SafeQ Output Management Software Optimising your printer fleet helps recover your costs /This is Why you need SafeQ to discover how. MAXIMISE THE POTENTIAL OF YOUR PRINT ENVIRONMENT
SafeQ Output Management Software
Optimising your printer fleet helps recover your costs /This is Why you need SafeQ to discover how.
MAXIMISE THE POTENTIAL OF YOUR PRINT ENVIRONMENT
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One of a suite of our Optimised Software Solutions,
SafeQ, lets you optimise your entire printing environment.
Whether you have a few MFPs or a few hundred - and
regardless of make or model - SafeQ makes managing
them easy.
For a start, it lets you monitor and control who can print,
copy and scan (and how much it’s costing you) without
getting in the way of productivity. What’s more, it helps
you to improve productivity, enhance security and reduce
your printing costs.
A modular design means that you only need to buy the
capabilities that suit you best and because it’s fully scalable
it can evolve to meet your needs in the years to come.
Optimised Printing Solutions.
Efficiency starts with effective control /This is Why SafeQ puts printer management at your fingertips.
The advantages of optimisation
• Reduce the total cost of printing and copying
• Control who can print what, by granting rights to
individuals and workgroups
• Gain a detailed insight to the cost and efficiency of your
entire fleet of printers and MFPs
• Track and recover costs more easily
• Identify which machines are being over- and under-used
for more efficient deployment
• Improve document security by authenticating users with
their normal building access PIN or swipe card.
• Add fast, easy scanning capabilities
OPTIMISE YOUR ENTIRE PRINTER FLEET
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Demonstrating Corporate Responsibility
With SafeQ, you can not only improve control and reduce
costs, but you can generate reports which show how much
waste you have eliminated from your printing environment,
as well as documenting how much you have reduced your
consumption of natural resources.
Control costs across your whole organisation.
OPTIMISE PRINT SERVICES ACROSS YOUR ORGANISATION
GENERATE COMPANY REPORTS TO IMPROVE CONTROL AND REDUCE COSTS
Track and monitor costs.
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Regardless of how many printers and MFPs you have, where
they are located, and even if you have a wide variety of
different makes and models, SafeQ can tell you exactly how
much they are costing you.
A centralised data collection function gives you detailed
information about your entire print environment - across
all sites and offices – in a range of shareable, easy to
understand formats.
As well as the cost per page, powerful reporting functions
tell you the number and size of documents printed, copied
and scanned, and whether they were colour or black &
white. You can filter the results by printer, location, user,
project, department, and the date and time of day.
And once the parameters have been set the reports will be
automatically generated at set intervals - or can be created
on demand - and distributed by email to the people who
need them most.
True control requires detailed insight /This is Why we give you all the facts.
Fact-based fleet optimisation
In time, you’ll gain a true insight to how your printers and
MFPs are being used as well as how much they are costing.
Not only is this the starting point for recovering costs and
setting rules for usage, but it also tells you which machines
are being over- and under-used.
In many cases it is possible to maximise control of your print
environment, improve productivity and realise significant
savings simply by redeploying individual MFPs to optimise
your fleet. SafeQ gives you the information you need to
make those decisions across your entire enterprise.
MONITOR USAGE AND TRENDS ACROSS YOUR ORGANISATION
Once you have optimised your fleet, you can start to look at other ways to control and reduce costs. You can also set enterprise-
wide rules to govern how certain types of documents are handled, such as automatically printing emails in black & white,
double-sided.
SafeQ lets you control who can access specific features of each MFP, enabling users to print efficiently. For example, not
everyone needs to print and copy in colour all of the time. If you know that a particular workgroup mostly produces high
volumes of text-based documents, it makes sense to introduce rules that enforce double-sided printing and restrict the ability
to print in colour.
Permissions can be set for individuals by their name or their role, and by workgroup or by department, and you can set a limit
on how many documents can be printed in a given period.
Rules and permissions.
Fleet optimisation is a journey /This is Why SafeQ gives you tools for continual improvement.
Reduce unnecessary printing
SafeQ can help you reduce waste by temporarily storing
documents in a secure print queue. If you need a hard copy,
simply log on to a convenient printer. If not, you can choose
to delete or wait for SafeQ to do this after a prearranged
interval.
Documents can also be emailed or uploaded to the
print queue from phones, tablets and laptops, giving
authenticated employees and guests a convenient printing
resource. What’s more, a handy conversion feature makes
it easy to print documents that can’t be opened – in cases
where the compatible App hasn’t been installed, for
example.
All this, plus convenient features such as Print Preview,
Reprint Job, Favourites and Delete Job, all help to promote
easier mobile working while eliminating waste.
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Reporting and accounting.
Once you have taken the necessary steps to eliminate waste
and make your fleet more efficient, similar reports to those
that you used to optimise your fleet can be used to allocate
the costs to cost centres and budget holders.
The reports, which can be generated automatically or on
demand, can be used to recover the costs of prints, copies
and scans in whatever way suits you best: by individual user,
workgroup, department, cost centre, or even clients for
external billing.
Choose one of the predefined reports or create your own
in choice of formats including HTML, PDF, XLS, XML, and
CSV. Either way, your management team will benefit from
multilevel accounting which allocates and bills every print,
copy, and scan to the correct client, cost centre and project.
Alternatively, you can set up accounts for groups and
individuals and give them a set number of credits. Once the
credits have been used you can choose to replenish them
or simply wait until the system restores the balance at an
interval of your choosing.
You can fine tune the prices you charge, too. Colour can be
set at a higher price than black & white and A3 more than
A4. You might even want to subsidise the cost to make it
more affordable for certain populations.
Everyone shares your printers /This is Why SafeQ helps you share their costs.
ALLOCATE COSTS TO INDIVIDUAL USERS, WORKGROUPS, DEPARTMENTS, COST CENTRES OR CLIENTS
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Secure printing, copying and scanning.
Secure authentication lets users benefit from ‘pull printing’.
In other words, they can walk up to any printer on the
network, log in with a simple swipe of an ID card, and view
all the documents that they have sent to the print queue.
From there, they can preview and print the documents they
need, remaining at the printer until the job has finished
and eliminating the risk of sensitive documents being left
unattended. The user cannot access or even view any other
users jobs in the print queue.
There are others benefits, too. As soon as a user is
authenticated, the rules that you have set for that individual
are immediately applied, and the reporting and accounting
functions capture the details of each and every job.
If you use pre-paid credit-based printing, the process of
logging on will trigger a check to make sure that the user
has sufficient credit to pay for the job before it is printed.
Good security enhances productivity /This is Why SafeQ comes with swipe-card authentication.
SafeQ can be used with all common types of swipe card. So
if you already have a card system to control access to offices
and buildings, your employees can use it to log in to any
printer or MFP.
If you don’t already use swipe cards there’s no need to
implement them. You can get all the benefits of SafeQ by
logging on with a PIN or username/password combination.
Efficient scanning
SafeQ makes scanning more efficient, too. Now everyone
can benefit from simplified scanning directly to their
email address or a network folder. For documents that
are frequently scanned – supplier invoices, for instance –
one-click scanning directly to the appropriate workflow is
supported, with the option to add metadata.
IDENTIFY AND AUTHENTICATE USERS BEFORE THEY PRINT, COPY OR SCAN
Welcome to Sharp
www.sharp.co.uk
Sharp has been manufacturing fast, reliable printers and MFPs - and devising new, more productive ways of managing documents -
for decades. Many have won awards from respected independent research establishments. All have delivered class-leading
performance, often transforming productivity in the workplace.
Sharp is a truly global company with local representation in all major countries. And our expertise now extends far beyond the
realm of office printing. Today we address the needs of the whole enterprise, with innovations in professional displays, solar cells
and LED lighting, to name just a few.
Design and specifications are subject to change without prior notice. All information was correct at time of print. YSoft SafeQ are registered trademarks of Y Soft Corporation in the European Union and/or other countries. All other company names, products, services and logos used herein are trademarks or registered trademarks of their respective owners. ©2015 Sharp Corporation. SafeQ 5 Output Management Brochure May 2015. Job Number 16087. All rights reserved. E&OE.
Notes
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TEL: 020 8734 2000FAX: 020 8734 2400