IBM 221 User Manual

Distributed Print
Management Services

A better way to manage output

“… an estimated
20% of all calls
to IT helpdesks
being printer re­lated…”

Print Management:
Taking Control of Hidden Print Costs, AIIM
E-DOC Magazine, February 2007

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.

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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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.

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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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.

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.

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“Typically, only 10% of the ofce document burdened
costs relate to equipment, supplies, and service ex­penses. 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

Distributed Print Management Services At a Glance

Base Offering

n Initial and periodic consulting/optimization

recommendations

n Transition management

n Hardware

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

5

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.

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.

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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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Learn more

To learn more about InfoPrint DPMS, visit:

www.infoprint.com/dpms

© Copyright InfoPrint Solutio ns Company 2008.

All right s reserved.

InfoPr int Solutions Company
6300 Diagonal Highway 002J
Boulder, Colorado 8 0301-9270
U.S.A .

Printed in the Unite d States of America
September 2008

Ricoh and the Ricoh logo are registered trademarks of
Ricoh Co., Ltd. in Japan, ot her countries or bo th. IBM and
the IBM log o are regis tered trademarks of Internatio nal
Busines s Machines Corporati on in the Unit ed States, other
countr ies, or both. The Ricoh and IBM trademar ks are use d
under license from their respective trademark owners.

InfoPr int Solutions Company is a trad ename of InfoPrin t
Soluti ons Compa ny, LLC, in the United State s, other
countr ies, or both. InfoPrint is a registered trademark
of Ricoh Co., Ltd., in the United States, other countrie s,
or both . InfoPrint is used un der license fr om the
trademark owne r.

Referen ces in this pu blication to InfoPrint So lution s
Company produc ts or ser vices do not imply that InfoPrint
Soluti ons Compa ny intend s to make them ava ilable
in all count ries in which InfoP rint Solutions Company
operates. Any purchase of such products or services will
be exclusively governed by the terms of the sales or license
agreem ent applicable to such purch ase to the ma ximum
exten t allowed by law.

1

Rightsizing Output Fleets: The Hidden Gold Mine,

GartnerGroup research note, 2001.

IPB0 3015-USEN -01

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