeQ instantly recognizes the user and enables print, copying or scanning for this user. Specific printing rights can now be defined for users or groups, so the organization will save resources by restricting color or duplex print.
Central reporting enables the monitoring of costs per departments, groups or individuals, which significantly helps with planning the operating budget. Also available are green reports providing accurate data on how much the organization has reduced its environmental impact.
The YSoft SafeQ printing solution led to responsible user behavior – the users limited unnecessary printing and significantly reduced printing and copying costs.