PRINT SERVICES - Systems Technology · PRINT SERVICES. Version 26032019. Contents Preventative 4 Maintenance 6 Remote Monitoring 7 Emergency Calls Our 8 Process 11 Print Management

PRINTSERVICES

Version 26032019

Contents

4PreventativeMaintenance 6Remote

Monitoring 7EmergencyCalls

8OurProcess 11Print

ManagementSoftware 1410 Reasons

to Choose Us

17OurAccreditations 18Our

Products

Why we do what we do?

PassionWe are passionate about our team, clients and services and we refuse to compromise on any of them.

ExcellenceWe are in the habit of delivering excellence, continuously striving to do that one more thing for every client to go above and beyond.

ReliabilityAfter 30 years in business, our clients still know exactly what to expect and can rely on us to fulfilour promises.

InspirationWe work as a team to deliver solutions that make offices smarter while championing each other and the businesses we work with.

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PREVENTATIVEMAINTENANCE

Prevention is better than cureWhen your multifunctional printers stop functioning, it can be very frustrating. It doesn’t just stop your employees from printing and scanning, it can also hinder their productivity, causing real problems for your business.

Many companies experience issues like this when they’re let down by the traditional, and often unreliable, Reactive Maintenance service other printing suppliers offer. That’s why, from day one, our customers have been benefitting from our pioneering and unique Preventative Maintenance service. We fix issues before they occur through monthly visits from our technicians, keeping your machines running optimally, without you having to think about it.

We think prevention is better than cure. Don’t you?

“”One less headache — I know everything gets taken care of before I even

have to think about it.Arun Estates

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Jamming Prevention1. Clean and check document feeder

2. Clean and check paper trays and duplex unit

3. Inspect finishing accessories

4. Check and replace fusing assembly

Print Quality5. Check and maintain drum units and associated parts

6. Inspect transfer belt and rollers

7. Check the condition of developer and replace

Copy & Scan Quality8. Check and clean optics parts, such as glass and image sensors

9. Perform print quality calibrations

Our 16-Point CheckMaintenance & Support10. Check toners and replace, if needed

11. Check waste toner unit and replace, if needed

12. Take meter readings

13. Update firmware

14. Check remote diagnostics

Cleaning15. Full internal clean of the machine

16. Full external clean, including all covers and panels

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REMOTEMONITORING

A suite of internet-based tools, developed to reduce printer-fleet administration and add an extra layer of support to our Preventative Maintenance service.

1. Automated Meter Readings ServiceWe take the mundane and time-consuming task of taking monthly meter readings off your hands, saving you

valuable time and ensuring your invoices are accurate.

2. Automated Machine Diagnosis Service We programme your devices to automatically communicate their status to our service team, in real time.

If a fault occurs, or your device is not performing to our high standards, our in-house technical team are

alerted and can resolve any issues remotely, without you having to make a call. If needed, an engineer will be

instructed to come to you, free of charge.

3. Automated Toner Ordering Service During your monthly visit, your engineer will routinely assess your toner levels and arrange for deliveries when

you’re running low. This is reinforced by our in-house technicians, who remotely monitor your devices to

capture any unexpected peaks, taking the responsibility of checking and ordering toner for multiple machines

and models from your staff and eliminating the risk of running out.

4. Fleet Activity Reporting ServiceWe have round-the-clock access to detailed information about

your print fleet so that we can manage its performance remotely.

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EMERGENCYCALLS

Our Preventative Maintenance service allows us to keep your devices running optimally. However, some issues we have little control over, such as error codes, can occur from time to time. Across our entire fleet of over 2,500 devices, we receive less than 10 emergency calls a day. But when we do, we send our technicians out on site, free of charge, with an average response time of under two hours.

AVERAGE RESPONSE TIME

Industry-leading average response timeIt’s rare that our customers need our assistance urgently, thanks to our Preventative Maintenance service. But whether you’re requesting help with a jammed paper-clip or simply need a hand with setting up a print workflow, our engineers can be by your side

in under two hours.

Unbeatable fleet uptimeIt’s only through our Preventative Maintenance service, which ensures your machines are fully serviced, stocked and running as they should, that we’re able to provide our

customers with an unbeatable up-time of 99.47%.

Outstanding first-time fix rateBy routinely checking the most commonly used parts during our regular visits, we’re able to provide you with true preventative maintenance and achieve our impressive first-time fix rate of 98.96%.

“”On-boarding was smooth and their preventative maintenance has proved its worth, with an admirable up-time of our machines, which means happy staff.

Breast Cancer Now

99.47%

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OURPROCESS

Our print strategies are tailored to your organisation and business goals, providing you with a bespoke solution you can truly benefit from.

Your visionWe take time to understand your business, your challenges, where

you are currently and where you want to be.

Print auditOur high-grade print auditing software measures the status of your devices, giving us a complete and transparent view of who’s printing,

how often and at what cost.

AssessmentWe talk to your team to understand how your devices are used, giving us an even deeper insight into your bottlenecks and the issues

affecting productivity.

Flexible contracts We have a selection of contracts available, ranging from one to five years, all including labour and toner costs.

Discover

MANAGED PRINT

“”When other companies try to sell me services for print management,I tell them, ‘we deal with our sister company’, because that’s how

integrated I feel Systems Technology are with Shaw Trust.Shaw Trust

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Our solutions are made to fit your budget and growth appetite, requiring no extra expenditure.

Print policiesWe create clear policies to determine the availability and capacity of your devices, ensuring your users can print when they need to and at

the right cost.

No need for newWe can work with your existing devices so there’s no need to spend

money on new ones.

Bespoke roadmaps We develop a roadmap so that your ageing devices can be phased out over time, allowing you to really get your money's worth. You also have the option to slowly standardise your printer technology,

simplifying management even further.

We work closely with your organisation to train and educate users pre and post-installation,to ensure successful adoption.

Prince2-trained specialists We are driven by the IT Infrastructure Library (ITIL) best practices, aligning our service with your business vision, strategy and growth plans. Our experts provide guidance on how to use IT as a tool to

facilitate business change and transformation.

Seamless installation Our professional team deliver, implement and seamlessly deploy your hardware, ensuring we have building access and specialist equipment, in advance. If required, we’ll dispose of your old hardware

for you, recycling any parts where possible.

Change-management toolsChoose from our range of tools, such as email and intranet updates, posters and fact sheets, designed to enhance internal adoption and

guarantee the success of the solution.

In-house training Our specialist training officers device training programmes to meet your organisational and end-user needs, allowing you to get the

most out of the solution.

Design

Transition and Implementation

FLEXIBLEMPS

DESIGN

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Our expert engineers and dedicated support team are core to our unique and guaranteed Preventative Maintenance service, which comes with every single contract.

Monthly visitsOur DBS-enhanced engineers visit you every month to fully service your devices, answer any questions you may have and guide your

employees to improve productivity and efficiency.

Device optimisation Your monthly service includes device maintenance and firmware updates in order to maximise uptime, extend their life and guarantee

consistent quality.

Remote monitoring and technical supportOur experts remotely monitor your devices 24/7, resolving any issues before they happen, without interrupting your day. We also oversee all aspects of network printing — from workflows to user profile creation, implementing settings which best suit you and your workforce. Should you have any problems, our team are on hand to answer your

call within three rings, via our freephone number.

We provide a complete, end-to-end solution that doesn’t finish once your equipment has been installed. Our review stage is a process of continual service improvement, providing reporting and guidance on maintaining value for your company.

Quarterly reviewsWe meet with you and other key stakeholders to review the performance of our service against the objectives set at the beginning

to ensure you’re reaching the set goals.

Print management reportingYour account manager will help you identify trends and make recommendations to eliminate unnecessary costs, reduce paper and

energy usage and improve efficiency.

Performance reporting We look at how your KPIs have been met and present other performance statistics in a concise way, so you can compare engineer response times, charged print volumes and more.

Support and Manage

Review

11 Poppy - PA & Office Manager

Are you:

Concerned about security or privacy?

Needing to cut your toner and copy costs?

Aiming to reduce print wastage and improve productivity?

Then our Managed Print software is for you. Our tools are designed to save your organisation money, help you become more secure and compliant, and reduce your wastage.

Print SecurityIn these times of strict security regulations and GDPR, it’s crucial for any organisation to be able to keep

documents and data safe. Our Managed Print software helps you to manage your shared multifunctional

print devices, in order to keep sensitive information safe, eliminating the risk of data and privacy breaches

and helping you on your journey to becoming fully compliant with regulations.

‘Follow Me’ printing

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PRINT MANAGEMENTSOFTWARE

Convenient for users, safer for organisations.

Allows your users to conveniently and securely release their prints from any connected device.

Reduces the risk of privacy or data breaches in a shared office environment.

Ends the need for employees to travel between offices with sensitive documents.

Allows, limits, stops, or tracks documents, giving you complete control.

Gives users the ability to collect their prints from the most convenient device, improving productivity.

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Every day, your users print a significant number of documents, but not always in the most suitable way.

Documents which could have been printed in black and white are printed in colour; single sheets are

used when duplex printing would have been cheaper; and large print jobs are sent to expensive desktop

printers, instead of print rooms or MFDs. This all happens under your nose and, sometimes, no amount of

user education helps.

With rules and routing, each print job can be printed in the most cost-effective and productive way.

Here’s how:

Eliminating Waste and Helping the Environment

7/10 ORGANISATIONS DON’T KNOW WHAT THEY ARE SPENDING ON PRINT*

Integrates with your existing user directory, such as Active Directory, and allows you to monitor, track, and control printer access.

Uses machine learning to identify which card belongs to whom, significantly reducing administration time.

Gives you the ability to grant or restrict your users access to various device functions, depending on their job role, department or other criteria.

Automatically stops sensitive documents from being leaked via scan-to-email or faxing.

Advanced OCR security hunts and detects sensitive keywords, allowing you to manage the printing and sharing of sensitive information.

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‘Least-Cost Routing’ deploys notifications which prompt users to print to the right devices and offer the alternative, more cost-effective ways to print.

Apply rules, such as black and white, duplex printing, and routing to the most suitable devices, to cut costs and improve efficiency.

If required, apply strict print rules, such as manager

authorisations, to avoid running up large costs.

Use application-based rules to ensure emails are always printed in mono, that web pages don’t print on too many pages, or even to prevent printing from certain programmes.

Control printing from individual programs.

End excess wastage by stopping users from accidentally

printing the wrong documents, leaving documents at

printers, or impatiently sending a print job a second time.

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Secure network authentication

*Source: Canon UK

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Client BillingWhether you provide printing as a facility to your users, or as a service to your clients, printing has a cost

that you’re paying for. Our Print Management software creates an accountable print environment, where

users are informed of their printer usage, making them more mindful and reducing waste. It also allows

you to bill certain users, departments, accounts or clients.

Reporting and OptimisationOur reporting module gives you fact-based insight into your enterprise print environment, tracks jobs,

and captures printing costs, empowering you to make better decisions and achieve optimal results.

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Reporting allows us to show you:

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Keep users or departments accountable by establishing

quotas and account balances — a particularly

important feature for schools and universities.

Provide users with a monthly quota of usage, with the

ability to top up, using their key cards, via a secure

payment gateway, such as PayPal.

Assign each printer with multiple price structures, to

track user charges and internal printing costs.

Bill back printing to your clients by case and matter,

for any resources used, providing them with cost

calculations and customised reports.

Device usage across your organisation, all presented

in simple, easy-to-understand charts.

Any printing trends, hotspots and dead-zones which

may be influencing costs, causing bottlenecks or

offering poor ROI.

Optimise and enhance your print environment to

improve productivity and save money.

How to effectively maintain and monitor your devices,

in order to optimise and extend the life of your fleet.

INTRODUCING MONITORING AND REPORTING TYPICALLYREDUCES VOLUMES BY 10-20%**Source: Canon UK

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1. Monthly visitsEvery month, your multifunctional printing devices are fully serviced by our own

manufacturer-trained engineers. They will fully inspect, clean and replace any

ageing parts, in order to enable your machines to run at their optimum level,

maximise their uptime and extend their life. We even change feed tyres to prevent

paper jams.

2. Document feeder servicingThere’s nothing more frustrating than unexpected jams, particularly when you’re

attempting a large copy or scanning job. That’s why we check and fully service

your document feeders during every visit, replacing and cleaning parts, if needed

— keeping you free of jams and frustration.

3. Meter readings and toner ordersWe take care of the mundane and time-consuming task of taking accurate meter

readings, giving back valuable time to your staff. We also keep on top of your

toner usage, re-stocking your machines when you’re running low or ordering

more for quick, free-of-charge delivery.

4. Machine cleaningOur specialist engineers take care to make sure your machine looks as good as

it performs well, cleaning your machine from its document feeder to its feet and

ensuring they are maintained with 100% certified manufacturer parts.

5. Engineer-to-machine ratiosMany printing suppliers offer responsive maintenance and typically have a ratio

of one engineer to every three-hundred and fifteen machines (1:315). At Systems

Technology, we provide preventative maintenance and assign one engineer to

every one hundred machines (1:100).

10 REASONSTO CHOOSE US

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6. A risk-free serviceWhen you commit to a three, four or five-year contract with a Reactive

Maintenance supplier, you’re taking a chance on their service promises being

true. Due to the nature of our Preventative Maintenance model, your machines

will always run at their optimumal level, making working with us risk-free.

7. True preventative maintenance Not all maintenance services are created equal. Other providers may offer

courtesy visits when your device needs attention, but none offer the same

preventative service we work so tirelessly to achieve. By performing our 16-point

check on your machines and remotely monitoring them, we’re able to ensure

they’re always running optimally.

8. Firmware updatesOur engineers check for and install the latest firmware updates at every visit, to

add new features, keep your machines up to date, improve reliability and fix any

problems.

9. Consistent print qualityWe regularly recalibrate your machines, using industry-standard test charts to

provide precise colour accuracy and density. This guarantees a consistently high

level of printing quality, helping your company look professional and presentable

at all times.

10. Our peopleOur manufacturer-trained and DBS-enhanced engineers are on hand, every

month, to answer any questions and guide your employees to being more

efficient and productive. They take the time to get to know you, what you are

trying to achieve and how we can provide innovative solutions to help solve your

challenges. Our in-house team of experts ensure your devices are monitored,

your calls are answered via a freephone number, and any issues are fixed before

you even know about them.

PMPM PM

PM

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Helping you choose between suppliers

Systems Technology has achieved the highest level of certification from Canon

and was the first UK document and print solutions company to become a

certified Canon Managed Print Services partner. Their capability has been

audited to Canon’s standards by a well-recognised, expert third party.

The CompTIA Managed Print Trustmark identifies organisations that

provide best-practice based managed print services, leveraging remote

monitoring technology and on-premise print services. This credential is

only awarded to businesses that demonstrate superior competency and

dedication to quality service delivery. Systems Technology is one of only

10 elite CompTIA MPS Trustmark holders in the UK (ATOW).

Ricoh’s certifications focus on four key areas of customer importance:

customer service delivery, using quality supplies, production print and

managed document services capabilities. Systems Technology meet the

highest standards in all these areas.

TRUSTMARKMANAGED PRINT

Industry accreditations are a key consideration when choosing a new supplier. Systems Technology holds three top accreditations from Canon, Ricoh and CompTIA.

OURACCREDITATIONS

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OURPRODUCTS

Designed to help you work better

As a partner of Canon, Systems Technology has been endorsed for being

in the top tier of suppliers able to sell, scope, install and support uniFlow

independently, due to having our own highly-trained experts in-house.

We also regularly meet with NTWare to contribute to their product

roadmap and development.

Used within the legal sector prolifically, Equitrac is still viewed as the Rolls

Royce of Print Management Solutions, offering clients case and matter

billing and electronic court filing facilities, amongst many other benefits.

We have extensive experience with this product at all levels and provide

implementation services, complete with ongoing support for our clients.

This is the most popular Managed Print Software available in the UK and is

widely available. Our collaborative relationship with the directors of PaperCut

has allowed us to become the first UK partners to integrate Papercut with

ParentPay and develop the app, which is now used in education for iPad

printing. Our own staff scope, install and support this directly.

Print Audit is our tool of choice when carrying out our audits and surveys

to capture your users' print usage, habits and information. It highlights

all user data from both locally-loaded devices and network printers — a

failing of most other tools. We provide full management reports on your

organisation, from printing to application, in order to recommend the

correct equipment and solution for your business.

Systems Technology Ltd

Kent Office41 Riverside II

Sir Thomas Longley Road

Rochester, Kent ME2 4DP

London Office10 Bow Lane

London

EC4M 9AL

www.systemstechnology.co.uk0800 279 0300