Output Management - Kingswood Media

Output Management The benefits of Neopost OMS software

THE PRINT & DOCUMENT WORKFLOW MAGAZINE

SPRING 2016 www.printitmag.co.uk

MFPs WORKFLOWSECURITYA4 MFPs with the capacity and expandability of A3 devices

St Andrews Links Trust waves goodbye to paper forms

How to prepare for new data privacy rules

PAGE 17 PAGE 28PAGE 12

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Canon may include new models during the course of the Promotion. The end-date for newly added products will remain as stated in the Terms and Conditions.

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canon-print-ITReseller-dps-replacement.indd All Pages 08/03/2016 15:46

To find out more visit www.canon.co.uk/office-printers-scanners

Free freight on Canon print & Scan orders when you quote - PRINT IT RESELLER CANON

Sell toner with i_SENSYS printers to make more margin and your customers could get an extra £10 cashback too

LBP7110CWIM SKU: 2421F81

£117.99 £40 Cashback

TONER: 731BKSKU. 242X548, 242X542,

242X543, 242X545

MB5350SKU: 2421G05


INK - 2420V84 (Multi BK/C/M/Y)

DR-F120SKU: 2420w98


+FREE3 YEAR WARRANTY

UPGRADE

+ Claim an Extra £10 Cashback on i-SENSYS when

bought with a qualifying toner

£60UP TO

END-USER CASHBACK ON SELECTED

CANON PRINTERS

Contact your Ingram Micro account manager or email the Ingram Micro Print, Scan & Supplies team on [email protected]


To fi nd out more visit www.uk-new.ingrammicro.comor call your Ingram Micro Account Manager on 0871 973 3000.




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FLORIST

TO

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Partner logo

AccreditationLogo

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canon-print-ITReseller-dps-replacement.indd All Pages 08/03/2016 15:46

ISSN 2055-3099 (Print) ISSN 2055-3102 (Online)THE PRINT & DOCUMENT WORKFLOW MAGAZINE

PRINT.IT 3www.printitmag.co.uk

Read PrintIT online... www.printitmag.co.uk

@printitmag www.facebook.com/BinfoMag

ISSN 2055-3099 (Print) ISSN 2055-3102 (Online)

04 What’s New New printer products and initiatives

07 Bulletin Paper being removed from nine out of 10 workflows

12 Data Security How to prepare for new data privacy rules

14 Cover Story The many benefits of Neopost output management software

17 MFPs New KYOCERA MFPs let you do more with A4

19 Business Inkjets HP PageWide inkjet technology for the enterprise

24 The Future of Print Fastest Brother laser printer optimised for MPS

26 Scanning Going paperless with Nuance eCopy ShareScan

28 Workflow St Andrews links time recording to payroll

30 Analysis The rise of the connected workplace

34 Graphic Arts Bring prints to life with the OKI Pro9000 Series

SPRING 2016 www.printitmag.co.uk

Comment

A member of:

Editor: James Goulding 07803 087228 • [email protected] Advertising Director: Ethan White 01732 759725 • [email protected] Publishing Director: Neil Trim 01732 759725 • [email protected] Sales Manager: Martin Jenner-Hall 07824 552116 • [email protected] Media and Web Editor: John Peters 07711 204011 • [email protected] Director: NIck Pledge 07767 615983 • [email protected] Assistant: Tayla Ansell 01962 843434 • [email protected]

PRINT.IT is published by Kingswood Media Ltd., Amherst House, 22 London Road, Sevenoaks TN13 2BT • Tel: 01732 759725

No part of PRINT.IT can be reproduced without prior written permission of the publisher. © 2016 Kingswood Media Ltd.

Production Design: Sandtiger Media www.sandtiger.co.ukThe paper used in this magazine is obtained from manufacturers who operate within internationally recognized standards and which is sourced from sustainable, properly managed forestation.

COMMENT

In the last issue we published the results of a survey in which we asked vendors for their thoughts on the print industry. As part of this exercise, we asked them to rank a selection of threats facing the industry in order of importance. Product maturity/lack of innovation was considered the least significant of these by a clear margin. Justifiably, when you consider some of the innovations we report on in this issue. Most exciting of all are the new HP PageWide business inkjets (see page 19), which are faster, more productive and more powerful than ever, with the promise of even greater things to come next year when the first A3 PageWide products are launched. What’s impressive about business inkjets so far is that HP has been able to carve out a niche for them – actually, more than a niche – without cannibalising its sales of colour laser printers/MFPs.

KYOCERA will be hoping for a similar outcome with the launch of its new A4 TASKalfa MFPs (see page 17). From a distance, these look like A3 devices, with a generous selection of paper trays, bins for printed output and serious looking finishers. Get up close, however, and you notice that they have the footprint of an A4 device and associated benefits such as lower energy consumption and a smaller price tag. KYOCERA expects great interest from organisations with large A4 print runs that in the past have been forced down the A3 route purely for their paper capacity, output trays and finishing capabilities.

HP and KYOCERA are not the only innovators. For example, Brother, too, has just launched a new range of laser devices as economical alternatives to A3 models. You can find out even more about the changing capabilities of the office printer on our website, www.printitmag.co.uk. We recently conducted video interviews with Ricoh, Brother, Epson and OKI, which we have now uploaded to the site. The interviewer won’t win any Oscars, but his victims do an excellent job of explaining how modern devices are transforming business efficiency. Well worth a look when you have the chance.

James Goulding, Editor [email protected]

what’s new

4 PRINT.IT 01732 759725

Faster and more powerfulSamsung is targeting the retail and financial services industries with its powerful new ProXpress C30 series MFPs. The three models in the range deliver performance enhancements across the board, including faster print speeds (30ppm vs 26ppm on previous models) and a 50% faster 800MHz dual CPU processor. Paper capacity is now 1,400 sheets and toner yield has risen to 8K with the high yield cartridge (5K as standard). www.samsung.com

Small but perfectly formedCanon’s new 27 pages per minute mono laser printer is designed for customer-facing environments in hospitality, retail and banking environments. Despite its small size, the i-SENSYS LBP151dw is packed with time-saving features including PCL5e/6 support; WiFi connectivity; and mobile printing via the Canon Print Business app (Android/iOS), Google Cloud Print and the Mopria Print Service for Android users. www.canon.co.uk

Picture PerfectPlustek’s ePhoto Z300 is a dedicated photo scanner that can also scan documents up to A4 in size. It automatically detects when a photo or document is placed on the platen and scans at up to 300dpi. It takes two seconds to digitise a 4 x 6 inch print and 5 seconds to process an A4 page. Supplied software includes Plustek ePhoto for image enhancement and Presto! Page Manager 9 for creating searchable PDFs. The scanner costs £130.00

Sharp has completed the refresh of its A3 line-up with the launch of three new MX Essential A3 colour MFPs for public sector organisations and small and medium-sized businesses. Designed to do the basics well, the MX-3050N, MX-3550N and MX-4050N have print speeds of 30, 35 and 40 pages per minute; a 10.1in customisable touchscreen; support for media up to SRA3 and 300gsm; and an entry-level pull print solution, which stores print jobs for authentication and release from up to five networked MFPs without the need for a print server. Optional extras include finishing solutions, a wireless LAN adapter, direct USB printing of Microsoft Office files and Sharp’s OSA solutions platform. Sharp’s new line-up also includes the MX-3070N, MX-3570N and MX-4070N. These

‘Advanced’ versions, as standard, come with stapling; Office Direct Print; scan to searchable PDF and Office; and a motion sensor that detects when a user approaches and automatically recovers from sleep mode. www.sharp.eu Smart and

economical Lexmark’s new A4 colour lasers for large workgroup boast a tablet-like interface for ease of use, high capacity toners for lower running costs and quad core processors for productivity. Another time-saving feature of Lexmark CS720/725/820 series printers and Lexmark CX725/820/825/860 series MFPs is a new unified Scan Center app, which enables users to scan a paper document and route the file to multiple destinations simultaneously, such as email addresses, network folders, FTP sites, fax machines, electronic document archives and other secure network locations. Lexmark says that with the largest input/output capacity and the most flexible media support of any A4 color laser MFP, the top of the range CX860 rivals the capabilities of A3 products. www.lexmark.co.uk

World first Mcor describes its ARKe 3D printer – a CES 2016 Best of Innovation Awards Honoree – as the world’s first full colour desktop 3D printer. Mcor says it is six times cheaper, four times faster and half the size of other 3D colour printers and, because prints are made from paper and glue, the printer is office-safe with no harmful particle emissions or toxic

chemicals. The ARKe incorporates Selective Deposition Lamination 3D printing technology and a 4800 x 2400 dpi colour inkjet printer for colouring output. The printers are available with a choice of covers and cost £5,995. www.mcortechnologies.com

A complete line-up


WHAT’S NEW

Digital diariesMobile Site Diary is a new app developed as an alternative to paper-based site diaries kept by contract engineers to document the progress of construction projects. Historically, maintaining site journals and archiving (and retrieving) information has been time-consuming. Site diaries are usually hand-written by engineers, reviewed by managers and then scanned and archived. Photographs supporting diary entries are often stored separately. Mobile Site Diary aims to eliminate the inefficiencies of paper site diaries by providing a quick and easy way to record information digitally. The app’s developer Appear Networks says that

unlike other apps, Site Diary enables users to complete and save entries in less than 90 seconds, thanks to a variety of time-saving features including drop down menus of pre-configured event options; the automatic recording of local weather conditions; the storage of digital photos with records; and automatic back-up and cloud storage. www.mobilesitediary.com

Label printersZebra Technologies is introducing two compact printers for retailers – the ZD420 desktop thermal transfer printer with easy-to-load ribbon cartridge; and the ultra-compact ZD410 2-inch direct thermal printer for printing labels, receipts and tags. Both offer fixed, Wi-Fi and Bluetooth connectivity.www.zebra.com

Orderly exit Businesses requiring a versatile scanner capable of handling a wide variety of material, including A1 documents, plastic cards, thick paper up to 413gsm, closed envelopes and documents up to 5.5 metres in length, need look no further than the Fujitsu fi-7460 and fi-7480. These desktop ADF scanners can scan two-sided documents in colour at speeds of 60 or 80 pages per minute (120 or 160 images). With a recommended maximum daily scan volume of 9,000 and 12,000 pages, the scanners have a newly designed skew-protection mechanism; brake rollers that separate each document to avoid paper jams; a new paper eject and stacking design, ideal for desktop placement; and paper-handling technology that controls paper output speed so that scanned documents pile up in an orderly fashion. Prices start at £2,199. www.pfu.fujitsu.com/en/

No strings attachedStar Micronics has added a wireless model to its TSP100 futurePRNT Series of retail and hospitality receipt printers. Offering wireless communication for traditional and mobile POS, the TSP143III WLAN is compatible with all major operating systems, including Android, iOS, Linux, Mac OS and Windows. It comes with an internal power supply, a print speed of 250mm/second, an auto-cutter and support for economical thin paper. The printer driver also supports Star’s free AllReceipts digital receipting service, which sends digital copies of printed receipts to the AllReceipts App on a customer’s smartphone without the need for an email address. www.Star-EMEA.com

©2016 Electronics For Imaging, Inc. All rights reserved.

DRUPA 2016Düsseldorf, Germany Hall 9 — A40May 31 - June 10, 2016

COOLER ENGINESBOOST PROFITS

EFI’s “cool cure” technology lowers temperatures across our full line of roll-to-roll,

hybrid and narrow web LED printers, enabling you to print on thinner and speciality

substrates. Plus, you’ll lower energy and consumable parts costs. Pretty cool, right?

Fuel your success at vutek.efi.com/LED

Print now to avoid regretAlmost half (44%) of British adults have lost a digital photo they wish they had printed, with ‘losing/ breaking hardware’ and ‘accidentally deleting photos’ being the most common ways to lose images. According to a YouGov survey commissioned by Jessops to mark the launch of its new online photo printing service, 21% of British adults have never printed a photo. Nearly one in ten (8%) print a photo at least once a month. Jessops’ new website makes printing photos easy, with the option to have prints delivered to a home address or to the nearest Jessops store for collection within 25 minutes. www.jessops.com/photo

Xerox has enhanced the capabilities of its new i-Series of Xerox ConnectKey MFPs with ready-to-use apps that speed up paper-dependent business processes and make it easier for users to collaborate and work more effectively.

Ready-to-use apps accessible from the i-Series MFP interface include the @PrintByXerox App, a free mobile cloud printing solution that enables employees and visitors to print securely from any mobile or network-connected device via a single email address; and a QR Code App that lets users print from and scan to a ConnectKey-enabled MFP by scanning a QR

code with their phone/tablet.Mobile Link is another

useful app for iOS and Android devices. It enables users to create one-touch, automated workflows on a mobile device so that they can remotely control a Xerox MFP and transmit documents to fax, email and cloud-hosted services like Box, Dropbox and Google Drive. A new camera capture feature lets users route photos of documents taken with a mobile

device directly to relevant departments.

In addition, the Xerox App Gallery is now pre-loaded directly on the user interface of i-Series MFPs, giving users easy access to a variety of apps from Xerox and its partners. These include the new Xerox Easy Translation Service app, which translates documents scanned or captured on a smartphone/tablet and uploaded to a web portal into more than 35 languages.

Partners can tailor the user interface and automate customers’ business processes using Xerox App Studio 3.0 or, for more sophisticated customisation, the Personalised Application Builder (PAB) program.www.xerox.com

Paper being removed from 90% of processes but progress is slowIn the next two years, organisations in North America and Western Europe plan to remove paper from all but 9% of key business processes, even though more than half of them (55%) say their workflows are still largely or entirely paper-based.

A survey of 600 IT decision-makers by Xerox highlights deep concern over paper-based processes, including cost (42%) and security (42%), and an appetite

for greater automation, with three quarters of respondents having already identified certain functions as candidates for full robotic automation.

The most popular are accounting (38%), expenses reporting (37%), accounts payable (36%) and customer care (35%).

The Digitisation at Work report questions the ability of organisations to achieve these aims, pointing out

that 29% still communicate with customers via paper, rather than email or social channels, and that many have yet to implement fairly basic changes to processes.

Almost half (47%) of those questioned have still not introduced or improved cloud services; 45% have not yet incorporated predictive analysis as part of a big data strategy; and 40% have not introduced solutions for the mobile workforce.

Andy Jones, vice president or Workflow Automation, Large Enterprise Operations at Xerox, said: “Organisations foresee a lean and agile digital future but current business processes are still weighed down by paper. The disconnect between an organisation’s vision and the steps required to achieve successful digital transformation has stalled the promise of digitisation.”www.xerox.com

BULLETIN


bulletin

Teachers printing moreFollowing a period of decline, there are signs that printing by teachers is on the rise again. A new study by KYOCERA Document Solutions – its third annual Education Technology report – shows that two thirds of teachers now print more than 3,000 sheets per term, up from 56% in 2014.

The importance of printing in the education sector is highlighted by the fact that a third of both teachers (34%) and students (33%) have a desire for better quality printing, making it the second most wished for technology improvement after new PCs.kyoceradocumentsolutions.co.uk

Xerox® Digital Alternatives

Transform the way knowledge workers complete paper-intensive processes.

Streamline workflows and collaborate more effectively with easy-to-use tools

Increase security, transparancy and control, and lay the foundation for workflow transformation and optimization

Apps add to appeal of new ConnectKey MFPs

©2016 Electronics For Imaging, Inc. All rights reserved.

DRUPA 2016Düsseldorf, Germany Hall 9 — A40May 31 - June 10, 2016

COOLER ENGINESBOOST PROFITS

EFI’s “cool cure” technology lowers temperatures across our full line of roll-to-roll,

hybrid and narrow web LED printers, enabling you to print on thinner and speciality

substrates. Plus, you’ll lower energy and consumable parts costs. Pretty cool, right?

Fuel your success at vutek.efi.com/LED

Lexmark has expanded its solutions portfolio with a cloud-based invoice processing solution designed specifically for the accounts payable function in small and medium-sized businesses.

ReadSoft Online R8 automates invoice capture and processing, reducing manual data entry and cost-per-invoice processing by as much as 90% and helping to eliminate duplicate or lost invoices.

It can be used to upload invoices to ReadSoft Online, scan paper-based invoices and capture invoices received via email.

Business-critical content is extracted and verified and then automatically routed to an optional approval workflow. Invoice images and data can also be transferred to downstream applications and repositories.

ReadSoft Online R8 integrates with many ERP systems and incorporates business logic with country-specific knowledge to efficiently capture data from vendor invoices. It runs on Windows Azure and offers secure 24/7 availability and access to real-time product updates.

More than 2,700 small and medium-sized businesses already rely on ReadSoft Online to improve their operations and productivity. www.lexmark.co.uk

Canon has launched a new version of its uniFLOW integrated network print and scan management software.

uniFLOW makes it possible to print and scan from any connected PC or mobile device to any uniFLOW-enabled printer or scanner on the network, including devices from other vendors, securely and with centralised management and reporting of print usage and costs.

Version 5.4 boasts a number of enhancements, including:n a new scanning interface that works with Canon ScanFront scanners, as well as imageRUNNER ADVANCE MFPs, and enables users to scan straight into document storage platforms like Microsoft SharePoint and OneDrive or submit files into business process workflows like Therefore; n the ability to create user profiles, with personalised options, that can be synchronised across all devices; n simplified price profile creation that makes it easy to set up accurate costs for printing on each device and create a pricing structure for

environments like universities or serviced offices, or where individual teams have specific print budgets; n integration with Canon’s iW Secure Audit Manager Express application, which identifies and protects sensitive information, preventing the duplication of protected documents and alerting a security manager if certain keywords are recognised; n compatibility with Canon’s Océ PlotWave and ColorWave wide format printers, so that users who need to print large images or technical documents can do so using the familiar central uniFLOW system; andn integration with the Océ PRISMAdirect print room management platform, used to control Canon’s imagePRESS range of professional production printers. This enables a uniFLOW user database and budget structure to be integrated into a print room environment.www.canon.co.uk

Enhanced printing services for mobile workersCortado has released a new version of its Cortado Corporate Server enterprise mobility solution, claiming that it supports current iOS versions and Android for Work in their entirety.

Cortado says that direct integration of the native management functions of smartphones and tablets into the rights management of Windows Active Directory substantially simplifies the management of mobile devices.

Android for Work and iOS 9 secure corporate data on these devices and clearly separate personal and business data and apps without the need for complex, third-party management tools. All apps, including email and calendar, can be managed

securely.In addition to broad

platform support, which also includes Windows Phone along with Android and iOS, Cortado has expanded its print capability. With Android Print, users can now print directly from an Android smartphone/tablet to any available network printer and code-protect their print jobs. iOS users were able to do this in previous versions. https://corporateserver.cortado.com/version-8

Samsung has won the ‘Monochrome Printer/Multifunctional Printer (MFP) Line of the Year’ Award from Buyers Laboratory Inc. (BLI) for the fourth time since 2012. BLI praised Samsung’s mono line-up for its reliability, robust design, strong performance, cost and energy efficiency, environmentally friendly features and ease of use.

Samsung is strengthening its managed print services offering by entering into a strategic alliance with the NCR Telecom & Technology Group.

Under the agreement, NCR will deliver a comprehensive set of managed print services to Samsung enterprise customers worldwide, including remote monitoring, help desk and onsite support, and deployment services.

Customers will have access to a global network of managed service centres and more than 17,000 NCR-badged service professionals, enabling them to access on-demand support inside and outside the workplace.

Sophia Williams, Vice President and General Manager of NCR’s Telecom & Technology Group, said: “Today, companies expect service providers to deliver consistent assistance wherever they are located. This agreement enables Samsung to provide customers with a comprehensive suite of services that delivers the highest levels of solution availability across the globe.”

Samsung strengthens global MPS

BULLETIN

8 PRINT.IT 01732 759725

Cloud-based invoice processing for SMEs

New version of uniFLOW

Paper waste tops £1.6 billionCartridgePeople.com claims UK businesses are ‘wasting’ the equivalent of £1.6 billion on printing every year, with each worker throwing away an average of 6,500 sheets of paper. It advises businesses to ‘gamify’ printing by rewarding teams that reduce the amount of paper they use and displaying leaderboards to encourage friendly competition. www.CartridgePeople.com

Accountancy counts cost of repetitive workManual, repetitive workloads are causing a brain drain from accountancy, warns finance controls and automation software provider BlackLine in a new report.

According to BlackLine research, 64% of financial decision-makers admit that accountants often leave jobs because they are not happy with the manual, repetitive workload; 61% say they are not given the best tools to do their jobs effectively.

Mario Spanicciati, BlackLine Chief Strategy Officer, said: “In order to retain staff and entice the next generation into the profession, finance departments need to move away from outdated manual processes. Investing in the right technology to streamline manual reporting and give accountants more time to work strategically will not only drive staff productivity, but also help businesses attract and retain talent that is increasingly in short supply.”

Randstad claimed recently that the UK faces a shortfall of 10,200 qualified accountants by 2050. www.blackline.com

The age of the machine More than half (55%) of UK employees expect repetitive work increasingly to be carried out by smart machines, artificial intelligence and not people, according to the 2016 ADP Research Institute Evolution of Work study. www.ADP.co.uk

Data deletion guideKroll Ontrack has developed an in-depth guide to the secure deletion of digital data in line with the European Parliament General Data Protection Regulation (GDPR). Due to be enforced by 2018, GDPR will replace the EU Data Protection Directive 1995 and unify data protection legislation across all 28 member states. It will require all businesses handling EU residents’ data to delete personal information on request or when it is no longer required by the organisation. The guide provides a useful overview of the main operational and regulatory aspects concerning the secure deletion of data.www.krollontrack.co.uk

New regional hubs for ApogeeFast-growing MPS provider Apogee has opened new regional hubs in Scotland and Wales to support growing demand for its managed services and production print systems. The new facilities, Apogee’s 10th and 11th UK sites, are on the Scottish Enterprise Technology Park in East Kilbride, Scotland and the Cardiff Gate Business Park in Wales. www.apogeecorp.com

Sharp donation In the three weeks running up to Christmas, Sharp and its dealer network raised £6,306 for Make-A-Wish UK. Angela Powell, Corporate Account Manager at Make-A-Wish, said: “We are incredibly grateful to Sharp for their impressive effort on behalf of Make-A-Wish. The money raised will help us to grant more magical wishes to brave and deserving young people and we can’t thank them enough for their support.”

Grand opening for Blackbox SolutionsDocument solutions provider Blackbox Solutions has opened a new head office on Medway Street in Maidstone, Kent. Blackbox Solutions MD Colin Griffin said: “We are thrilled to have moved into these fantastic new headquarters right in the heart of Maidstone. This move gives us access to a growing local economy, a skilled workforce and a strong strategic location, all of which will serve as a foundation for the continued expansion of our business.”blackbox-solutions.co.uk

(l-r) Colin Griffin and the Mayor of Maidstone, Cllr Daniel Moriarty

...in brief

BULLETIN

SECURE DELETION OF DIGITAL DATA

Secure deletion of digital data

Personalisation yes, spam noFour out of five European consumers say they are happy to share personal data, including job, salary and health records, if it improves the targeting and relevance of communications, according to a new study by Ricoh Europe. The flipside is that 84% say they are ready to take action against brands that send irrelevant digital and printed communications. www.ricoh-europe.com

This year Royal Mail is commemorating the 500th anniversary of the knighting of Brian Tuke, the first Master of the Posts, by Henry VIII, an event that it says was the catalyst for the creation of Royal Mail as we know it.

To celebrate, Royal Mail has issued a special set of stamps and, in conjunction with the British Postal Museum & Archive (BPMA), has created an online gallery of 500 objects, people and events that help tell the story of the postal service and its contribution to society. Key dates include:1516: Henry VIII knights Brian Tuke, the first Master of the Posts. Tuke is given the authority to establish key post towns across the UK and build a formal postal network.1635: The postal service is opened up to the general public by King Charles I. Before, it operated only for the King and Court. A Letter Office is established in London and six post roads are formalised to carry mail across the country.

1660: The Post Office Act creates the publicly-owned postal service.1661: The first Bishop mark (or postmark) is used to identify the date of dispatch. It is named after the then Postmaster General, Henry Bishop.1711: The Post Office Act paves the way for a unified postal service across Scottish and English administrations (inc. Wales) following the 1707 Act of Union. Ireland followed in 1808.1840: The reform – over a number of years – of the Post Office by Rowland Hill and others forms the basis of the modern postal service. 1840: The Penny Black, the first adhesive postage stamp, is launched. The introduction of the Penny Post marks the origins of the Universal Service, under which postal

rates become uniform across the country, and heralds massive expansion in the popularity of mail. Mail volumes rise from 67 million in 1839 to 242 million by 1844 and more than one billion by 1875.1883: The launch of Parcel Post reflects the popularity of sending and receiving parcels. The growth of parcels sees the term ‘Letter Carrier’ replaced with ‘postman’.1911: The first scheduled airmail service flies from Hendon to Windsor, as part of the celebrations for the Coronation of King George V.1959: Postcodes are introduced on a trial basis in Norwich and then rolled out nationally from 1965-1972.

Find out more at www.royalmailgroup.com/500years.

Printers more optimistic despite pressure on marginsEven with tighter margins, falling prices and an incomplete recovery from the 2008 financial crisis, printers are increasingly optimistic about their prospects, according to the third drupa Global Trends Report (2016).

Analysis of the views of 750 printers in the three years leading up to drupa 2016 shows that in 2015 there was a 25 percentage point difference between printers who thought they were doing well (37%) and printers who thought they were doing badly (12%).

When asked, how they thought their financial situation would change in 2016, 50% thought it would get better compared to 6% who thought it would deteriorate – a positive balance of 44%. Optimism is greatest in Africa, Australia/Oceania, Middle East and Asia and in commercial and industrial printing.

Digital printing technologies are showing the fastest growth (28% on average), but sheet-fed offset lithography is also growing, particularly in publishing, with a net positive growth of 7%, and in packaging (+12%).

Digital print now makes up 25% or more of turnover in one third (35%) of commercial printers.

Printers and suppliers both cited strong competition as the biggest constraint to growth. Lack of sales was almost as big a factor, caused by the difficulty in finding new customers (58%) or good sales staff (35%).

The report is available for download from the drupa website. www.drupa.com

Royal Mail commemorates genesis of modern postal service

BULLETIN

10 PRINT.IT 01732 759725

The pen best for creativityFour out of five start-ups (82%) use pens, paper and whiteboards daily to encourage creativity, as well as computers, tablets, mobile phones and interactive projectors (86%), according to a new report by Epson. Even 73% of ‘digital natives’ (18-24 year-olds) admit they use pens, paper, whiteboards and writing tools for creative purposes. Entrepreneurs said they prefer to write by hand than type, because it’s quicker and easier (73%), enhances creative thinking (63%) and helps employees remember information better (74%). www.epson.eu

Pitney Bowes brings Clarity to production mail

Pitney Bowes is hoping to bring greater insight, analytics and visibility to production mail applications with the launch of the first commercially available solution to emerge from its collaboration with GE.

Hosted in the cloud on GE’s Predix platform, the Clarity solutions suite integrates and organises data collected from sensors on production mail machines to help clients improve efficiency and productivity.

Jason Dies, President of Pitney Bowes Document Messaging Technologies, said: “In its simplest form, production mail is about getting the right information in the right envelope to the right customer at precisely the right time millions of times each day. It is an industry measured in tenths-of-pennies and fractions-of-seconds. Clarity provides our clients with a view of their operations and our industry on a micro and global level that was never before visible – from the performance of a specific motor on a single machine to the productivity benchmarks of leading print and mail operations around the world.”www.pitneybowes.com

BROTHER SCANNERS

WHEN YOUR SCANNER IS CONNECTED,EVERYONE IS CONNECTEDMake light work of converting paper documents into digital copies with Brother’s new desktop document scanner range. Networked and wireless ready*, these scanners effortlessly connect multiple users to content for simple sharing at the touch of a button.

*ADS-2800W & ADS-3600W only

BRINGING PAPER TO LIFE

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DATA SECURITY

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In an increasingly globalised workplace, the processing and international transfer of data has become routine. This includes the cross-border transfer of personal data for the purposes of HR and other outsourced services or, for example, to an employer’s HQ in the US.

However, two significant legal developments are dramatically changing how organisations and, in particular, employers must think about the adequacy of their data processing systems and security – Safe Harbour and the General Data Protection Regulation (GDPR).

Safe Harbour Under European law, the transfer of personal data (including employee data) to a third, non-EU country may only take place if the recipient ensures adequate protection.

Until recently, adequate protection for data transfers to the US was effectively self-certified by recipient companies, under the Safe Harbour scheme. However, this scheme was struck down by the European Court of Justice earlier in the year.

The ruling affected over 4,000 self-certified US companies and their EU counterparts and has left a great number frantically reviewing their approach to EU-US data transfers, to try to ensure that data is transferred in a compliant and secure manner.

There are temporary solutions, including using standard contractual provisions in relevant documentation, consent and statutory derogations, but these are not perfect for the medium or longer term.

The US and EU have, in the meantime, been engaged in accelerated negotiations over a new ‘Privacy Shield’, which will be based on the same principles as Safe Harbour, with a view to meeting the underlying requirements of the strict

EU Directive as regards data transfer. However, the way in which those

principles are implemented and the hurdles for compliance are likely to be significantly stricter under the Privacy Shield. It will also be subject to an annual review. Businesses taking advantage of it will need to ensure they stay abreast not only of the terms of its initial incarnation, but also all the ways in which its requirements evolve over time.

Complaint and enforcement protocols will also be introduced. These are likely to include strict deadlines for responding to complaints, plus powers to monitor and refer them.

Whatever the precise form the final Privacy Shield takes – EU member states are set to start reviewing the details next month – and unlike the Safe Harbour system, businesses will be unable to think of self-certification as a one-time event. The rules are likely to be significantly stricter and compliance will require careful, ongoing monitoring and review.

The GDPR Businesses in the UK must also start to grapple with changes that will be introduced by the new General Data Protection Regulation (GDPR), due to come into force in 2018.

The objective of the GDPR is to establish a common set of rules across the EU for data protection and to introduce tougher enforcement rules, with penalties potentially running into many millions of Euros.

Businesses already process a

Andrew Yule explains what businesses must do to prepare for stricter data protection rules.

Data, data, everywhere… but are we compliant?

The US and EU have been engaged in accelerated negotiations over a new ‘Privacy Shield’, which will be based on the same principles as Safe Harbour

very significant amount of data in relation to their employees, such as payroll data, computer log-on data, communications and CCTV footage, to mention some obvious examples. Therefore, all UK businesses must start to think about what steps they should be taking now to prepare to be compliant.

The requirements for compliance under the Regulation will involve a greater focus on the legal basis for the processing of personal information; more extensive and complete records and information; new policies and practices; and an extension of the rights of data subjects (including employees).

With the GDPR, consent will take on much greater importance. It has been relied on under the existing law, as a relatively simple way to establish a legal basis for processing personal data, by way of a simple contractual term. However, the new Regulations will be much stricter – consent must be freely given, specific, informed and unambiguous and it will be for the data controller/employer to show that this has been achieved.

Alongside tighter rules as regards the basis for lawful processing of personal data, the rights of data subjects (including employees) will also increase. Data subjects will acquire additional rights to compel deletion, rectification and restriction on processing, to name but a few.

Although the rules will not be effective until 2018, given the amount of data that employers and other businesses currently process, they would be wise to start to prepare now. At this stage, this could include at least: identifying all the existing systems and contexts in which personal data is stored and processed; appointing relevant personnel and advisers to ensure that they understand the legal basis for processing data; and identifying what practical steps should be taken over the next 12 to 24 months to ensure that they have appropriate systems in place. Andrew Yule is a Partner at Winckworth Sherwood LLP. www.wslaw.co.uk

Safe Harbour: over 4,000 US companies are affected by changes to the rules

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14 PRINT.IT 01732 759725

COVER STORY

Do you send the same material to all your customers via the same communication channel, or do you mix and match the message and the medium to suit the preferences, needs and interests of each customer?

There is clear and growing evidence that organisations that personalise communications improve both marketing effectiveness and customer loyalty.

New research by the University of Cambridge Judge Business School1, published online in the Journal of Consumer Psychology, shows that the likelihood of someone making a charitable donation depends on whether they feel better or worse off than others, with the obvious implication that if a charity can tailor a mailing according to whether a recipient feels ‘superior’ or ‘inferior’, it can maximise the chances of a successful outcome.

To make its point, the study uses the example of a slogan produced for the American Cancer Society’s Relay for Life campaign – ‘Making strides toward a world with more birthdays’. Because this message focuses on giving ‘the world’ more birthdays, the report states that it is likely be more effective in reaching those who feel relatively better off than others, as they tend to give for altruistic reasons i.e. to ‘give back’ and be a better person.

It adds that the chances of raising funds from people who feel generally worse off would

be improved if the wording was changed to ‘Making strides toward giving you more birthdays’. This is because people who feel inferior in some way are more likely to give in order to benefit themselves – to give ‘oneself’ more birthdays, in this example.

Co-author Eric Levy of University of Cambridge Judge Business School said: “Given that most charity advertisements focus on ‘benefits to others’ rather than to oneself, the study suggests that many of these ads may be ineffective in motivating people to give when they are feeling worse off than others. So charity managers should seek to ascertain if their target audience feels worse off than others and, if so, say something like ‘help improve air quality so you can live a healthier life’ rather than ‘help improve air quality so people around the world can live healthier lives’.”

PersonalisationSuch an approach might be seen as intrusive, even presumptuous. Yet there is growing evidence in the business world that tailoring messaging to reflect what is known about a customer’s buying habits, lifestyle, income, interests, preferences and other variables is welcomed by consumers, principally because it makes contact from businesses more relevant.

In a recent survey by Ricoh Europe2, almost two thirds (64%) of consumers said brands could do more to tailor their communications to their needs – and 80% said they would be willing to share personal data including salary and health details to enable this.

The survey also highlights the risks of not personalising communications. Almost two thirds (65%) of respondents said they feel less loyal to a brand that sends them irrelevant information, with 63% saying they would spend less and 57% withdrawing their custom completely.

Targeted communications also have major positive benefits, including better response rates, closer customer relationships, less waste and cost savings. What, then, is stopping organisations from personalising communications?

One factor is the complexity of managing personalisation without the software and equipment needed to automate processes. This is where output management solutions can really help.

Output management softwareOutput management software (OMS), like solutions offered by Neopost (see below), centralises and automates part, or all, of the processes required to produce digital and hard-copy customer communications, including

Add intelligence and relevance to your customer communications with Neopost output management software

Time to get personal

10 things you can do with output management software1. Contact customers via their choice of channel. 2. Digitise your business – at your customers’ pace. 3. Maintain visibility & control. 4. Consult audit trails for proof of delivery. 5. Design mailings to comply with Royal Mail discount specifications. 6. Personalise customer communications. 7. Boost productivity. 8. Reduce print, paper and postage costs. 9. Centralise communications.10. Maintain a consistent corporate identity.


COVER STORY

document design, processing, production, despatch and archiving.

Automation of these processes makes it much easier to personalise communications in a number of ways, from customising greetings on letters to varying the offers, promotions and marketing material sent to each customer.

One of the key functions of almost all OMS solutions is the generation of barcodes and/or optical marks containing processing instructions for folder-inserters. These are read by the folder-inserter, which modifies envelope insertions accordingly, enabling businesses to send different printed material to different people as part of a unified process.

In the charity example mentioned above, you could print two separate leaflets one with the headline ‘Making strides toward a world with more birthdays’ and the other with the headline ‘Making strides toward giving you more birthdays’ and automatically insert the version that’s most appropriate to each individual recipient, based on what you know about them.

You could do this by hand, of course, but it would take much longer. Since installing an intelligent Neopost DS-200 folder-inserter and output management software, claims management company Claim Eazy has reduced the amount of time it takes to process outbound mail by 80%.

Automation also reduces the risk of errors and ensures that each person receives the documents they are meant to. This is particularly beneficial for organisations that handle sensitive customer data, especially those in healthcare, social services, education and financial services. Figures from the Information Commissioner’s Office (ICO)3 show that sending sensitive data to the wrong recipient is one of the three most common causes of data security breaches.

Multi-channel communicationsAnother significant way in which Neopost output management solutions help organisations improve their document processes is by facilitating multi-channel communications.

This is not the marketing equivalent of leaving messages on someone’s landline, mobile phone, email and social media account. In fact, it’s the exact opposite. Multi-channel communications lets you communicate with customers, suppliers and prospects using their preferred method of communication, whether that be mail, email, weblink, SMS, social media or fax.

For example, some people like to receive printed catalogues through the post to read at their leisure and keep for future reference, but prefer bills to be sent to a smartphone so that they can pay for them instantly using a mobile banking app. Adapting how documents are distributed to satisfy individual preferences can lead to better response rates and even improve cash flow.

Managing such a process without the appropriate tools is excessively complex and time-consuming, from the re-designing of documents for different channels to the difficulty of tracking what has been sent to whom across different platforms.

An output management solution like Neopost OMS-500 or GMC Inspire simplifies the process, from document design to distribution via multiple channels. It provides a centralised, unified view of all communications, irrespective of whether they were distributed electronically or printed and posted, and includes audit trails and an online archive of communications for dispute resolution and compliance purposes. It also makes it possible to centralise and standardise document design to maintain a consistent corporate identity across multiple channels.

Cutting costsCustomers love this level of personalisation, and so will your finance director. By providing multi-channel distribution, OMS systems let you seamlessly migrate customers from postal to digital communications, helping you to implement digitisation and carbon-reduction initiatives and save money.

1 Helping others or oneself: How direction of comparison affects prosocial behaviour by Ann E. Schlosser of Foster School of Business at the University of Washington and Eric Levy of University of Cambridge Judge Business School. www.jbs.cam.ac.uk/ www.journals.elsevier.com/journal-of-consumer-psychology

2 Communication Crackdown, Ricoh Europe, 2016 www.ricoh-europe.com

3 Data Security Incident Trends Report, July-September 2015, Information Commissioner’s Office, 2016 www.ico.org.uk

Within a month of introducing Neopost OMS software and giving customers a choice of receiving invoices in the post or by email, bakery products supplier Ransons had cut its postage and paper costs by 20%.

Further costs savings come from the software’s ability to combine multiple letters to an individual in one envelope and group and pre-sort mail to maximise Royal Mail volume discounts.

ConclusionNeopost provides a full range of output management solutions to meet the diverse needs of customers, including OMS-200 (adding intelligence to folding and inserting); OMS-500 (document personalisation and multi-channel distribution); AIMS (mailing validation); and GMC Inspire (omni-channel document design, proofing and delivery of personalised communications).

Starting from different points and with different priorities, all four solutions can help businesses save money, increase productivity and improve communications effectiveness, while satisfying growing demand for relevant, tailored, timely communications.

To find out how Neopost output management solutions can help you transform your customer communications, please visit www.neopost.co.uk/oms1.

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BULLETIN

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MFPs

KYOCERA Document Solutions is building on a successful, but difficult, 2015 with the launch of a new range of A4 devices that it believes will appeal to businesses that tend to buy A3 devices purely for their finishing capabilities, paper capacity and print quality.

According to its analysis of print volumes, 95% of pages printed on A3 MFPs in a typical office environment are A4, with just 5% being A3. “This,” said product marketing manager Trevor Maloney, “begs the question: why are people still looking to buy A3 MFPs?”

He suggests that for most organisations, the reason has little to do with paper size and a lot to do with input and output paper capacity.

“People who produce large print volumes and large print runs will typically look at A3 devices rather than A4 because those devices are able to produce large print volumes and accommodate pages as they come out of a device,” he said.

He added: “Where people need true finishing capabilities and need to staple and punch documents, they will look at A3 devices because A4 will not have the options that meet their needs. The perception is that print quality is better in the A3 market and that running costs are lower – traditionally click charges on an A3 device are lower than on A4, so if someone is looking to reduce print

costs they will typically look at an A3 device.”

For all these reasons, many businesses end up buying devices that have a higher price tag, take up more room and consume more energy than their print needs warrant.

Now, KYOCERA Document Solutions is offering an alternative in the shape of the TASKalfa 306ci (30ppm), 356ci (35ppm) and 408ci (40ppm) – A4 colour MFPs that have the look and feel of an A3 device but the compact footprint of an A4 model.

In particular, they bring highly productive paper handling and finishing capabilities to the A4 market segment. These include a maximum paper capacity of 3,100 sheets (500-sheets as standard); a 5-bin mailbox (1,000 sheet capacity); an internal 300-sheet stapler-finisher; and a 1,000/3,000-sheet stapler-finisher

with hole punch (35 and 40ppm models).

Other features include:n Duplex printing (up to 220gsm) at the rated engine speed;n Customisable colour touchscreens (4.3 or 7in);n 1200 x 1200 dpi print quality;n Mobile Print support;

n Longlife components for a lower TCO;n 3-tier billing for flexible click charges;n Card authentication;n Data Security Kit;n HyPAS for integration with document workflow solutions, including HyPAS apps and enterprise print management solutions like AutoStore, Equitrac, Papercut and drivve; n Up to 120ppm two-sided, single pass scanning; andn Scan Extension Kit with automatic OCR (35 and 40ppm devices).

More choiceDespite their many A3-like qualities, KYOCERA’s new A4 MFPs aren’t the equal of A3 devices in every respect. They are designed for lower print volumes than A3 devices, from 3,000-15,000 pages per month (depending on model), compared to 6,000-20,000 pages per month on comparable A3 MFPs; click charges are still slightly higher than on A3 devices; and, of course, they can’t print in A3.

For these reasons, Maloney does not expect the new devices to eat into KYOCERA’s A3 sales. “With the introduction of these new A4 products we are not looking to cannibalise A3 sales. We are looking for these products to complement our existing range and give our partners and our end customers more choice,” he said.

This they certainly do. Last year, KYOCERA had just one TASKalfa colour A4 MFP – the TASKalfa 266ci, now replaced by the 306ci – sales of which grew by 32%. By tripling the number of colour A4 TASKalfa MFPs in its range, KYOCERA and its dealers can capitalise on growing demand for colour A4 MFPs, especially in the high growth parts of the market (21-30ppm and 31-44ppm).

KYOCERA also has six ECOSYS A4 colour MFPs, with print speeds from 26-35ppm, for transactional sales and the IT channel.kyoceradocumentsolutions.co.uk

KYOCERA’s new TASKalfa devices fill a gap in the market by offering A3 finishing on an A4 device

Do more with A4

Managed printThe new MFPs are complemented by KYOCERA Net Manager, a print tracking and print accounting solution that also incorporates document workflow and process automation.

It can be scaled up from simply monitoring who is printing, what, where and when to a full secure pull printing solution, including integration with single function printers with print release by card or PIN.

It can offer reporting; personalised home screens, showing only those

functions a user is authorised to access; and OCR and scanning workflows – scanned jobs are sent to the KYOCERA Net Manager server, from where they can be converted to Word, scanned to email or network folder, or routed to Sharepoint or another document management system.

KYOCERA Net Manager can also track and apply three-tier pricing and integrate with KYOCERA’s mobile print app, for monitoring and tracking mobile users’ print activity.

95% of pages printed on A3 MFPs in a typical office environment are A4, with just 5% being A3



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Last year, HP reinvented its LaserJet line-up with the introduction of low melt JetIntelligence toner that has enabled HP to reduce the size of its printers, lower energy consumption, increase printing speeds and reduce costs.

Now, in ‘its biggest launch for 10 years’, HP has turned its attention to its business inkjet range.

In the last two or three years, HP, along with Epson, Canon and Brother, has had great success in changing the perception of inkjet printing in the workplace, making much of the technology’s key benefits, including:n low running costs – up to 50% lower than comparable laser devices; n quiet, cool and odourless operation; n low energy consumption for a smaller carbon footprint – 20 watts per hour in standby compared to 600-700 watts per hour in standby with an HP LaserJet 6060/6070 MFP, according to HP customer Datapac; n minimal packaging and waste; andn affordable hardware.

Enterprise appealIDC estimates that inkjet penetration of the printer market now stands at 25%. With its new announcements, HP will be hoping to make even greater inroads, especially in the enterprise market. Highlights include 1 The launch of HP PageWide as a printer brand in its own right, and the end of HP Officejet Pro X as a distinct line;2 New high-speed enterprise-class HP PageWide devices, including high capacity MPS-only models with three-year printhead warranties and integration with HP JetAdvantage Management and third party tools;3 New ink formulations that offer faster print speeds, a wider colour gamut and increased durability; 4 A new HP Print Forward Design for the HP OfficeJet Pro devices (the 8000 series) – a name that HP is keeping for its small business inkjet printers; and5 HP Secure Managed Print Services.

With these announcements, and the prospect of an A3 PageWide device in 2017, HP says it is reinventing business printing for businesses of all sizes.

Breadth of rangeThe importance of business inkjets to HP was highlighted in an introductory address given by Mick Heys, Vice President, Printing & Document Solutions, IDC.

Drawing on IDC research, Heys identified access to a wide selection of devices, services and solutions as a key driver for printer buyers, with 51% saying they would prefer a single point of contact for print solutions and services.

Breadth of range is important for printer resellers, too, especially when it comes to solutions. Not only can they help customers achieve their number one priority – to reduce print costs, cited as a key driver by 76% of SMBs surveyed – but they also lead to repeat sales as organisations tend to address problems or workflows sequentially.

Heys said that 80% of MPS engagements renew with the incumbent supplier and, of these, 20% take the opportunity to extend the MPS by adding another service, site or country.

Ignoring the strategic benefits for HP in transitioning people from laser technology, which it licences, to inkjet technology, which it owns, there are clear commercial benefits in expanding its product portfolio with other technologies and solutions, especially as customers are increasingly looking for a single provider for print hardware and software.

Gary Tierney, HP UK & Ireland Printing Category Director, told PrintIT that HP’s breadth of range has enabled it to increase sales overall rather than just replace low end colour lasers with business inkjets.

He said: “We place the OfficeJet Pro X in the small work team colour segment. In the UK and Ireland, the Pro X platform now accounts for about 20% of this category. Together with laser products, we now have a higher share than when

Continued...

BUSINESS INKJETS

HP extends its PageWide business inkjets to enterprises ahead of the 2017 launch of PageWide A3 printers and MFPs

Reinventing office printing

Access to a wide selection of devices, services and solutions is a key driver for printer buyers, with 51% saying they would prefer a single point of contact for print solutions and services

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20 PRINT.IT 01732 759725

BUSINESS INKJETS

we had laser on its own. So, it’s been a winning strategy.”

HP PageWide for the OfficeHP’s most significant announcement is the scaling down of its PageWide technology to office printers, from HP web presses where it has already been used to print 140 billion pages.

This is not quite the breakthrough that HP claims, as PageWide technology – a stationary page-wide printhead with 40,000 individual nozzles below which paper passes at very high speed – has been deployed in the HP Officejet Pro X series for some time.

However, with the introduction of new enterprise and MPS-only models for workgroups of up to 15 people printing 15,000 pages a month, HP clearly feels the time is right to launch HP PageWide as a brand name in its own right, offering best-in-class TCO, print speeds, print quality, reduced maintenance requirements (no drum, no fuser, no transfer belt) and higher capacity ink cartridges.

At the same time, it is retiring the HP OfficeJet Pro X brand to clearly differentiate its high speed, professional colour fixed printhead devices from the OfficeJet Pro Series for small businesses (see below).

The new HP PageWide Enterprise Color Flow MFP 586 and printer-only PageWide Enterprise Color 556 sfp represent a big upgrade in the capability of HP business inkjet devices. In almost all respects other than print technology (and hardware and running costs), they are identical to an enterprise laser device, offering the same solutions, security and management capabilities.

Highlights include a top print speed of 75 ppm in colour or mono, compared to 55ppm colour and 70ppm mono previously; a dual-head scanner; a cartridge capacity of 20,000 mono and 16,000 colour; and improved pigment ink with vivid reds and true black, rather than composite.

HP has also announced the 55ppm HP PageWide Pro 400 Series and the 45ppm HP PageWide Pro 300 Series of single function printers and MFPs for small businesses and workgroups printing 4,500 and 3,000 pages per month respectively.

n Faster scanning. A dual head scanner scans both sides of a page in a single pass for faster throughput;n Professional colour print quality on a variety of paper stocks; n A 4.3in colour touchscreen with smartphone-like swipe and tap functionality and customisable short-cuts;n High capacity ink cartridges with 30% more ink to reduce refill frequency; and n WiFi Direct, USB Direct (including Word documents) and NFC-enabled Touch to Print mobile printing capability.

On top of this, you get the well established benefits of business inkjet technology.

Secure MPSLastly, HP has built on its last two major product updates – the launch of the world’s most secure laser printers with SureStart BIOS protection, run-time intrusion detection and whitelisting; and, before that, the introduction of new generation laser printers featuring low-melt JetIntelligence toner.

HP is adding to the security capabilities of its new LaserJet and PageWide printers with the introduction of security services including HP JetAdvantage Security Manager and Secure MPS. JetAdvantage Security Manager lets you create and review security policies, add devices, assess the security status of devices, remediate devices, review certificates and review security reports.

With Secure MPS, a service provider does all this on behalf of a client, ensuring that its printer fleet and network are always protected against evolving threats, with the major caveat that only compatible HP devices will be protected in this way. Secure MPS is also available to smaller businesses through HP channel partners.

New additions to HP’s range of JetIntelligence toner devices include the HP LaserJet Pro M501 printer and the HP Color LaserJet Pro MFP M377dw, the smallest MFP in its class – 40% smaller than its predecessor. Both have the fastest first page out time from sleep and lowest total energy consumption in their respective classes.www.hp.com

...continued

HP PageWide for MPSTo meet the needs of MPS providers, HP is introducing two models specially modified for contractual engagements. For a low cost of operation, the HP PageWide Managed P57750dw MFP and HP PageWide Managed P55250dw sfp have an extra-large cartridge capacity of 21,000 pages mono and 16,000 pages colour. Suitable for workgroups printing 6,000 pages a month, the devices have print speeds of up to 70ppm and include the ability to apply a lower accent colour click charge when just a small amount of colour is used on a page.

OfficeJet Pro re-designIn addition, HP has made significant changes to its Officejet Pro line for smaller businesses.

Its new top-of-the-range OfficeJet Pro 8700 Series features a completely new printer design, the HP Print Forward Design, to meet the security and productivity needs of small but busy workteams of up to 5 people. Key features of the new design include:n A laser-like internal output tray, rather than the pull-out paper collection tray found on most inkjets. This, combined with a re-oriented paper path, results in a smaller footprint and less waste. One of the drawbacks of pull-out trays is that paper can spill out and fall to the floor;n Face down output for greater security; n Faster duplex printing. Because the paper path pulls in the next sheet while the first is still being printed, two-sided printing can be completed almost as quickly as single-sided printing (20ppm duplex versus 24ppm simplex);

HP’s most significant announcement is the scaling down of its PageWide technology to office printers, from HP web presses where it has already been used to print 140 billion pages.

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LASER PRINTERS

We don’t think the customer wants to pay extra for a machine that does things like stapling

Brother is attacking the fastest growing – actually, the only growing – part of the mono laser market (46ppm+) with its fastest ever laser printers and MFPs, the L6000 series. With print speeds of 50 pages per minute (ppm), these new devices are 10ppm faster than the existing HL5000 and HL6000 series and take Brother into the enterprise workgroup segment of the market for the first time.

Speed is not their only selling point. Reflecting the concerns of enterprise customers, the printers/MFPs feature new authentication and security features and compatibility with market-leading print management solutions. They have large input and output paper capacities, high yield toner cartridges and Brother’s lowest cost per page – all features that will appeal to managed print services (MPS) providers.

Migration from A3 to A4Andy Johnson, Brother UK head of product management, says the new models will enable Brother to address changing market dynamics and extend its market leadership into the enterprise segment. In this context, he says a key trend is the migration from large A3 MFPs to distributed A4 printing.

“People are shifting away from centralised A3 devices because they don’t print enough A3,” he said. “Creating a cluster of four or five of these A4 devices will give you the volume you get from one A3 MFP, but with the convenience of a local workgroup printer. And, because you don’t have one point of failure, as you do with an A3 device, you won’t experience downtime if one of the devices goes down.”

A number of other manufacturers have developed productive A4 devices as alternatives to departmental A3 MFPs, notably KYOCERA Document Solutions (see page 17). A key selling point of KYOCERA’s devices are their sophisticated finishing capabilities.

Johnson says that Brother is after a different type of customer.

“The L6000 series doesn’t have anything like the finishing capabilities of an A3 device. We aren’t targeting that part of the market. We are giving the customer a different proposition; we are saying ‘If you don’t need finishing, you no longer have to pay for it’. What we do have is a mailbox on the printer, so you can expand the paper output capacity, and you can have up to 2,650 pages input with the tower tray, making it a real workgroup printer or MFP.”

Giuseppe Iafulli, product manager imaging, added: “We don’t think the customer wants to pay extra for a machine that does things like stapling. With our new machines we are trying to give customers only those features they need and are going to use.”

Security built-inIncreasingly, what enterprise customers say they need is security, and on its new models Brother provides a variety of tools to protect print data and printed output.

“There are three areas we focus on,”explained Johnson. “We have authentication security features, which include Active Directory integration and a built-in NFC card reader so you can authenticate using an NFC card if you want. We also have enterprise level encryption – TLS and SSL and IP-Sec. And, because we are getting more and more demand for multifunction security features, we have included things like scan to FTPS or SSTP. You can also scan to secure PDF to password protect a document. All straight from the device.”

He added: “We are really focusing on security features, because customers tell us that they face more and more cyber security threats and they want to know, at least, that the printer on their network is secure. And they want authentication on the device. If you work in HR, you don’t want to print

Brother UK has entered the enterprise print market with its fastest, most secure mono laser devices to date.

Moving up a gear documents that people can see. Instead, you can use an NFC card to pull the print job from the server when you are ready.”

Integrated print managementBrother has traditionally offered pull printing through its own b-guard print management solution. With the L6000 range, users have the option to embed the popular Papercut, Ringdale Follow Me and Ubiquitech enterprise print management solutions on their devices. This allows users to interact with the software at the device itself and authenticate using a PIN number or NFC card without the need for additional hardware.

Integration with such solutions strengthens Brother’s MPS proposition, as do the devices’ high yield toner cartridges, long-life drums and Brother’s lowest ever cost per page (for a mono laser) of 1p, falling to 0.7p for users of high yield cartridges.

“With this device, we are offering a 12,000-page in-box toner and an ultra-high 20,000-page toner, so they are much more suited to an MPS environment than previous machines,” explained Johnson. “This means resellers are able to target a different customer – one who is ready for MPS. We are taking these machines to market knowing we have an MPS in the background, we have print management software, we have high level security and we have workflow features. It ticks all the right boxes for this type of product.”

Examples of workflow solutions include the ability to scan direct to Sharepoint or to Dropbox, Google Drive or OneDrive for Business. Users can also print directly from iOS, Android and Windows devices, using solutions like Google Cloud Print, AirPrint, MOPRIA and Brother’s own iPrint & Scan solution, and integrate other software solutions using the open standards Brother Solutions Interface (BSI).

Summing up, Johnson said: “We are not coming to market with features that people are not going to use. We are trying to answer customer pain points, and at the moment these are all around security, integration into workflow

systems, productivity and reliability.”www.brother.co.uk

Andy Johnson, Head of Product Management, Brother UK

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24 PRINT.IT 01732 759725

PRINT 2016

Carlos Osuna, Panasonic

Mark Ash, Samsung

Tony Burnett, Altodigital

CONSOLIDATION ON THE CARDS

Do you think the printer industry is ready for a new wave of consolidation?

10Yes

2

3

No

No comment

Our experts agree overwhelmingly that a new era of consolidation is on the cards, as printer vendors adapt to a changing market.

“For smaller printer manufacturers, the printer business is no longer a profitable one, as the price of the main unit is decreasing, yet development costs are not. Print volumes for the lower speed models are too small to bring enough profit through consumable sales to compensate for this.” Carlos Osuna, Panasonic

“Today, more and more businesses are looking towards the Connected Workplace to enable efficiency and mobility within the office. The print industry needs to adapt its offering accordingly, and this carries a Research & Development cost that will cause consolidation within the industry. Samsung is well placed to ride this wave; we are a leader in mobility and, by using open source technology, we enable any device to be connected to our printers, thus helping to bring the Connected Workplace to life.” Mark Ash, Samsung

“Anyone in the print industry who is not willing to adapt or embrace new technologies runs the risk of quickly falling behind the times and not being able to fulfil client needs.” Tony Burnett, Altodigital

“Yes – there are a few consolidations happening at the moment, with a shift to contractual print management, which is preventing some of the market competition from staying competitive, as well as new technology introductions that are making some vendors obsolete. There is a huge amount of innovation in the market from HP, and this puts pressure on our competition to keep up. The challenge is really just how quick any consolidation will be.” Gary Tierney, HP

“Several of the large enterprise-focused printer manufacturers will most likely continue to lose influence in the office printing market in 2016, as they increasingly become orientated towards workflow and business process services. This will eventually give way to some degree of consolidation in the market, contributing to a reshaping of the landscape for the office printing industry in particular. So, in short, yes; it is time for a new wave of consolidation, for a focus on cloud adoption and for a more streamlined offering in the printer market.” Jason Cort, Sharp

“I suspect that we are going to see much more M&A activity over the coming year, driven by the market’s shift to cloud and end users’ preference for providers that can offer multiple services.

A lot of print resellers that haven’t developed a cloud proposition yet will find it difficult to maintain their margins and may put themselves up for sale. Similarly, resellers that can only really offer one service are going to start to lose business to multi-faceted suppliers, so there’ll be some big changes in the market.” Joe Doyle, Annodata

“Without a doubt, there are significant forces that are driving change and evolving customer requirements. The resulting pressure on hardware and traditional service revenue and margins means consolidation is round the corner. Yet, for those that are willing to innovate, there are significant revenue and margin opportunities from new services, as well as document and business process optimisation.” Francis Thornhill, Canon

“2016 will see several Managed Print Service specialists adding IT services organisations and capabilities to their armoury, through acquisitions. Meanwhile, resellers covering the market will continue to consolidate to realise the benefits of economies of scale. This will enable them to deliver services for a wider market and meet ever more sophisticated customer requirements. Therefore, coverage of the market will largely fall to independent resellers, with print and multifunction device manufacturers focusing on the largest accounts and developing associated products, services and solutions to meet customer expectations.” Steve Hawkins, Xeretec

“Current business trends, such as globalisation, cloud computing and mobile, create an environment of increased innovation and competition. As established and up-and-coming companies prove the value of their solutions and add more customers, the market will gravitate to those who can provide the best solutions, customer support and innovation. It is only natural that as new technologies and services progress from being disruptors to incumbents, the market shifts and consolidates around them.” Simon Hill, Nuance Communications

The future of office printing: Part IIPrintIT recently asked leading printer vendors for their thoughts on office printing in 2016. In the last issue we printed their answers to the questions ‘What printer features/qualities do you think will be most important to printer buyers in 2016?’ and ‘What factors do you think will have the biggest impact on printer and consumables sales in 2016?’. Now, we give their thoughts on the likelihood of further consolidation in the industry.

Gary Tierney, HP


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26 PRINT.IT 01732 759725

SCANNING

We’ve had no problems with eCopy ShareScan and SharePoint integration

In the event of an emergency, the citizens of Shropshire have come to depend on a swift response from Shropshire Fire & Rescue. Its 600 fire and rescue professionals and fleet of 28 fire engines ensure that any disaster – ranging from chimney fires to traffic accidents – is dealt with effortlessly and with minimum disruption to the community.

Behind the scenes and far away from the drama of the incidents it attends, the Shropshire Fire & Rescue Service Human Resource Department also provides a swift, non-disruptive service thanks to streamlined document workflows enabled by eCopy ShareScan and the department’s multi-function printers (MFPs).

New HQ, new way of workingWhen the Service built and kitted out its new HQ it seized the opportunity to reduce its dependency on physical documents, as Sally Edwards, ICT Manager at Shropshire Fire & Rescue Service, explains.

“Our old office was going to be demolished to make way for a brand new building. We wanted it to look just as sleek and efficient inside, which meant we had to reduce the volumes of hard copy documents and the 10 filing cabinets they were stored in,” she said.

The Human Resource Department was the first to embrace the move to electronic documents. Initially, it thought this could be done by outsourcing the bulk capture of documents – including staff members’ personal and employment records – to an external company. However, after the Service introduced Microsoft SharePoint, which makes it easy to store, sync and share files, HR decided to capture documents in-house using the scanning function of its MFPs.

Scanning for allIt was decided that one person should be given responsibility for scanning, but when it became clear that the department was now too reliant on a single individual, HR decided a different approach was needed and contacted a local reseller to discuss its needs. The reseller recommended Nuance eCopy ShareScan, an ideal solution for automating the processing of structured documents using MFPs.

Following a successful Proof of Concept, the Service acquired seven eCopy ShareScan licenses that enable users to capture, process, connect and insert printed documents into pre-defined electronic workflows, straight from the MFP.

Now, all seven members of the Human Resource team are able

The introduction of Nuance eCopy ShareScan, coinciding with the opening of a new HQ, is helping the Shropshire Fire & Rescue Service Human Resource Department go paperless

Nuance eCopy ShareScan to the rescue

to scan paper documents on the Service’s MFPs, freeing up the person who used to be responsible for bulk scanning to focus on more interesting tasks that add value to the Service. “Using eCopy is now considered just a part of the HR team’s everyday routine,” said Sally.

The addition of a connector that links eCopy ShareScan to the Service’s SharePoint system enables users to scan documents straight into the file storage and document collaboration system. “We’ve had no problems with eCopy ShareScan and SharePoint integration. Now, once a document is captured, it goes straight into the relevant folder, and it captures the tagging of the original source,” explained Sally.

Going paperlessFollowing the success of its deployment in the HR department, Shropshire Fire & Rescue Service is now considering implementing eCopy ShareScan in the Finance and Administration departments to help them reduce their dependency on physical documents.

Whatever the outcome of those deliberations, Sally says she wouldn’t hesitate to recommend eCopy ShareScan to others.

“There are three things that really stand out for me, and they include the ease with which eCopy ShareScan integrates with our MFPs and with SharePoint. I like the fact that it is easy to tailor to meet our needs, while our HR department have taken to it really well without any complaints or concerns. I have to say that, overall, the deployment of eCopy ShareScan has been a huge success.”www.nuance.co.uk

Challengen To reduce dependency on physical documents n To reduce paper volumes and filing cabinetsn To ensure all Personnel Records are captured and filed correctly

Strategyn To deploy Nuance eCopy ShareScann To integrate it with Microsoft SharePoint using an eCopy Connector for Microsoft SharePoint

Resultsn Document capture now simplified for all users and brought back in-housen Document capture using eCopy ShareScan a part of the Human Resource department’s

daily routine n All Personnel records easy to find


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WORKFLOW

We originally had a paper-based system but wanted something that we could use to capture hours accurately for all staff

Established more than 600 years ago, St Andrews Links is known throughout the world as the Home of Golf. Each year, more than 230,000 rounds of golf are played on its seven public courses, with visitors also making use of three clubhouses, five stores and a golf academy.

The St Andrews Links Trust employs a permanent workforce of about 250 to maintain greens and fairways throughout the year, run the golf shops and manage clubhouse facilities. In addition, during peak periods, it takes on as many as 100 seasonal workers.

Because the workload changes throughout the year in line with hours of daylight and seasonal peaks, employees work flexible hours. Seasonal workers are paid by the hour, while permanent staff members have annualised contracts, under which they are paid a set monthly amount, based on a rostered working week over 12 months, with the agreement that they will work flexibly to meet seasonal demand.

To work properly, this system depends on accurate time and attendance records. The St Andrews Links Trust used to employ a system based on manual timesheets, which was not only time-consuming to administer but error-prone, with staff sometimes forgetting clock-in/out times and dates.

In order to eliminate these inefficiencies, the Trust’s Human Resources Manager Ann Stuart turned to Carval HR Unity, a fully integrated Payroll, Time and Attendance and HR software package.

“Our business is very seasonal and we annualise staff working hours to simplify administration and make the system transparent and fair. We originally had a paper-based system but wanted something that we could use to capture hours accurately for all staff and generate

the payroll. Carval’s system could do everything we wanted it to do and we could tailor it to meet our specific needs,” she said.

Now all staff, permanent and seasonal, clock in and out using proximity cards. As well as recording and streamlining the administration of working hours, the software’s payroll function integrates seamlessly with the accounts department nominal ledger from where BACS payments are processed.

Having one automated system for capturing hours worked and managing payroll saves time and has enabled St Andrews Links to administer the process with just one full-time manager and one part-time employee. Such staffing levels would have been unthinkable in the days of paper forms and manual processing.

Reduced administration All department supervisors and managers use the system to manage staff hours, including exceptions that would once have created additional paperwork and complexity.

For example, when events are held off-site and clocking terminals can’t be used, managers can log a business absence within the system to ensure that the correct hours are maintained. An absence tracking feature provides an audit

In the last issue of PrintIT, we published the results of a survey by Adobe showing that 78% of HR departments are frustrated with paper-based workflows, including the inefficiencies of working with paper forms. This month we show how St Andrews golf course is using HR software to eliminate paper timesheets and streamline time recording and payroll.

Paper no longer a handicap

trail should there be an attendance issue or dispute.

Holidays and sickness are also administered through the system. A self-certification form has been created, as well as a return to work form, saving time for managers and staff alike.

The recruitment module within Carval HR Unity has brought further efficiencies to the HR team. “The whole recruitment process is handled automatically, from receiving the application form to completing the HR records. I really like that – it saves a lot of time,” explained Ann.

Easy to use reportsAnother major attraction of the software is its customisable reporting function, which makes it easy for the HR team to produce accurate records for staff and regular monthly reports for managers and directors, detailing staff numbers, hours worked and associated costs.

“Staff and managers really like the visibility provided by the system. It means that they can keep track of their hours, take advantage of flexible work requirements, knowing that their hours will be balanced and that this is managed in an equitable way that is fair to all,” Ann said.

Summing up the benefits of Carval HR Unity to St Andrews Links Trust, she added: “Carval HR Unity enables us to manage a highly diverse workforce, delivering a world class service to our customers. We are able to meet seasonal demand efficiently while ensuring that our staff members are looked after during the winter months, when there is typically less work. For example, our Castle Course is only open from March to November. This could have caused staffing issues, but thanks to Carval we can manage this.” www.carval.co.uk


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ANALYSIS

A blurring of lines between the physical and digital office is creating an increasingly dispersed workforce that is communicating and collaborating in unprecedented ways. Gone is the static, paper-based, boardroom-centric world of old and in its place is a new social, collaborative information landscape.

This trend is being driven by the new generation of millennials, due to make up 75% of the UK workforce by 20251. They have grown up in an always-on, connected world and are accustomed to collaborating through social media and real-time digital interactions. They have moved beyond BYOD (bring your own device) to BYOC (bring your own cloud, content and collaboration).

Yet, in many businesses, the easy collaboration and exchange of information desired by millennials is being frustrated by inadequate information management and processes: n Fragmented and inaccessible content. Most organisations have accumulated multiple data silos that make it difficult for employees to collaborate across the organisation. Many have implemented collaboration and knowledge management tools, but they are often poorly integrated with business workflow applications, leading to low adoption. n Complex manual processes. Organisations have made progress on digitising their processes, but many are still heavily dependent on paper, and paper trails cost time and money, as well as stifling productivity. A recent AIIM survey shows it can take around 37 minutes to find a paper document2. n Inadequate visual communications. The benefits of

video conferencing and collaboration range from savings in business travel costs and the associated environmental impact to improved employee productivity and morale. Yet many organisations miss out on these benefits because they haven’t fully leveraged video conferencing or other visual solutions, such as large format interactive displays. n Security risks. Workers frequently collaborate and exchange information with people outside the company, such as suppliers, partners, agencies and customers. Companies could suffer real financial consequences (and brand and reputational damage) if confidential or sensitive information is leaked.

A new framework Next generation information managed services (IMS) are emerging as an effective solution to the challenges of information management and collaboration in the digital workplace. By equipping employees with software and services for content capture, communication, collaboration and conferencing, IMS helps businesses increase productivity, speed up response rates and improve interaction across departments and between partners and suppliers.

Rather than having multiple suppliers for a range of point solutions, IMS lets businesses use

a single strategic partner to manage information through every stage of the document lifecycle, with all the benefits of a traditional managed services model.

Phase 1: Information capture Before information can be used to create business value, it must be captured. This requires a full evaluation of how information, regardless of its source and format, enters an organisation and how it is used and accessed by employees, partners and customers.

Information can be captured from paper and digital content through multifunction printers (MFPs), business scanners or mobile devices. For instance, paper invoices or expense receipts can be scanned and routed directly to an accounts application through an MFP interface panel.

Today, information capture must extend beyond simply digitising paper documents. Intelligent capture solutions need to transform data from structured sources (databases and spreadsheets) and unstructured ones (emails, images, video, social media content and text documents) into information that can be accessed quickly and easily.

Effective information capture minimises processing errors, improves data accuracy and accelerates business processes by making information instantly available in content repositories, for instance through a cloud sharing portal or broader enterprise content management (ECM) system.

Phase 2: Information management and collaboration Another critical element of IMS is the effective management and sharing of information, for example by implementing workflow processes and secure authentication to ensure teams are collaborating securely and that only the right people have access to contracts, invoices, proprietary company information and other sensitive documents. The types of solution offered might include: n Cloud document management and sharing. Employee efficiency can be significantly improved through the use of a cloud-based document sharing portal (e.g. Dropbox, Box, OneDrive or a

Louella Fernandes explains how information managed services (IMS) can help organisations improve the way they process, share and manage information throughout its life-cycle and, in doing so, enhance communication and collaboration in the digital workplace.

The collaborative and connected workplace

Louella Fernandes, Associate Director, Print Services and Solutions, Quocirca.

Continued...


PRINT 2016

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32 PRINT.IT 01732 759725

ANALYSIS

privately hosted platform). This enables employees to access, share and collaborate on content, while maintaining high levels of control, privacy and protection. Access control is typically a key feature, along with detailed monitoring, search and reporting. Most advanced MFPs offer this capability directly from the user panel. n Improved visual collaboration. As travel budgets are cut and the workforce simultaneously becomes more mobile and distributed, interactive meeting rooms are becoming a critical business tool for employee collaboration. Sophisticated meeting room solutions can combine touch-enabled displays with an HD video camera, microphones and speakers to enable rich audio, video and data collaboration and integration with cost-effective VOIP (voice over IP) systems. Interactive whiteboards or large format touchscreen displays ensure everyone can see the information being presented and make notes on each other’s displays. Employees can write in digital ink over any application and save work as a PDF or Microsoft Office file.

Phase 3: Information output In the third phase, information is distributed by an organisation in a variety of digital and hard copy formats. Two examples are personalised cross-media communications and digital signage: n Personalised communications. In today’s multichannel world, it’s vital that an organisation can create and deliver communications to staff, customers, suppliers and partners any time via their channel of choice – be that print or digital media. This can lead to faster decision-making and better engagement with employees, customers and partners. Based on defined rules, customer communications management (CCM) solutions enable organisations to create and distribute communications across multiple channels. Printed communications can be made dynamic and interactive through the use of QR codes, pURLs (personal URLs) or augmented reality (AR), driving customers to online and mobile channels. For example, adding a pURL to a statement or invoice provides an opportunity to cross-sell other financial services or products.

...continued

n Digital signage. Technologies such as LCD or plasma display panels, electronic billboards and projection screens provide organisations with a flexible tool for conveying timely and targeted messages to key audiences. Intelligent digital signage systems can provide a robust platform for collecting, aggregating and displaying information in meaningful, actionable ways.

ConclusionBy providing a range of services that cover the complete information lifecycle, an integrated IMS can lay the foundation for an immersive collaborative experience.

Intelligent information capture can unlock the value of paper documents and make them more accessible for sharing and collaboration; cloud sharing platforms can connect a dispersed workforce and enhance productivity and decision-making; and interactive meeting room technology – be it video conferencing or interactive whiteboards – can overcome the challenges of traditional face-to-face meetings and eliminate the need to share physical documents.

The best information managed service providers will offer the right combination of document management, audio-visual and IT skills and may leverage third party partnerships to offer limitless solutions. Ultimately, the providers best placed to help drive innovation in the digital workplace will be those that can offer broader and longer-term information management support for their customers.

Louella Fernandes is Associate Director, Print Services and Solutions at research company Quocirca. This is an abbreviated version of a new white paper produced in association with Sharp Business Solutions. The full length report, including graphics and additional research findings, can be downloaded from Quocirca’s website or from www.sharpcorporate.co.uk. www.quocirca.com

Sharp Optimised Managed Services (OMS) is a tailored information management solution designed from the ground up to make office printing, scanning, document workflow, collaboration and staff interaction easier, more cost-effective and more efficient. Based upon Sharp’s proprietary technology, it gives clients a one-stop solution for the management of digital and physical assets throughout their lifecycle. OMS is based on the simple theory that once you can control an Information Management stage, you can consolidate the process behind it; and that once you have consolidated this process, you can optimise how it works and build a full Information Management System that delivers value back into the organisation. www.sharpcorporate.co.uk

1 The Deloitte Millennial Survey, January 2014 2 Capitalizing on Content: A Compelling ROI for Change by AIIM, 2011 © AIIM 2011 www.aiim.org / © OpenText 2011 www.opentext.com

The visual and interactive meeting room Changes in enterprise mobility strategies, bring your own device (BYOD) trends, interoperability and the benefits of the cloud (such as subscription-based, pay-as-you-grow models) have paved the way for broader adoption of visual collaboration.

Traditional offices and meeting rooms are giving way to open, team and mobile spaces, as well as huddle rooms, all of which drive the need for better collaboration. Visual collaboration solutions address these needs, covering a range of technologies that can be used in a meeting room environment, including interactive whiteboards and digital signage.

Visual collaboration can bring a whole team together, even if part of the team is located on the other side of the world. With screen sharing, document sharing and other collaboration tools, back and forth emailing is avoided and the financial costs are minimal compared to the time and expense of travel.

Sharp’s large format interactive touchscreen, BIG PAD, enables interactive meetings in which multiple devices in different locations can be connected together. The same content can be shared across all devices and then saved and distributed later. On a BIG PAD you can write, draw and edit with your finger or a touch pen.

It offers businesses a far more interactive and engaging solution than flipcharts and PowerPoint presentations via a projector. For example, in a construction project, instead of using paper and pen to sketch where everything will be on a building site, meeting participants can work in teams to draw directly onto the BIG PAD display.


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GRAPHIC ARTS

Versatile media handling has long been a selling point of OKI LED printers, and the company’s new Pro9000 Series of Graphics Arts printers stays true to this tradition, with support for media sizes up to SRA3, weights of up to 360gsm (320gsm duplex) and banners up to 1.3 metres in length.

What really sets these printers apart, however, is the option of a fifth colour (white or clear gloss) in addition to the standard CMYK process colours – a unique capability in an easy to use printer no larger than a standard office copier and small enough, in standard configurations, to sit on a desktop.

The two five-colour machines are the Pro9541dn, which has the option of a swappable white or clear toner cartridge for spot colour applied after CMYK; and the Pro9542dn, with CMYK and white. On this printer, white is printed first, followed by CMYK, giving a solid foundation and vivid colours when printing on plastics and clear film.

Clear benefits The ability to print a fifth colour has clear benefits for commercial printers, enabling them to offer a wider array of printed material on demand. The Pro9000 Series is also a great way for traditional printers to dip their toes in the digital printing market for an outlay of about £12,000 rather than £200,000 for a high-end machine.

For end user businesses, the ability to produce mock-ups, proofs and short-runs of packaging, vouchers and eye-catching marketing material in-house, without the need for skilled operators, saves time and cost, whilst also supporting creativity and imagination.

ApplicationsOne of the challenges OKI faces is raising awareness of the printers’ capabilities. To this end it recently invited PrintIT to see the printers in action and experience at first hand the quality of their output.

What impressed most was the sheer variety of applications they make possible. These include:n High quality personalised brochures for houses, luxury cars etc.. The printers are ideal for personalisation of short print runs of 1 to 2,000 pages;n Spot glossing. Create eye-catching special effects on book covers, brochures, menus and other presentation material;n Security printing. The clear toner enables content, such as a watermark, to be hidden in an image until exposed to UV light – good for preventing copying of vouchers and tickets;n Printing clear toner over foil. Compared to some printers, OKI toner offers excellent adhesion to foil (applied separately). With the Pro9000 Series you can even print over foil;

Five aliveOKI Pro9000 Series brings prints to life with the addition of fifth colour

n Window film and clear stickers. Printing white first and then CMYK produces vivid colours (inc. white) on clear substrates – also good for number plate printing; n White lettering on coloured card – some of the earliest adopters are using the OKI Pro9000 Series purely for printing luxurious wedding invitations. White toner can also help business mailings stand out;n Proofing. The in-house production of mock-ups of product packaging and marketing collateral; andn Merchandising and Promotions. Print names and logos in five colours on dark T-shirts, booklets, mugs etc.

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MANAGED PRINT SERVICES

Strict service level agreements (SLAs) give Rexel peace of mind that its service requirements will always be met.

One of the country’s largest business-to-business distributors of electrical installation supplies, with more than 420 branches nationwide, Rexel UK has migrated to a managed print services model and standardised on printing solutions from a single vendor in order to achieve cost savings andoperational efficiencies.

With a constant need for printers to output receipts, invoices, reports and a range of administrative material, Rexel, over time, accumulated a fleet of around 2,500 print devices from multiple vendors, including a number of OKI mono LED printers.

This situation became increasingly difficult for Rexel to control: n individual printers were reaching end-of-life; n finding consumables was increasingly difficult; n Rexel had a multitude of service agreements and warranties to manage; n it had only limited insight into how much it was printing and spending on print; and n it had a plethora of separate contracts from different vendors, with a wide range of payment models in place, from capital expenditure with a service charge to a full capex approach.

This state of affairs was clearly untenable, so when Rexel implemented a new enterprise resource planning (ERP) system across all of its UK operations, Jason King, chief technology officer at Rexel Northern Europe, took the opportunity to review the organisation’s printing infrastructure.

“ERP is all about delivering efficient operations across the business and, being a major focus area for us, it was critical that printing was part of that equation. We realised we needed to implement a standard printing structure and function – and rationalise everything

under one print vendor,” he explained.

“OKI was the obvious choice. Its devices have always proved reliable and robust and of all the print vendors we have worked with, it has always been the fastest to react to and resolve any issues or problems we might have. OKI also has an extensive and broad portfolio of printing devices, which will be critical to us as we continue to develop and expand.”

Standardised fleetRexel took the decision to standardise on solutions from OKI and set up a central service contract with OKI partner and managed service provider Apogee.

Rexel UK’s 2,400 printing devices are now covered by a bespoke managed print services contract, with pro-active monitoring and a fixed cost per page. The new unified fleet comprises a mixture of mono and colour LED printers, plus 190 new colour multifunctional devices (MFDs).

“As a result of putting the new printing model in place, we have been able to rationalise our printing fleet over a total of 420 locations nationwide,” said King. “We can now see who is printing what and when, and we have been able to much more easily ensure we have the right print device at the right location.”

He added: “We are talking about a more than 25% saving in running costs on what we believe we could have achieved with any other available option, due to consolidating all of our existing contracts into one and implementing a new, more functionally rich set of printers. By giving us much better awareness of what we print across the organisation, Apogee’s managed service and a unified OKI fleet has

Standardising on OKI printers under a managed print services contract has enabled Rexel UK to cut print costs and improve customer service levels.

Raising standards

also enabled us to enhance the level of control we can achieve and reduce wastage and duplication in the system. Customer waiting times for documents have been reduced and incidences where they receive multiple copies all but eliminated.”

Service and repairAs part of the MPS, Apogee provides a comprehensive service and repair capability and provides management information reports to Rexel on a quarterly basis, as well as hosting regular reviews of service levels and consumables fulfilment.

To this end, Apogee has set up a data collection machine on the Rexel network, so that when any printing device has just 20% toner left, the system automatically issues an alert to the reseller’s head office in Maidstone to order a replacement cartridge.

“One of the key benefits is that it has allowed us to stop storing piles and piles of consumables in different locations,” explained King. “Our teams now appreciate that new toner does arrive on time, every time, so there is no need to store extra consumables on site. Equally, individual sites no longer have to raise purchase orders to buy consumables or potentially waste large volumes if the machine breaks down.”

Strict service level agreements (SLAs) give Rexel peace of mind that its service requirements will always be met. For example, if there are specific issues or repeated failures with a device, under the terms of the contract Apogee simply swaps it out for one that works.

Improved productivityToday, Rexel UK focuses on the industrial MRO (Maintenance Repair and Operations), safety and electrical sectors. These highly competitive markets are seeing growing customer demand for improved productivity through innovative services, products and partnering.

Delivering that innovation is critical to the success of Rexel’s business, but innovation can only happen effectively in a well-managed environment where costs are kept under tight control and operational efficiencies supported. This is exactly what Rexel’s new managed print services contract is able to deliver. www.oki.co.uk

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