This document introduces managed print services and describes how they can help organizations by: - Optimizing and managing print device usage to reduce costs and waste - Enabling secure printing solutions like authentication and follow-you printing - Providing reporting and analytics on print usage It provides an overview of the key capabilities of managed print services like cost preview, usage reporting, print rules and routing, authentication, and follow-you printing. It also includes demos of some of these features.

1. Intro to
Managed
Print
Services
Ken Cleveland
Tim Whitmore
Tony Barton

2. Managed
Print Services
Business Process
Services
Communication
Services
Sustainability Management
Services
Production Printing
Services
IT Infrastructure Services
OpticsHardwareApplication Services
1 2 3
4 5 6
7 8 9
 Proactive Managed IT Services
 Engineered IT Solutions
 Backup & Security Solutions
 Production Hardware is
available
 Mobile Printing Solutions
 Output Management Solutions
 Printer/Copier Management &
Security Solutions
 Enterprise Content
Management Solutions
 Scan and Capture Solutions
 Business Process Consulting
 Forms Management Solutions
 Microform to Digital Conversion
 Unified Communications
 No offerings available  See Hardware Portfolio in Ricoh
Offerings
 No offerings available
 No offerings available
Completes the RAC Portfolio
Where Managed Print Services fits
in our Services Portfolio

3. Services Information Sheet (SIS)
Scan and Capture Solutions

4. Services Information Sheet (SIS)
Scan and Capture Solutions

5. Services Information Sheet (SIS)
Scan and Capture Solutions

6. By providing a single, cost-effective output management
solution that makes it easy for organizations to….
• Add document output security to their compliance/regulatory strategy
• Strengthen the safeguard practices that ensure the privacy and integrity
of paper based information
• Provide personnel with secure and convenient access to output
capabilities wherever needed
• Optimize and manage the use of output devices
• Reduce print waste
• Allocate print costs to specific departments and even recover allowable
print
Why Managed Print Services Helps

7. • Cost Preview &
• Usage Reporting
- End user cost awareness
- Cost management
- Optimize printing
environment
• Print Rules & Routing
- Least cost printing
- Waste reduction
- Affect user printing
behavior
• Authentication
– Access control & audit trail
– User convenience
• Follow-You Printing®
– Security
– Mobile, convenient printing
– Waste reduction
– Integration with distributed
scanning applications (GSNX,
eCopy, Autostore, etc)
Functionality Overview

8. Cost Preview
What it does:
-Calculates the cost of a print job, and displays it to the
end user
-Allows end users to cancel a print job, after reviewing
the cost
-Increases end user awareness of printing costs

9. Demo: Cost Preview Popup

10. Usage Reporting
What it does:
• Accurately charge documents to specific department to cost center codes
• Accurately charge documents to specific client or matter codes – Legal
• Tracks the costs of document attributes such as file or paper size, media
type, color, duplexing, stitching and more
• Creates different charging schedules for internal and external customers
• Provides better visibility into usage
• Increases revenue opportunities for the customer

11. Monitor, Measure and Manage Costs
Excessive
Color Use
Over utilized
Under utilized

12. Demo: Running reports in Equitrac

13. Print Rules & Routing
What they do:
• Modify end user print behavior
• Gives administrator ability to predetermine who may print
to which devices, based on attributes of a print job (color,
number of pages, etc).
• Enables administrator to enforce duplex, black and white
or re-route jobs to more efficient print devices.

14. Printing Rules - Benefits
• Greater Cost Control
• End User Behavior Modification
• Implement Print Strategies in line with Corporate
Objectives (reduce waste, green strategies)
• Control color and application-specific printing (Email,
Internet, etc)
• Helps make Help Desk life easier

15. Print Rules and Routing
Re-route job based on number of pages
2) System applies rule
>10 pages redirect
1) User prints 50-page job to
low volume IP device
3) USER receives notification
Desktop
Mid Volume
Centralized Repro
Equitrac Notification X
Jobs of more than 10 pages may not be
printed on desktop devices. Your job has
been re-directed to the departmental
printer.
OK
i

16. Print Rules and Routing
Demo: Route job on page count

17. Print Rules and Routing
Convert from Color to B/W*
2) System applies rule
to convert
1) User prints job in
color
3) USER receives notification
Desktop
Mid Volume
Centralized Repro
Equitrac Notification X
You have exceeded your Color quota and
your job will be printed in Black and White.
OK
i
*This feature is subject to driver compatibility.

18. Print Rules and Routing
Auto Conversion to Two Sided Printing
2) System applies rule and
automatically converts to
two sided
1) User prints 10-page
job one sided
3) USER receives notification
Desktop
Mid Volume
Centralized Repro
Equitrac Notification X
Jobs of more than 10 pages must be printed
two sided to help preserve the environment.
Your job has been converted to a two sided
print.
OK
i
*This feature is subject to driver compatibility.

19. Print Rules and Routing
Demo: Rule: Convert color to B&W

20. Authentication

21. What it does:
• Holds documents in a secure print queue until users
authenticate themselves
• Will delete jobs abandoned in the queue
• Enables users to print on the go, even in multiple office
locations
• Greatly reduces the need to support multiple print
drivers for each user
Follow-You Printing

22. How it benefits your customer:
• Dramatically diminishes risk of exposing sensitive
information at the output device
• Eliminates unclaimed pages meaning a savings in cost
and a reduction in waste
• Simplifies IT management of print drivers giving them
more time for other initiatives
Follow-You Benefits

23. Users and
Groups
Authentication & Follow You Printing
Print Server
Deleted Jobs
3) Users swipe
ID card or
enter PIN to
release job
5) Unreleased job
is deleted after
time-out
4) Authorized job is
released to printer
2) Jobs are held in
secure queue
1) Users print as usual

24. Demo: Submitting a Follow-You Print Job

25. Embedded Software
What it does:
• Ability to embed Tracking into the MFP device
How it benefits your customers:
• No additional hardware required, network drops &
IP addresses
• Reduces total cost of ownership
• Integrated reporting for all digital technologies

26. Embedded Device View:
Equitrac PCC
(print and copy control)
Multiple Methods to Log In:
• Proximity Card
• PIN code entry
• Network user credentials
(user name + password)

27. Demo: Release Follow-You
print job from Equitrac PCC

28. Three weeks of wasted paper from
Vanderbilt University – School of Business

29. Questions To Ask
Business
• How do you charge print and copy costs back to individual departments or
users?
• How do you prevent sensitive documents from being left in an output tray?
• Do you have audit trails for confidential documents?
• How do you ensure that employees do not overuse color printing?
Schools
• Are students or staff abusing “free” printing?
• Do you know how much you are spending on printing?
• Would you like to provide mobile printing?
• Do you use, or plan to use, a campus card system?
• Do you see a lot of print waste around campus?

30. Questions To Ask
Legal (Professional)
• Would you like to control which client-related costs you recover?
• Are you concerned about environmental sustainability?
• Would you like to put an end to overuse of expensive color devices?
• Are you losing revenue as you print more documents and make fewer
copies?

31. Resources
• RWorld Services Portfolio
https://rworld.ricoh-usa.com/community/ricoh-offerings/services-portfolio
• Product Brochures – Double Click the icon

32. Thank you.

33. End