SafeQ Output Management Software

Optimising your printer fleet helps recover your costs /This is Why you need SafeQ to discover how.

MAXIMISE THE POTENTIAL OF YOUR PRINT ENVIRONMENT

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One of a suite of our Optimised Software Solutions,

SafeQ, lets you optimise your entire printing environment.

Whether you have a few MFPs or a few hundred - and

regardless of make or model - SafeQ makes managing

them easy.

For a start, it lets you monitor and control who can print,

copy and scan (and how much it’s costing you) without

getting in the way of productivity. What’s more, it helps

you to improve productivity, enhance security and reduce

your printing costs.

A modular design means that you only need to buy the

capabilities that suit you best and because it’s fully scalable

it can evolve to meet your needs in the years to come.

Optimised Printing Solutions.

Efficiency starts with effective control /This is Why SafeQ puts printer management at your fingertips.

The advantages of optimisation

• Reduce the total cost of printing and copying

• Control who can print what, by granting rights to

individuals and workgroups

• Gain a detailed insight to the cost and efficiency of your

entire fleet of printers and MFPs

• Track and recover costs more easily

• Identify which machines are being over- and under-used

for more efficient deployment

• Improve document security by authenticating users with

their normal building access PIN or swipe card.

• Add fast, easy scanning capabilities

OPTIMISE YOUR ENTIRE PRINTER FLEET

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Demonstrating Corporate Responsibility

With SafeQ, you can not only improve control and reduce

costs, but you can generate reports which show how much

waste you have eliminated from your printing environment,

as well as documenting how much you have reduced your

consumption of natural resources.

Control costs across your whole organisation.

OPTIMISE PRINT SERVICES ACROSS YOUR ORGANISATION

GENERATE COMPANY REPORTS TO IMPROVE CONTROL AND REDUCE COSTS

Track and monitor costs.

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Regardless of how many printers and MFPs you have, where

they are located, and even if you have a wide variety of

different makes and models, SafeQ can tell you exactly how

much they are costing you.

A centralised data collection function gives you detailed

information about your entire print environment - across

all sites and offices – in a range of shareable, easy to

understand formats.

As well as the cost per page, powerful reporting functions

tell you the number and size of documents printed, copied

and scanned, and whether they were colour or black &

white. You can filter the results by printer, location, user,

project, department, and the date and time of day.

And once the parameters have been set the reports will be

automatically generated at set intervals - or can be created

on demand - and distributed by email to the people who

need them most.

True control requires detailed insight /This is Why we give you all the facts.

Fact-based fleet optimisation

In time, you’ll gain a true insight to how your printers and

MFPs are being used as well as how much they are costing.

Not only is this the starting point for recovering costs and

setting rules for usage, but it also tells you which machines

are being over- and under-used.

In many cases it is possible to maximise control of your print

environment, improve productivity and realise significant

savings simply by redeploying individual MFPs to optimise

your fleet. SafeQ gives you the information you need to

make those decisions across your entire enterprise.

MONITOR USAGE AND TRENDS ACROSS YOUR ORGANISATION

Once you have optimised your fleet, you can start to look at other ways to control and reduce costs. You can also set enterprise-

wide rules to govern how certain types of documents are handled, such as automatically printing emails in black & white,

double-sided.

SafeQ lets you control who can access specific features of each MFP, enabling users to print efficiently. For example, not

everyone needs to print and copy in colour all of the time. If you know that a particular workgroup mostly produces high

volumes of text-based documents, it makes sense to introduce rules that enforce double-sided printing and restrict the ability

to print in colour.

Permissions can be set for individuals by their name or their role, and by workgroup or by department, and you can set a limit

on how many documents can be printed in a given period.

Rules and permissions.

Fleet optimisation is a journey /This is Why SafeQ gives you tools for continual improvement.

Reduce unnecessary printing

SafeQ can help you reduce waste by temporarily storing

documents in a secure print queue. If you need a hard copy,

simply log on to a convenient printer. If not, you can choose

to delete or wait for SafeQ to do this after a prearranged

interval.

Documents can also be emailed or uploaded to the

print queue from phones, tablets and laptops, giving

authenticated employees and guests a convenient printing

resource. What’s more, a handy conversion feature makes

it easy to print documents that can’t be opened – in cases

where the compatible App hasn’t been installed, for

example.

All this, plus convenient features such as Print Preview,

Reprint Job, Favourites and Delete Job, all help to promote

easier mobile working while eliminating waste.

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Reporting and accounting.

Once you have taken the necessary steps to eliminate waste

and make your fleet more efficient, similar reports to those

that you used to optimise your fleet can be used to allocate

the costs to cost centres and budget holders.

The reports, which can be generated automatically or on

demand, can be used to recover the costs of prints, copies

and scans in whatever way suits you best: by individual user,

workgroup, department, cost centre, or even clients for

external billing.

Choose one of the predefined reports or create your own

in choice of formats including HTML, PDF, XLS, XML, and

CSV. Either way, your management team will benefit from

multilevel accounting which allocates and bills every print,

copy, and scan to the correct client, cost centre and project.

Alternatively, you can set up accounts for groups and

individuals and give them a set number of credits. Once the

credits have been used you can choose to replenish them

or simply wait until the system restores the balance at an

interval of your choosing.

You can fine tune the prices you charge, too. Colour can be

set at a higher price than black & white and A3 more than

A4. You might even want to subsidise the cost to make it

more affordable for certain populations.

Everyone shares your printers /This is Why SafeQ helps you share their costs.

ALLOCATE COSTS TO INDIVIDUAL USERS, WORKGROUPS, DEPARTMENTS, COST CENTRES OR CLIENTS

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Secure printing, copying and scanning.

Secure authentication lets users benefit from ‘pull printing’.

In other words, they can walk up to any printer on the

network, log in with a simple swipe of an ID card, and view

all the documents that they have sent to the print queue.

From there, they can preview and print the documents they

need, remaining at the printer until the job has finished

and eliminating the risk of sensitive documents being left

unattended. The user cannot access or even view any other

users jobs in the print queue.

There are others benefits, too. As soon as a user is

authenticated, the rules that you have set for that individual

are immediately applied, and the reporting and accounting

functions capture the details of each and every job.

If you use pre-paid credit-based printing, the process of

logging on will trigger a check to make sure that the user

has sufficient credit to pay for the job before it is printed.

Good security enhances productivity /This is Why SafeQ comes with swipe-card authentication.

SafeQ can be used with all common types of swipe card. So

if you already have a card system to control access to offices

and buildings, your employees can use it to log in to any

printer or MFP.

If you don’t already use swipe cards there’s no need to

implement them. You can get all the benefits of SafeQ by

logging on with a PIN or username/password combination.

Efficient scanning

SafeQ makes scanning more efficient, too. Now everyone

can benefit from simplified scanning directly to their

email address or a network folder. For documents that

are frequently scanned – supplier invoices, for instance –

one-click scanning directly to the appropriate workflow is

supported, with the option to add metadata.

IDENTIFY AND AUTHENTICATE USERS BEFORE THEY PRINT, COPY OR SCAN

Welcome to Sharp

www.sharp.co.uk

Sharp has been manufacturing fast, reliable printers and MFPs - and devising new, more productive ways of managing documents -

for decades. Many have won awards from respected independent research establishments. All have delivered class-leading

performance, often transforming productivity in the workplace.

Sharp is a truly global company with local representation in all major countries. And our expertise now extends far beyond the

realm of office printing. Today we address the needs of the whole enterprise, with innovations in professional displays, solar cells

and LED lighting, to name just a few.

Design and specifications are subject to change without prior notice. All information was correct at time of print. YSoft SafeQ are registered trademarks of Y Soft Corporation in the European Union and/or other countries. All other company names, products, services and logos used herein are trademarks or registered trademarks of their respective owners. ©2015 Sharp Corporation. SafeQ 5 Output Management Brochure May 2015. Job Number 16087. All rights reserved. E&OE.

Notes

SHARP BUSINESS SYSTEMS UK PLC4 FURZEGROUND WAYSTOCKLEY PARKUXBRIDGE, MIDDLESEX, UB11 1EZ

TEL: 020 8734 2000FAX: 020 8734 2400