making the MFPs think

Why YSoft SafeQ?

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Why YSoft SafeQ?

You already know the price of paper, toner, and cartridges, and with YSoft SafeQ, you also know who makes every print, copy, and scan. Once you know who is making how much of what, you can get control of your print operations and reduce costs.

YSoft SafeQ generates periodic and on-demand reports that include information about prints, copies, and scans made by individuals and summarized by department, project, or for your entire company. With YSoft SafeQ’s easy-to-read reports, managers can monitor print operation numbers and costs, and take action to increase efficiency and lower costs.

How can we get a complete picture of all our printing and copying operations?The average mid-sized manufacturing company prints and copies 10,000-30,000 pages monthly; a legal office 40,000; a larger school or hospital 50,000; a bank 100,000 and sometimes over one million pages! We know this because YSoft SafeQ collects data about the quantities and costs of printing by departments, cost centers, and individuals.

Track and account all printing and copying operations

“We always knew that we were printing a lot, but we were not able to get a full picture of how much and who was printing what. And we did not have a handle on our overall printing costs.”

Ksenija Godek, Head of IT Department, Podravka d. d.

YSoft SafeQ delivers immediate results:

Reporting of printing and copying operations by individual employees, departments, projects, or branches enables you to analyze, control, and reduce costs.

YSoft SafeQ’s accounting feature enables the cost of each print and copy to be billed to the associated user, department, or project.

Employees’ behavior changes as they reconsider their printing needs and priorities, leading to immediate savings of nearly 30% in most companies.

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We know we print a lot, but we do not know how much or by whom. What level of detailed information can we expect from YSoft SafeQ? What kinds of reports will we be able to generate?The YSoft SafeQ print solution makes it possible to monitor the exact quantity of printed, copied, and scanned pages on each MFP and desktop printer. You can use the YSoft SafeQ Web Interface to view reports for each and every printer, and you can choose for reports to include as many as 30 different types of data. YSoft SafeQ includes predefined reports that can be modified to suit your needs through a simple spreadsheet such as MS Excel. Typically, companies choose to include data about the number of pages, paper size and type, ink (color or black/white), single or double-sided printing, information about the user and their cost center or project, and information about the printer.

How can we track details such as density of page coverage that affect costs we would like to bill to users? YSoft SafeQ includes an “Exact Accounting” function that differentiates between simplex and duplex prints, color or black ink, density of print on the page, and partial or full page coverage. YSoft SafeQ also recognizes cancelled or partially completed jobs. YSoft SafeQ enables exact accounting and billing of real costs to your users.

Can YSoft SafeQ help us learn which of our employees are printing what?YSoft SafeQ tracks every print, copy, and scan and links it to the associated user. YSoft SafeQ records this information in a database where it is instantly available to managers and IT staff. Reports can include a view of the first page of the document (with a standard resolution of 32 dpi, which provides enough information about the document while reducing required storage space and speeding display time.)

YSoft SafeQ can store print job data for a length of time configured by the YSoft SafeQ administrator. YSoft SafeQ lists jobs according to those still in queues and those that have already been printed. To conserve disk space, YSoft SafeQ can be configured to delete detailed information after one month so that only statistical data is then available.

Our large enterprise has many branch offices. Is it possible to centrally collect and monitor information from many locations?For organizations with a large number of branch offices, YSoft SafeQ makes it possible to interconnect printer servers from all locations and centralize the collection and monitoring of data.

Each branch server sends data to the central YSoft SafeQ server at specified intervals. The YSoft SafeQ administrator can use the YSoft SafeQ Web Interface to view reports that include information specific to users, cost centers, printers, or locations. Predefined reports can be modified in MS Excel, or Y Soft can provide custom reports that meet your exact needs.

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We use common office tools and SAP. Is it possible to secure and account prints made using these applications?YSoft SafeQ can handle print jobs sent from with any common office application, as well as SAP. YSoft SafeQ can use Windows remote printing function and can also print via LPR RAW, which is commonly used in UNIX, Linux, SAP, and AS400.

Common office tools and SAP are compatible with YSoft SafeQ at the printing language level. Every printing task on the server is parsed (printed into memory), which makes it possible to track and account the number of pages, ink (color or B/W), etc. YSoft SafeQ is equipped with an integrated parser for most printing languages, including PCL, PostScript, and many others.

Users must log in at the printer or MFP with their ID card or PIN, enabling YSoft SafeQ to ensure the security and accounting of all documents, regardless of the application from which the print jobs are sent.

All print jobs are sent via the network, using TCP/IP layers or RAW.

Can we track and allocate print costs for individual projects?The ability to track and account jobs by project is especially important for project-based companies such as copy centers, engineering companies, and desktop publishing companies. YSoft SafeQ is ideal for improving workflow for teams working on projects, and for tracking and accounting project costs.

With YSoft SafeQ shared queues, team members can easily access common documents, such as charts, images, and boilerplate text.

Project billing codes enable prints and copies for each project to be tracked and billed accordingly. And YSoft SafeQ enables quotas to be set and automatically enforced, so projects stay within budget. YSoft SafeQ can automatically notifiy project managers via email when quotas are about to be reached.

Why YSoft SafeQ?

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How can we reduce the use of expensive and wasteful types of printing and copying such as color and simplex printing? Is it possible to prevent employees who do not need this type of printing from using it?Absolutely. For example, YSoft SafeQ Instant Edition enables automatic forced B/W printing and/or duplex only printing. These rules can apply to everyone in your company, or only to selected users or groups.

Users can make prints or copies based on the amount of available credit they have. YSoft SafeQ can debit a user’s account on a per page basis. When the user logs in to the YSoft SafeQ terminal (or uses the YSoft SafeQ automatic recharge station), his or her available balance is displayed. (The YSoft SafeQ automatic recharge station accepts coins and paper currency.)

The print system administrator uses the YSoft SafeQ Web Interface to manage the credit system (adding funds to accounts, refunding unused credit, etc.). An MS Windows credit management application can also be used, however the YSoft SafeQ Web-based credit system with ID card scanner provides much faster log in and automatic identification of the user.

The credit system supports the use of multiple cash registers, cashiers, specific statements, etc. And for different groups of users (such as employees and students), you can set up different prices and methods for charging, such as by percent toward costs or by fixed price for the type of output regardless of the specific printer used.

Cash operations are always tied to a particular cash register, where once a day or once a month the register is closed out and credit is assigned.

The charging of services can be connected to external credit systems, such as those of a library or dining and food services.

How can replacing our numerous local printers with networked MFPs reduce our printing costs?

A system of networked MFPs, centrally managed by YSoft SafeQ, creates savings in a number of ways: Increases printer availability by making

it simple to supply and maintain printers. Reducing the types of toner and cartridges

required helps ensure supplies are always in stock and easy to replace.

YSoft SafeQ provides immediate notification when a printer is down, so your IT staff can quickly take care of the problem.

MFPs are designed for a long life and greater capacity than standard desktop printers.

MFPs provide all the printing/copying/scanning operations your employees need, and improve productivity by making these services convenient for employees to access.

At our university, is it possible for us to provide different types of print services to students and employees—and charge them accordingly?For high schools, universities, and copy centers, the YSoft SafeQ system can include the Credit module, which makes it possible to restrict use of particular services based on credit.

Lower costs for printing and copying

“Today, with SafeQ, we are printing more economically and investing the money we have saved into improving the services for our clients.”

Ksenija Godek, Head of IT Department, Podravka d. d.

“Thanks to the YSoft SafeQ system, T-Mobile succeeded in taking advantage of everything network printing can provide. By monitoring all our printing, the volume of prints was reduced.”

Kateřina Šuvarinová, Director of Sales and Client Services Support, T-Mobile

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We want our employees to be able to choose among a variety of MFPs and networked printers. Will the YSoft SafeQ accounting system be able to keep all the print jobs separate and billed to the correct user or department?YSoft SafeQ tracks and accounts printing and copying costs automatically, by user, cost center, project, printer, and location (such as a branch office of a large enterprise). Each user is a member of one accounting center, and can also be a member of one or more groups.

For example, if one MFP is shared by two departments, YSoft SafeQ enables you to know who is printing what on that MFP, and costs are allocated to the correct user and department.

Our employees speak a variety of languages. Is YSoft SafeQ available in more than one language?YSoft SafeQ is an international printing solution and supports all major languages. Your YSoft SafeQ administrator can select the languages that will be available on the YSoft SafeQ Web Interface and for employees to choose at YSoft SafeQ terminals when they log in to each printer. The administrator can make different languages available at different printers, so your employees can easily perform all print operations regardless of what language they speak. In addition, the language for each employee can be automatically determined based on user information in the YSoft SafeQ database, so the employee does not necessarily need to select a language at the terminal.

Can YSoft SafeQ help reduce the amount of time employees spend waiting at printers? And can it help employees perform printing and copying operations faster?The effectiveness of any printing solution is defined by the time users spend printing. YSoft SafeQ reduces wasted time in a number of ways: YSoft SafeQ eliminates repetitive

operations, such as the need to repeatedly print price lists and forms from scratch.

YSoft SafeQ enables reprinting frequently printed documents (“favorites”) with the touch of a button.

YSoft SafeQ automates pricing. The cost of each type of print, paper size,

ink (color or B/W), etc. is set in YSoft SafeQ and automatically accounted.

YSoft SafeQ reduces unnecessary idle time employees spend waiting in line at printers.

With YSoft SafeQ’s Follow-me feature, employees send a job to the print queue, then use their ID card or PIN to log in at any available MFP, and touch a button to print the document there. The print job simply follows the employee to any convenient printer anywhere in the company.

Shared queues make common documents quickly accessible to all members of a group who are working on the same project.

Why YSoft SafeQ?

Improve employee productivity

“Right away, our employees commented on the simplicity of using YSoft SafeQ. The Follow-me function is particularly popular, allowing them to print on any MFP within the entire bank. Users can send print jobs and pick them up on any convenient printer. The print simply follows them anywhere in the bank.”

Ivan Senekovič, IT & C system Administrator, Raiffeisen Bank Slovenia

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Is it possible to ensure that the print job will be printed and collected only by the job’s owner?Secure printing (postponed printing) blocks jobs sent for printing until the person who sent the job uses their ID card or PIN to identify themselves at the printer. Secure printing gives the user full control over his or her documents. And once the user sends the job to the print queue, the Follow-me feature enables the user to print the job anywhere in your organization, on any networked printer or MFP equipped with a YSoft SafeQ terminal.

Secure print also ensures that the print language used in the job is supported by the printer—before the job is printed—reducing the likelihood of wasted, unusable prints with unintelligible text.

Can YSoft SafeQ help us prevent thefts of hard disks from printers and ensure secure storage of print jobs?With YSoft SafeQ, all print jobs are stored in one place: the YSoft SafeQ server. This data can be backed up periodically or on demand. Because hard disks in printers are not necessary, data is secure and equipment expenses are reduced.

Documents stored on the YSoft SafeQ server are printed only after the print job’s owner uses their ID card or PIN to authenticate at a YSoft SafeQ terminal connected to (or embedded in) the MFP, further ensuring the security of all documents.

We want to reduce paper usage by making it easier for our employees to make scans. Is that possible—while still ensuring the security of scanned documents?YSoft SafeQ makes scanning easy. Before employees scan a document, they use their ID card or PIN to identify themselves at the MFP, so their identity is guaranteed and the service cannot be misused. Then with the push of a single button, the document is scanned and the resulting file sent to the YSoft SafeQ server, which in turn sends the file directly to the user’s email inbox.

Ensure security of confidential documents

“The one-button scanning function that sends scans straight to the email inbox of the user is really popular with our employees. From any printer equipped with a YSoft SafeQ terminal, our employees can select print options, make copies and scans, and easily reprint jobs.”

Yvona Mazačová, Logistics Director, Telefonica O2 Czech Republic

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How can we reduce the number of printers in our company to optimize our printing environment and lower costs?The first step to optimize the printing environment is to replace local printers with networked printers and MFPs. This results in the need for fewer printers—and reduces operational, service, and personnel costs. Once the new networked system is in place, you can use YSoft SafeQ reports to analyze your company’s exact printing needs and organize the equipment for maximum efficiency—and realize immediate benefits:

Lower operational costs Simplified supply and maintenance Improved availability of print services Ability to track and account printing/

copying costs Ensured security of scanned and printed

documents.

Can we obtain detailed audits and analyses of our printing environment?YSoft SafeQ can monitor usage of your printers—tracking every print, copy, and scan—so you have the knowledge you need to optimize your printing environment. YSoft SafeQ can provide detailed information such as:

Types of operations being performed (print, copies, or scans)

Type of document, number of pages, paper sizes, color ink or B/W, simplex or duplex

Who printed what, by user, department, printer, etc.

Once you have this information, a detailed audit of printer usage can be performed, including evaluating each printer in terms of its expected length of life, services it provides, warranty coverage, and its relationship to the other printers in the system. You can then configure the entire print environment for optimal efficiency and cost savings.

Is YSoft SafeQ a single robust solution that can meet all our printing needs?The YSoft SafeQ printing solution is built on a client-server architecture and can run on Linux and Windows operating systems. YSoft SafeQ does not need its own dedicated computer. And because YSoft SafeQ saves data into a relational database, the entire print environment is centralized.

The YSoft SafeQ Web Interface enables IT staff to monitor and manage the print system—across your organization—from a single location.

The YSoft SafeQ solution handles all printing, copying, and scanning operations, while offering convenience, security, and accounting. And YSoft SafeQ lets you set and enforce rules for the entire organization that enable optimum usage of print services while controlling costs. In addition, because YSoft SafeQ supports multiple languages, separate solutions for each language are not necessary.

Why YSoft SafeQ?

Optimize the printing environment

“The YSoft SafeQ networked printing solution replaced all our local printers. After configuring it for all our branches and affiliated companies, it has become the standard for managing printing and copying operations for all groups of Postal Bank, Inc.”

Anton Lisý, Director of IT Division,Postal Bank, Inc.

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Our busy office cannot afford print server downtime. Can clustering help us achieve maximum availability of print services? And is it possible to use load balancing to distribute the workload among print servers?YSoft SafeQ supports server clustering at the application level, independently of the operating system (Linux or Windows). With YSoft SafeQ, you can create server farms consisting of as many as five servers. The cluster provides redundancy, so that even if one server goes down or is offline, the system continues to work normally. And with YSoft SafeQ clustering, the load is distributed across all the servers, ensuring that print services are delivered with maximum efficiency

Does YSoft SafeQ only work with a specific printer, or is it totally compatible with any printer and MFP from any manufacturer?YSoft SafeQ is completely compatible with many different kinds of printers and MFPs from a wide range of manufacturers. YSoft SafeQ fully supports more than 600 types of equipment from most manufacturers, including HP, Konica Minolta, Kyocera, OKI, Ricoh, Sharp, Xerox, and many more.

Can we use our existing employee ID cards for printer access authorization?YSoft SafeQ terminals support a large variety of card readers—and can be customized to support many others. To support your specific needs, card readers of almost of any type can be integrated into YSoft SafeQ terminals.

YSoft SafeQ terminals support about 60 different types of readers, including: Non-contact chip card readers Contact chip cards readers Fingerprint scanners Magnetic (protraction) card readers Barcode card readers.

How can YSoft SafeQ help us improve the efficiency of our print system?YSoft SafeQ enables you to monitor the print environment across your entire organization. With YSoft SafeQ, you can control every print, copy, and scan made on your printers and MFPs. And because the YSoft SafeQ software runs on a server (Windows or Linux), no additional demands are made on your printing equipment.

“Thanks to the optimization of the print environment with the use of the YSoft SafeQ solution, we succeeded in lowering our costs for printing, copying and scanning operations by about 30%. And because we replaced the old, inefficient equipment with new MFPs, we will see more savings over the next five years. With these significant cost reductions, we expect to achieve ROI within two years.”

Pavel Benetka, Supervisor of IT User Support Dept., Czech Insurance

headquarters.

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Why YSoft SafeQ?

At our large company, we provide print services to hundreds of employees. Can YSoft SafeQ automate the process of creating accounts and other print system management tasks?YSoft SafeQ can automate many aspects of print system management. YSoft SafeQ can store user accounts in its own internal database or can create user accounts automatically by connecting to external databases such as Active Directory, other LDAP databases, or NDS. Accounts can be identified by user, ID card number, PIN, and by “aliases” that enable a user to be identified by different logins from different systems (for example, in SAP user login values are name.lastname, but in AD are lastname.name).

Any changes made in an external directory connected to YSoft SafeQ are immediately recognized by YSoft SafeQ.

Simplify print system management

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Questions for guiding the decision to implement print management ECONOMY1. What are your organization’s policies

on the use of printers, copiers, and multifunction printers (MFPs)?

2. What is your current budget for document production?

3. Is this really a budget, or simply your current costs?

4. Which services and users are responsible for these costs?

5. How do you know if the prints and copies users make are for their jobs or for their own personal use?

6. How do you prevent wasted paper from accumulating in the bins near printers and copiers? How do you recycle paper?

7. What are your policies for preventing paper from being wasted when users make prints and copies?

COMPATIBILITY1. How do you manage all the different

brands of printers and MFPs, with their requirements for different toner, print drivers, and so on?

2. Do you use ID cards or badges for access to buildings, for meals, or for other authentication purposes?

3. What type of operating system, database, and user directory do you use?

CONVENIENCE1. What is the impact on users when a new

application is introduced?

2. How do you account the costs associated with the implementation of a new application, such as the cost of training and the cost of lost productivity until the new system is mastered?

3. If YSoft SafeQ requires only 10 minutes per user to acquire the necessary skills, would that be acceptable?

4. Did you know that we can install YSoft SafeQ for you, if that would be more convenient than you installing it yourself?

SCALABILITY1. How do you plan to handle your

organization’s printing needs in future as your business grows, there are more employees, and office space expands? How will you add printers and MFPs to your print system?

2. What changes do you anticipate that will affect the current IT infrastructure?

PRODUCTIVITY1. How do you manage all your various

local printers or MFPs?

2. What is the process for scanning documents? How do users retrieve their scans?

3. What happens when a printer or MFP goes down, toner or paper needs to be replaced, or there is a paper jam?

SECURITY1. What happens to prints that are made

but not collected from the printer?

2. How do you ensure that scanned documents are not distributed to unauthorized personnel—or worse—sent outside the organization?

3. How do you make sure that every scan includes identifying information about the person who makes it—so that unauthorized changes can never be made?

4. What is your process for tracking the distribution of scanned documents if security is breached?

5. How would your business be affected if a confidential document were to fall into the wrong hands?

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Do you worry about

office gossip?

SecureWith YSoft SafeQ, your documents aren’t printed until you authenticate at the printer—so you are the only one who sees them.

Has this happened to you?You send a plan for staff bonuses and promotions to your network printer and before you picku it up, the entire company knows the contents.

SimpleAuthenticate at the printer with a swipe of your company ID card.

ConvenientSend documents to the printer from your workstation—then print them at any printer, anywhere in the company.

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Protect your confidental documentswith YSoft SafeQ.

With YSoft SafeQ, your confidential documents are secure.