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

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

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.

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

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.

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

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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