e views - January 2009 - (Page 14)

Typically, all user activity can be logged and monitored, providing administrators a full document audit trail in order to satisfy legislation such as the Data Protection Act. Increase productivity Workgroup and department MFPs offer a wider range of functionality to users such as advanced scanning features as well as extensive paper-handling and documentfinishing capabilities, as detailed above. Compared to single function devices, MFPs are subject to less idle machine time and consolidation means fewer devices to install, manage, and service as well as a smaller inventory of supplies and spare parts to maintain. Ease of management Ease of management, both within single locations (fewer devices overall and less diversity of device types to maintain) and remotely across locations (for example branch office print management). Using MFPs reduces the number of assets being managed and the supplies required. This can translate into fewer staff needed to manage multiple vendor contracts for hardware and supplies. to be limited in comparison to the product features that are available for the vendor’s own products. In contrast, companies such as Equitrac and Print Audit have partnerships with printer and copier manufacturers enabling them to offer more complete vendor-neutral print management. Because of this more extensive support for multi-vendor devices, along with comprehensive assessment and cost recovery features, these third party print management tools are sold on a licence basis. Moving to an optimised printing environment An optimised printing and imaging environment is one that achieves a balanced deployment of imaging and printing devices—from single user to shared devices, from single function to MFPs, with the aim to maximise. Evaluate the current environment Through a print audit or assessment, an organisation can gain an understanding of the total cost of ownership associated with purchasing, owning, and using printing and imaging technologies, including initial and ongoing costs such as supplies, maintenance, and support. These assessments can range from a basic online form to more consultative onsite engagements with vendors or channel partners. Assessments can be broken down into the following categories (based on InfoTrends categorisation): Level 1: Assessments conducted internally using either manual or automated tools for measuring output. Many vendors now provide this type of assessment through a free online tool. It is limited in scope and focuses on the total number of devices under consideration in an office, the retail costs of supplies for those devices, together with a speculative estimate of the total monthly volume of pages produced. Level 1 analysis generates a preliminary understanding of the cost per page (CPP) for devices based on specifications and usage. Level 2: Level 2 assessment is performed by third party consultants who combine basic company data with secondary research to give a view of the ‘current state’ costs. This approach is more sophisticated than a Level 1 assessment as it offers more granularity by providing a more specific analysis of document output costs and how these compare to similar organisations in terms of operating efficiency. This type of assessment is suited to smaller sized companies who need a general view of the cost of their printing infrastructure while minimising their initial investment. Level 3: This is the most sophisticated and involved level of document assessment, which can take between a few weeks to three months to conduct. A Level 3 assessment uses both primary and secondary data to give a comprehensive view of an organisation’s current costs and offer advice on a recommended future state. As a consequence, this type of assessment is also the most expensive and requires a high degree of collaboration between the user organisation and the assessment provider. Streamline document intensive workflows Adopting a document lifecycle approach examines each step in the document workflow process, assessing where paper documents can be integrated with electronic processes. Many business processes still rely on paper, as it is often the preferred medium for reference, portability, and for sharing in face-to-face discussions. Paper is also often kept for legal requirements as well as long-term archival. Transforming paper-based processes with digital workflows enables business Print management is an essential IT activity The rapid pace of change in today’s globalised business environment means that technology has to support business needs by being flexible, scalable, available, and easily managed as well as improving business efficiency and reducing costs. Consequently, many organisations have embarked on IT consolidation projects to contain costs and improve efficiencies such as server virtualisation, storage consolidation, and network integration. When it comes to device management, the management of distributed PCs and servers would be unthinkable without centralised systems management technology for monitoring performance, delivering updates, and diagnosing and fixing problems remotely. This proactive approach to IT infrastructure management reduces network or application downtime as well as addressing compliance needs. Yet these good practices in consolidation and IT infrastructure management are not reflected in the management of networked printing and copying devices. Many organisations may have a desktop or server strategy, but few have a printing and imaging strategy. This is a significant oversight as devices such as networked MFPs are no longer ‘peripheral’ to business processes—often serving as a document hub for sophisticated document management solutions. Further, their network connectivity means that MFPs and networked printers are susceptible to the same risks as PCs or servers and should be treated in the same way through robust management tools. Print management products offer a diverse set of capabilities including analysing and optimising device utilisation, controlling colour costs, securing devices, proactive supplies management by enabling remote configuration, proactive monitoring, security, troubleshooting, and reporting of printing and imaging devices. Print management not only enables an organisation to understand the costs associated with their printer fleet but also minimise downtime and improve device utilisation to ensure higher user productivity. Most print management tools from printer and copier vendors are available for free and also support multi-vendor products. However, competitor product support tends 14 e• views Journal, Xplor UK & Ireland Edition Issue 7 January 2009

Table of Contents Feed for the Digital Edition of e views - January 2009

e views - January 2009 Contents Technology Management Creating a Print Intelligent Enterprise The Future of Broadband Connectivity: @ 320 kph? TPE Master Class Cover Story TransPromo and the Credit Crunch Xplor Europe News Service Directory

e views - January 2009

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