white paper rules and preferences are important control colour costs
DESCRIPTION
Rules Preferences and good housekeeping reduce colour costsTRANSCRIPT
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
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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
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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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