Print management: saving in practice

Print management: saving in practice


Yulia Bondarenko

It is difficult to imagine a modern office without printing equipment. Even the smallest company has at least one printer, and larger organizations have a large fleet of printers
devices from different manufacturers. Often, not only business owners but also IT executives have a very vague idea of ​​how many printers are installed in their offices and
affiliates, how many users, on average, per printer, and what are the average print volumes per device and the cost of maintaining the entire IT infrastructure.

Moreover, not all executives are aware that the total cost of owning a print service consists not only of the depreciation of the printing devices, the cost of consumables (paper,
cartridges, etc.) and the salaries of an IT professional who maintains the printing system. Consideration must also be given to the cost of electricity, the cost of working time that employees lose through
inability to print documents and the need to contact HelpDesk, as well as the administrative costs of servicing multiple invoices from different vendors, stock tracking
supplies, analysis of volumes and types of printing, etc. And most importantly, what kind of damages a company may suffer due to leakage of confidential information due to misuse of features
printing, copying and scanning.

How are companies trying to reduce their printing costs?

Small businesses are looking to save on consumables, such as refilling cartridges or buying “compatible,” and of dubious quality. In the short term,
of course, it lowers costs, but often results in lower print quality and printer failure. Toner and ink for today’s printers are complex components,
physical and chemical properties of which must accurately match the characteristics of a particular apparatus, otherwise over time will appear familiar to many print turned out to lead to the need
expensive repair.

Undoubtedly, more economical savings can be provided by the transition to electronic document flow, and many companies are moving in this direction. However, due to a number of legal requirements, a
also the habits of many employees and executives to work with paper versions of documents process is slow, and in most cases to talk about a significant reduction in print volumes in
calculation per employee is too early.

Large companies, especially distributed, consisting of several divisions, offices, branches, pay attention to automatic printing control and management systems. Many are concerned about the issue
security, economy and centralized management of the printing system.

General Manager and Head of IT Department of Olvita Vitaly Mamayev shares the experience of implementation of such a system at AEM-Technology company:

– Our first project on implementation of MyQ software and hardware complex in AEM-Technology JSC took place in 2011. The main tasks were to unite the whole fleet of printing equipment of the main
the office of the company located in St. Petersburg (Kolpino), and the production site in the city of Petrozavodsk in a single system with the ability to monitor printing and scanning, receiving
statistics for each user and each printer, ensuring information security and reducing printing costs.

The customer’s range of printers consisted of printers, multifunctionals, and plotters from different manufacturers, so we suggested using a universal MyQ solution
had full functionality to solve the tasks.

The first thing pleasing the customer’s IT department is the easy connection to MyQ system, the ability to integrate with Windows Active Directory (data import), the ease of setup. now responsible
An IT professional could control the cartridge life and the status of each printer added to MyQ, allowing you to order supplies in a timely manner and call service engineers
to carry out routine repairs, minimizing downtime due to breakage or cartridge failure.

img

img

The second, equally significant advantage was the convenience of customizing users. It’s worth noting the intuitive Russified interface, the ability to integrate with AD, and the simplicity
policy settings for user groups or specific employees. Each user is logged in with a unique ID and can be authenticated to the device using a pin code,
typed on the keyboard or with a map. This feature restricts access to third-party, unauthorized devices.

img

MyQ has the ability to store print jobs received from each user on a server for a specified period. Security officers or supervisors can view
any task. As a result, the likelihood of using a printer for personal use has been minimized, reducing printing costs, including paper, by more than 15% in
the first months of using MyQ.

img

MyQ’s print monitoring system has powerful reporting functionality: The IT department can generate reports and statistics by user, device, and device using universal templates
affiliates, as well as a print traffic change report.

img

Based on statistics obtained in the first months of the system, a policy of quotas and restrictions on printing and copying was developed. Yes, all employees were set up with a two-way default
printing, but for some employees, the number of pages printed was organized organically, and some departments introduced a limit on color printing and copying.

In 2015, our company upgraded the previously installed MyQ firmware and created a single print management system now for three divisions
AEM-Technologies: headquarters in Kolpino and production sites in Petrozavodsk and Volgodonsk. A corporate MyQ cloud has been deployed for all three sites.

Thus, the main task was solved: to create the only effective safe print environment for the customer company. In 2019-2020, we continued our cooperation in the field of renewal and extension
complex. The huge advantage of the MyQ solution is its scalability and versatility: it is easy to extend the already established print control and monitoring system by purchasing licenses for new ones.
printing devices and adding them to an existing system.

To sum up, I would like to point out once again that the MyQ solution is one of the most convenient on the market in terms of implementation. It easily adapts to the features of the customer’s IT infrastructure and fulfills everything
up-to-date tasks for centralized printing and cost reduction for this article.

print management

IT-Expert Magazine [№ 01/2020],

Leave a Comment