Print policies

automatically

apply the cost-

saving settings

users might

forget.

Users are always

kept informed of

changes applied

by print policies.

Effective control of colour costs

There is no better time to implement cost-management policies than when you

install new colour printers and multifunctionals. You will have established

anticipated running costs during the purchase cycle but your ability to stick to your

budget targets depends on the equipment being used appropriately.

With the best will in the world, any strategy that depends on voluntary action can

only ever be partially successful. The most effective way to ensure success is to use

software to enforce print policies.

The beauty of policies is that they are totally automatic. This is great for your staff

because they no longer have to remember to apply several print settings. And it is

great for your organisation too because the rules are always applied.

At the same time, print policies are flexible. Users can be given permission to step

outside the policies in exceptional circumstances. And if documents are modified or

redirected by a policy the user is always notified.

ITQ’s expert support staff will be delighted to help you develop and deploy print

policies using ITQ’s Print Control Solution.

software solutions reliably

enforce your cost-saving

print policies

The Document Masters’ Digest

Your regular guide to best practices in document systems

Print policies can help in many ways, for example...

Print documents from Word and Acrobat

double-sided, avoiding wasted paper

Print documents over nn pages on

departmental printers, avoiding the

higher costs of desktop devices

Prohibit certain printing after working

hours, stopping the abuse of full-colour

Ignore duplicate print jobs, avoiding

wasteful and unnecessary printing

Remove colour from Outlook print jobs,

avoiding pages with a blue web link

incurring a charge for a full-colour page

Print monochrome jobs on a

monochrome device, exploiting the low

cost of such machines

63pp

brought to you by

Print policies

demonstrate

how rapidly they

pay for

themselves.

Print policy

management

allows internal

and external cost

allocation

Unavailable

printers are

automatically

side-stepped by

print policies,

leaving your

office running

efficiently.

Tangible ROI

Not only do print policies save your organisation money – they prove

it. Through comprehensive reporting they detail the jobs that were

modified and the cost savings that followed. In this way you will be

able to see how quickly the system pays for itself.

Cost identification and allocation

One of the by-products of monitoring your network printing is the ability to

identify how much each department (or even each user) spends on printing.

Armed with this information, you can implement policies to reduce excessive

printing, apply quotas to prevent a recurrence or allocate costs to the relevant

department so the rest of the organisation is not unfairly burdened.

With ITQ’s Print Control Solution, you even have the option to pass printing costs

on to your clients. This is especially useful when a project involves large amounts

of printing. You may consider it unfair to treat this cost as a general overhead and

share it with other clients and it would certainly be economically unattractive to

absorb the cost internally. Effective print policy management gives you the

flexibility to pass the cost on if desired.

Fault-tolerance

“I just want to press Print and have my documents print” consistently comes top of

any user’s printing wish list. Reliability is crucial to staff satisfaction and your

office’s productivity.

All too often though, printers are unavailable when they run out of paper or toner

or when they are tied up printing a massive job for another staff member. Print

policies prevent backlogs developing by re-routing jobs when they detect a busy

or broken printer. It is entirely automatic. The user is notified of the redirection and

can go and collect their document for an alternative device.

Cost-saving print options: numerous cost-saving facilities are available without

any new software or equipment.

Free solutions for colour cost control: exploiting driver features and applying

them universally using free network utilities reduces colour print costs.

Also in this series...

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