What is Optimized Print Management?

You spend hundreds, perhaps thousands of dollars on printing, copying, faxing and filing documents each year. Do you know exactly how much it is costing you? The Graphic Enterprises Office Solutions print assessment can help you with that.

First we work with you on understanding your paper processes and work flow. We look at who has access to files, who needs access and where you keep those files. Do the files need to be scanned? Once they are scanned, where should they be filed? Will one piece of copier equipment with scanning capabilities be enough?

We will look at where you would like your faxes to go. Do they have to be printed? Would it be better if your faxes were routed to your email in-box instead? Once in your email, you decide if it needs to be printed. Save some paper save a tree right?

Does everyone in your office have a printer on their desk? Here are some options to consider. First, when the printer breaks down, who fixes it? Maybe it's someone from your IT department. Do you find yourself running out of toner? We have a solution for that too! You already trust us to fix your copier equipment, why not let us service your printers! Your IT department will thank you to have that item off their already busy list. Our service includes toner supplies as well as service. The cost of toner will be included in your service agreement. You won't have to guess how much you spend on fixing your printers and how much you spend on toners.

Do you make all of your copies and then have someone assemble and staple them? What if your copier equipment would do that for you?

We take all of this into consideration before we make our final recommendation. After that, it's up to you!

Here's the breakdown of what we can do to get you started on managing your printing and document costs.
 

Step 1

Monitor -  This step monitors your current printing environment, processes and work flow.

We work with you every step of the way beginning with a physical inventory of devices, record usage information, capture all direct and indirect costs and understand workflow patterns.

Step 2 

Analyze - Identifies total print expenditures and creates a customized cost-per-print plan to realize significant cost reductions through the consolidation of supplies, service and support for all output devices.

We can provide you with reports that include device utilization, total cost of ownership, a blueprint of existing device locations and costly or inefficient processes.

Step 3 

Visualize - Creates a floor plan illustrating the current location of output devices and compares the result to a floor plan simulation with a more efficient deployment strategy for improved workflow.

The implementation plan is designed for cost reduction, vendor asset consolidation, workflow improvement and simplified procurement. In other words can we reduce the number of printers by networking one copier? Can we eliminate a fax machine and utilize your current copier with fax capabilities? Will scanning documents prove to be more efficient than playing "who has the file now" game?

Step 4  

Manage - Reduces cost by ensuring that the most suitable and cost-efficient devices are being used for specific print job requests.

Can we move a printer that runs too many copies and replace it with a more efficient piece of copier equipment? Can a color copier with multiple functions replace an expensive ink jet printer? Instead of running your IT department to every jammed printer, is it more cost-efficient to have us fix your printers as well as your copiers?
 

Step 5 

Result - A comprehensive print management solution to help you measure and manage your organization's document distribution and output.

• Save 10 to 30% on printing costs
• Save office space by consolidating your printing devices
• Increase your office efficiency with added features and benefits
• Plan for future technology and dare we say it - expansion!

Graphic Enterprises' Optimized Print Services

With Graphic Enterprises' Optimized Print Services you can rely on our advanced technical staff to keep your fleet of laser printers functioning at optimum levels. Graphic Enterprises' OPS even allows customers to eliminate costly cartridge expenses by converting to a cost per page program for laser printers that includes all toner, parts, labor and preventative visits in one low per page charge. Graphic Enterprises' commitment to service excellence applies to our Graphic Enterprises' OPS solution and we offer the same Service Guarantee on all printers under contract.

Types of Information Collected

Our Optimized Print Services secure technology collects critical information from your imaging devices, such as:

• Page Counts
• Power Consumption
• Trending Reports
• Toner Levels
• Device Location Mapping
• Asset Number
• Location
• Device Status
• Serial Number
• Maintenance Kit Levels
• LCD Reading
• Utilization
• Device Description
• Cost per Page Tracking

Printing Costs are Out of Control!

How do you calculate your printing costs? Most offices don't consider the hard and soft costs related to print.

Ask yourself a few questions:

• How many printers, copiers, MFPs do you have?
• Are they being properly used? Too much? Too little?
• How often are they in need of service?
• How often are the printers out of toner?
• How old are they?
• What is your current meter read submission process?
• How much IT time is spent supporting printing devices?
• Do you know how much power your existing devices use?
• How much do you think it costs you to process and pay invoices?

If you do not know the answers to these questions, it can cost you more than you think!

OPS Offers Solutions!

Graphic Enterprises is the place for all of your office equipment solutions. Our award-winning service staff are trained to service laser printers in addition to your fleet of Konica Minolta copiers, fax machines and scanners.

The Graphic Enterprises' Cost per Copy program will allow you to eliminate expensive cartridge costs. The CPC program includes all toner, parts, labor and preventive visits in one low per copy charge.

The Graphic Enterprises Performance Guarantee Program guarantees an emergency response time of four working hours or less.

Program Benefits

Graphic Enterprises will proactively maintain and supply your printing fleet through:

• Trending Reports
• Maintenance Scheduling
• Service Alerts

Reduce emergency situations and maximize uptime.

Reduce the burden on your IT Department and free them to manage critical technology projects.

Budget for Printing Costs!

Graphic Enterprises will be able to track the printing devices you have, and how much they are costing you. Meter Collection will now be automated. No more wasting time calling or faxing meter reads!

Optimize your Printing Environment

Graphic Enterprises will recommend specific actions you can take with your printing assets to save time and money.

• Consolidations Retirements
• Reallocations Replacements

How much can you save?

A recent survey from IDC concluded that implementing a managed print services program could result in the following savings:

• 23% average overall cost savings
• 40% reduction in IT help desk calls
• 25% cost reduction in consumables
• 20% cost reduction in unscheduled maintenance
• 10% cost reduction in installation and upgrades
• 5% cost reduction in acquisition

Security

No personal data is collected with the Data Collection Agent.

Optimized Print Services software collects printer and copier metrics using the Data Collection Agent (DCA). The information collected by the DCA is stored in the memory of the devices, such as page counts, device description and the device status. No personal or user data is collected with the DCA. The DCA is a software application that is installed on a networked computer running Windows Server/XP or higher; it does not require a dedicated computer. The DCA runs as a Windows service, allowing it to operate 24 hours a day, 7 days a week. You can customize the transmission interval to determine how often the DCA will perform a device discovery. After each discovery, the collected data will be sent to the Graphic Enterprises secure web server.

The DCA uses one-way communication. Two-way communication can be enabled for automatic updates. The collected data is sent via port 443, SSL 128 bit encryption to the Graphic Enterprises web server. The DCA collects device data using SNMP (Simple Network Management Protocol), ICMP (Internet Control Message Protocol), and HTTP (Hypertext Transfer Protocol).

The DCA gathers printer metric data at regular intervals from printer and multi-function peripheral devices on the network. Data can also be collected on some devices connected to external print servers, however only one device per external print server can be detected, regardless of the number of ports. No personal or user data is collected with the DCA.

The DCA has an Intelligent Update option that allows an administrator from Graphic Enterprises to post actions, such as DCA software updates or configuration changes on the Graphic Enterprises server for the DCA to receive. The Intelligent Update option is enabled and disabled at the end user location.

Types of Information Collected

The DCA attempts to collect the following information from printing devices during a network scan:

• IP Address (can be masked)
• Device Description
• Serial Number
• Meter reads
• Monochrome or Color ID
• LCD reading
• Device Status
• Error Codes
• Toner Levels
• Toner Cartridge Serial No.
• Maintenance Kit Levels
• Non-toner supply levels
• Asset Number
• Location
• MAC address
• Manufacturer
• Firmware
• Misc. (Machine Specific)

No Print Job or User Data is Collected

Network Traffic

The network traffic created by the DCA is minimal, and will vary depending on the number of IP addresses being scanned. The table outlines the network load associated with the DCA compared to the network load associated with loading a single standard webpage.

Optimized Print Service�s Data Collector Agent is in compliance with HIPAA, Sarbanes Oxley, FISMA and GLBA

The use of Optimized Print Services software applications will not have an impact on Sarbanes-Oxley compliance as it is not intended to be used a part of an internal control structure as outlined in section 404: Management. Assessment of Internal Controls and will not interfere with these controls. Under this Act, corporate executives become responsible for establishing, evaluating, and monitoring the effectiveness of internal control over financial reporting. There are IT systems designed specifically for meeting these objectives. Optimized Print Services software is not designed as an IT control system and will not interfere or put at risk other systems intended for that purpose.