IBM 221 User manual

Distributed Print
Management Services
A better way to manage output

Pursue one more area of optimization
Do you know that distributed ofce output accounts for up to 20 percent
of total printing costs, which can be as much as 1-3 percent of a company’s
total revenue?1 Make a quick calculation and you can see that savings in this
area can be a boon to your operations budget. What savings can you expect
through outsourcing and right-sizing your output environment? A reason-
able target is 10-30 percent.
You’ve most likely consolidated servers and storage and addressed network
and desktop issues. It’s time to tackle your output environment. As much as
45 percent of the costs of print are hidden, which makes it difcult to as-
sess the true total cost of print. As a result, output decisions may be based
only on the visible costs of acquisition and operating expenses. InfoPrint
Distributed Print Management Services (DPMS), a managed services offering,
can help you identify and control hidden costs – both initial and ongoing,
through right-sizing, best practices, and experienced oversight.
“… an estimated
20% of all calls
to IT helpdesks
being printer re-
lated…”
Print Management:
Taking Control of Hidden Print Costs, AIIM
E-DOC Magazine, February 2007
Standardize, Simplify, Save
n Reduce cost of hardware
acquisition, supplies, and
maintenance
n Increase device availability
and utilization
n Improve end-user satisfaction
and productivity
n Boost control and predictability
n Reduce administrative costs
• Consolidate budgets and
purchasing
• Reduce the number
of vendors and
purchase orders
• Standardize hardware
and supplies
• Decrease supplies
inventory
• Simplify training and
operation
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Reduce cost through right-sizing
Print, copy, fax and scan devices may be scattered all over your
company. Without a plan and ongoing management, devices
tend to proliferate and pose a serious cost-control challenge,
especially if you want to take advantage of electronic document
delivery, automated workows, and digital archives. If your envi-
ronment includes devices from multiple vendors, complexity goes
up signicantly.
You can move from paper to digital, and optimize processes, far
more efciently and cost effectively when you have the correct
number and type of devices. InfoPrint Solutions Company™, a
Ricoh-IBM joint venture, has the right people, skills, experience,
and technology to help you centralize and simplify your output
environment and provide a single point of management.
“A managed services offering, can help you
identify and control hidden costs.”
Print Management: Taking Control of Hidden Print Costs, AIIM E-DOC Magazine, April 10, 2007
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Achieve the right balance with managed output services
DPMS combines expertise, processes, tools, and technology that together
help you achieve the optimum output environment – one that balances pro-
ductivity, cost and worker satisfaction. The output strategy we recommend
will be aligned with your IT strategy. With alignment comes better use of
resources such as servers, networks and workstations – all aimed at timely,
cost-effective business communications. This value-add approach is the core
of InfoPrint DPMS.
The key elements of DPMS include:
n Right-sizing with the latest multi-function technology versus
expensive-to-operate single-function print, copy, and fax devices.
n Optimizing productivity by placing the right devices in the right locations
to satisfy end-user needs.
n Managing assets, supplies, support, and maintenance to free you to focus
on core business issues.
n Communicating with you regularly so you have enhanced control of your
print infrastructure and visibility into the true cost of print.
When should you consider
InfoPrint DPMS?
n Your printer service and support
costs are escalating.
n Device contracts are expiring
within 3-6 months.
n Many of your print devices are
more than ve years old or a
technology refresh is imminent.
n You’re running out of physical
space for devices and storage.
n You want to migrate from
paper to digital workows
and archives.
n You are in the midst of a
merger, acquisition, relocation
or downsizing.
n You’ve been given a mandate
to cut costs.
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Distributed Print Management Services At a Glance
Base Offering
n Initial and periodic consulting/optimization
recommendations
n Transition management
nHardware
n Supplies and supplies management
n Device monitoring and portal access
n Maintenance
n Standard monthly and custom reports
n Services management
n Asset management
n Installation, moves, additions, and changes
n Account management
Optional Add-ons
n Maintenance for non-InfoPrint devices
n Supplies for non-InfoPrint devices
n Help desk
n Training
n Key operator services
n Optimization consulting
n Content management
n Departmental accounting and rules-based printing
tools
“Typically, only 10% of the ofce document burdened
costs relate to equipment, supplies, and service ex-
penses. For every $1 spent on equipment, supplies,
and service, another $9 is spent on other burdened
costs. These burdened costs include IT support and
infrastructure, procurement and facility costs, end-user
interaction time, and document management expense.
These costs are fragmented in budgets and processes
across the organization.”
Assessing and Benchmarking Document Costs: Developing a Future Strategy, InfoTrends/CAP Ventures’ White Paper, September 2005
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Plan the work, work the plan
Best results generally follow an orderly process. The DPMS team can
guide you through the transition to managed output services with a
minimum of disruption. We engage you in four phases: assessment, de-
sign, implementation, and management. A detailed project plan, which
we develop collaboratively with you, enables us to monitor progress and
stay on schedule.
Our best practices, which are based on our work with companies in both
distributed and production environments, guide every aspect of DPMS.
We know what works and why it works, so we can achieve results quickly
and efciently. DPMS standard services and optional add-on services are
designed to deliver nancial and operational benets from the start.
Our exible lease or ownership pricing options leverage a price-per-page
approach. If you have specic pricing requirements, let us know and
we’ll do our best to accommodate them.
Pro-business,
pro-environment
InfoPrint Solutions Company in-
vests in sustainability programs
and activities to minimize adverse
impact on the planet. Take advan-
tage of our Energy Star printers,
Waste of Electrical and Electronic
Equipment (WEEE) programs
(where available) and convenient,
free return program for InfoPrint
toner cartridges.
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Proven processes and best practices can enable a
smooth, successful transition to InfoPrint DPMS.
Let’s work together to optimize your output environment
with continuous right-sizing. The InfoPrint Distributed Print
Management Services team can help you hold the line against
rising costs.
InfoPrint Solutions Company has been helping companies of all
sizes solve output challenges for more than 40 years. As a Ricoh-
IBM joint venture, we can leverage a legacy of industry leading
intellectual capital and experience. A single source for general
ofce, industrial, and production printing as well as electronic
output solutions, we can integrate technology, services, and
know-how to meet your business objectives. Our rapid-ROI
approach emphasizes exibility, reliability, efciency, and
data security.
Visible results at a global IT facility
The challenge: manage and reduce costs, improve utilization, and streamline
supply management and key operator support.
The result: 30% reduction in output costs.
Before After
Printers 221 Printers 125
Copiers 77 Copiers 43
Fax Machines 186 Fax Machines 77
Multi-function Devices 0 Multi-function Devices 29
Total 484 Total 274
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© Copyright InfoPrint Solutions Company 2008.
All rights reserved.
InfoPrint Solutions Company
6300 Diagonal Highway 002J
Boulder, Colorado 80301-9270
U.S.A.
Printed in the United States of America
September 2008
Ricoh and the Ricoh logo are registered trademarks of
Ricoh Co., Ltd. in Japan, other countries or both. IBM and
the IBM logo are registered trademarks of International
Business Machines Corporation in the United States, other
countries, or both. The Ricoh and IBM trademarks are used
under license from their respective trademark owners.
InfoPrint Solutions Company is a tradename of InfoPrint
Solutions Company, LLC, in the United States, other
countries, or both. InfoPrint is a registered trademark
of Ricoh Co., Ltd., in the United States, other countries,
or both. InfoPrint is used under license from the
trademark owner.
References in this publication to InfoPrint Solutions
Company products or services do not imply that InfoPrint
Solutions Company intends to make them available
in all countries in which InfoPrint Solutions Company
operates. Any purchase of such products or services will
be exclusively governed by the terms of the sales or license
agreement applicable to such purchase to the maximum
extent allowed by law.
1Rightsizing Output Fleets: The Hidden Gold Mine,
GartnerGroup research note, 2001.
IPB03015-USEN-01
Learn more
To learn more about InfoPrint DPMS, visit:
www.infoprint.com/dpms
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