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Smarter Document Printing Management – it’s not like climbing Olympus

Services & Solutions Outsourcing & Technical Support
Vendors Ricoh, Softline

The implemented solution allowed the customer to centralise the printing management, evenly distribute the load on the equipment, and prioritise printing following the configured policies.

The situation

Olympus is a global manufacturer of high-tech solutions for medicine, manufacturing, and digital cameras. With the growth of its business, the volume of printed documents was increasing, so Olympus needed to upgrade its office equipment inventory and implement the tools for efficient centralised printing management.

The solution

Since the customer was using Ricoh equipment, we supplied them with new equipment from the same manufacturer with an optimal price-quality ratio and functions for solving business tasks. Softline specialists also suggested implementing the MyQ printing management system. The customer approved the project after a trial period. Olympus liked MyQ's key features – centralised analysis of print jobs from any device regardless of manufacturer or model; detailed statistics by user or department over any period; and print billing. The Softline team connected 8 devices to the solution in the Olympus office with 150 workplaces, and trained up the customer's IT administrators to manage printing policies.

Softline specialists also used MyQ to implement smart card authorisation for access to printers. Now print jobs in Olympus are not sent directly to the printer, but temporarily stored on a dedicated server. The customer's employees can select any device, log in, and then start printing. As a result, copies remain unused or go to print due to human error. Since everyone knows what documents they have to pick up, no "extra" sheets remain in the tray. And since printing is personalised and users have different access rights, it has become impossible to take someone else's documents by mistake.

The results

"The implemented solution allowed the customer to centralise their printing management, evenly distribute the load on the equipment, and prioritise printing as per the configured policies. In general, solutions like this can reduce the amount of printing by 15 to 30% as it removes the irrational use of consumables. The client really appreciated the expertise of our team in managed printing services," summarised Alexander Petrov, Head of Managed Printing Services at Softline.

"We streamlined and standardised the printing system, which helped us bring down maintenance costs for office equipment. With the billing capabilities of MyQ, we can now analyse costs in more detail and flexibly plan the IT budget. Thanks to the training, our administrators have enough knowledge to develop the solution on their own," says Fedor Gubernsky, CIO at Olympus.

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