YOUR GUIDE SAVING 30 % up to. on your print. Think Smart. Think OKI

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1 YOUR GUIDE SAVING to 30 % up to on your print & documentcosts Think Smart. Think OKI

2 Most businesses have the systems in pace to keep a tight contro on their overheads, however, in an increasingy competitive word being the eanest and most cost and environmentay efficient can be the difference between success and faiure. At OKI we are determined not ony to support organisations to deiver superior quaity documents but aso to hep you identify one of the ast hidden costs in your business; avoidabe print reated costs. How much of your cash fow is tied up in consumabes or invested in equipment and how much of your office is taken up storing paper and toner cartridges? What impact does your organisation have on the environment from od energy hungry devices, wasted paper from unnecessary printing or consumabes that are thrown away rather than being recyced? It s surprising when you think about it... Have you considered the amount of unnecessary printing that occurs in your organisation every day or the time aocated to managing and maintaining your printer feet? Have you considered the hidden costs of your business 10,000 pages per year are printed by the average office worker 10% of an organisation s printing costs ie in HARDWARE, CONSUMABLES, MAINTENANCE, PAPER AND POWER 1 Ony20% of empoyees prints are DUPLEXED (2-sided) % LOSS of organisation s tota productivity from CHALLENGES RELATING TO WORK WITH DOCUMENTS 3 Many organisations face existing IT systems that are unabe to deiver on the transformation agendas that their businesses require. Infexibe IT, minima scaabiity, rising costs and other chaenges add up to IT infrastructures that impede, rather than enabe, meaningfu innovation and growth. Leading Through Connections: Insights from the Goba Chief Executive Officer Study, IBM Institute for Business Vaue, May Faiure by executives to address the fuy burdened impact of documents within their business seriousy impacts the opportunity to dramaticay reduce costs, improve process efficiencies, and increase sharehoder vaue. Eddie Ridde, CEO, ALL Associates Group Smarter print - Controing costs and environmenta impacts, OKI, March ALL Associates Group - Company size between 500 and 5,000 empoyees across a industry types; 2 IDC, An easy and often missed opportunity for CIOs - MPS, Apri 2012; 3 IDC, Bridging the information worker productivity gap in Western Europe: New chaenges and opportunities for IT, Sept

3 Take contro of your print costs and document To hep our customers tacke the hidden costs associated with printing and document processes OKI has deveoped Smart Managed Document Soutions; a portfoio of services that offers a fexibe soution for any size of business, aowing you to reduce your hidden costs and improve efficiency within your organisation. Optimisation of your printer feet and document workfows is centra to Smart Managed Document Soutions. By identifying the right service for your business we aim to reduce your printing costs, improve efficiency and your document workfow and provide you with the atest technoogy to simpify your business processes. Whether you are a sma business that needs to reduce your printing costs and the amount of time you spend managing your printers and devices, or an enterprise that is ooking for a way to improve document workfow and efficiency, Smart Managed Document Soutions from OKI can provide the answer. Through a process of consutation and anaysis we wi identify your printing needs and work with you to recommend a fexibe soution that is bespoke to your business. SAVE up to 30 % with OKI Managed Page Services Reducing the tota cost of your business printing Managed Print Services Optimising and managing your printing needs Managed Document Services Optimising and managing document workfow to reduce cost and improve efficiency Impementing MPS has been a rea boost to our business and to save 30% on printing costs is a major benefit, especiay in this economic cimate. Howard Hastings, Managing Director, Hastings Hote Group, N Ireand From my point of view as IT manager, the main benefit of standardising on OKI and adopting an MPS approach is that it has made the whoe process of deivering IT support a ot easier for us. Paddy Devine, ICT Infrastructure Manager, Chain Reaction Cyces, N Ireand.04.05

4 Hasse free printer money that saves you We have seen a significant decrease in support cas. Toner cartridges now arrive automaticay when we need them and we no onger have to scrabbe around ooking for toners at the ast minute. Paddy Devine, ICT Infrastructure Manager, Chain Reaction Cyces, N. Ireand Benefiting your business Fixed cost package based on usage Efficient device maintenance Reduced tota cost of ownership Upgraded hardware Managed consumabes Financia visibiity Consumabes recycing Through OKI s free consumabes recycing service you can be assured that we are minimising your impact on the environment, reducing your carbon footprint. Remote monitoring of equipment Scheduing and workforce Each month we save a few hundred Euros, any suppies of toners are automaticay reordered when empty and any probems which have arisen with the devices are repaired within 24 hours. Gabriee Grube, Bursar Louisenund Boarding Schoo, Germany Smart Managed Page Services is a comprehensive but fexibe service for smaer organisations and businesses that takes away the hasse of managing your printers, aowing you to concentrate on your business. OKI wi work with you to identify your print and document requirements and recommend the right printing device and a taiored a-incusive printing pan, that covers a your consumabes and servicing, improving productivity in the workpace. This together with the impementation of print poicies wi hep you take contro of your print costs with a fat monthy fee and no hidden costs. Efficient consumabes OKI provides a compete hasse-free service with a consumabes managed on a pan-european scae through our automated monitoring system. This not ony deivers many efficiencies and cost savings but aso simpifies business processes through a transparent ordering process, combined with fast deivery and reduced wastage. Continua monitoring and of your printing processes aows us to proactivey address any maintenance issues, incuding the timey suppy of consumabes. This reduces printer downtime as we as cutting the amount of money tied up in consumabes and the space required to store them. Through compete visibiity of your organisation s printing behaviour you can impement print poicies to reduce unnecessary printing, reducing not ony your costs but aso your impact on the environment. How Smart Managed Page Services works Through a consutative approach we wi anayse your printer usage and recommend the right printer and package to meet your needs and hep reduce your printing costs. This may invove the repacement of od equipment or maintaining existing equipment, however, this is faciitated through a contract based on print usage. OKI s partner, PrintFeet remotey monitors your printer feet to measure usage, store and deiver consumabes when required and maintain your devices efficienty to minimise any downtime. This aows OKI to take away the hasse of printer whist aso optimising your print usage and reducing your costs. Having access to accurate data is aowing more businesses to anayse and actuay manage their printing cost, rather than simpy discovering it ater. Dave Coinson, PrintFeet European Advisory Board.06.07

5 Cutting down your costs through smarter print The hidden cost of print within an organisation Few organisations reaise the tota cost of ownership (TCO) of their printing and imaging feet. This not ony reates to direct costs such as hardware, suppies, maintenance and IT support but aso indirect costs such as oss of empoyee productivity due to device downtime. Quocirca, Effective print, Oct 2012 How much time do your empoyees spend going back and forth to the printer? The graphic beow outines how much time can be wasted by empoyees retrieving documents from poory ocated devices and the cost to business. OKI is abe to address this through its Smart Managed Print Services. 44minutes 1 Average time spent on print retrieva per person, per month Average cost of print retrieva per person, per month The MPS impementation has given us a much greater eve of contro over and visibiity of our print operations. Today, we know exacty what printers we have, where each device is ocated, and precisey how much printing is costing us. Department for Environment, Food and Rura Affairs (Defra) Document 47% Infrastructure 10% 15% 28% Management End-user time Identifying your hidden costs can be a difficut task in compex organisations, whether they are visibe costs such as hardware, consumabes and paper, or costs reating to support, administration and maintenance. OKI s Smart Managed Print Services is a print optimisation and service which provides a smarter approach, instaing the right product in the right pace. Locating your printers in optima positions within the workpace according to workgroup and individua needs heps reduce wasted time and promotes more cost-efficient printing, therefore maximising the productivity of your staff. Through our detaied assessment we are abe to identify where significant cost and efficiency savings can be made and hep you to change empoyee behaviour, reducing the amount you print, cutting costs and your carbon footprint. 10, Cost of print retrieva, 500 workers per month 624,690 Cost to business for wasted end user time over a five year period ALL Associates Group Company size between 500 and 5,000 empoyees across a industry types 1 Assuming MFP is ocated 10-steps away where 1-step is equa to 1-second. Hence, each print retrieva and return to desk requires 20-seconds 2 Based upon average knowedge worker saary = 60,000 (www.statistics.gov.uk and

6 Optimise your printing needs in five simpe steps Impement Through a detaied transition period OKI wi impement recommendations smoothy and with minimum impact on 3.your business. Assess OKI wi observe and anayse your working processes to assess your current and future 1.requirements. Recommend OKI wi propose the most suitabe and optimised soution for 2.your business. Through remote monitoring OKI wi repenish consumabes, identify fauts and react immediatey to minimise downtime. 4.Manage Atogether, the MPS anaysis and the consoidation of the hardware andscape to OKI devices has heped not ony to standardise the output infrastructure but aso to optimise our business processes such that today we can work with ess stress and better quaity. Danie Aumer, Process & ICT Director, Randstad, Switzerand The anaysis OKI and mc- Technik Junde GmbH carried out has given us a cear picture of our output requirements, procedures, and tota costs. The practica taiored soution impemented has fuy convinced us both economicay and in terms of improving existing work processes. Peter Frahm, Genera Manager Stadtwerke Eckernförde GmbH, Germany 5. Review OKI provides detaied reporting as we as statistics on the efficiency of printing across your network. This ensures continued improvements and you benefit from a technoogy refresh strategy and advanced soutions

7 Streamining your document workfow to reduce cost and improve efficiency Designed for arger businesses and organisations, Smart Managed Document Services extends the principes of managed print services to the document workfow throughout your organisation. This hoistic approach anayses a aspects of your document workfow processes to improve efficiency and make a rea difference to the productivity of your business. The centra premise of Smart Managed Document Services is the digitisation of your document processes through the combination of hardware and software to optimise the way that your organisation manages documentation from input to throughput and output. OKI wi anayse, optimise and improve your document workfows and through this process we can improve the productivity and efficiency of your organisation and deiver significant savings. By combining OKI s hardware and software, we ensure that your document capture, distribution, and output is efficienty executed and impemented, improving the productivity of your staff. This can be done through sxp (smart Extendabe Patform) a web services based patform that enabes seamess integration of your OKI MFP with your corporate appications or 3rd party soutions. At the heart of your business productivity, sxp heps streamine your document intensive business processes. Business process document workfows are inefficient - neary 50% of paper documents are keyed into computer systems, and over 25% of printed digita-origin documents are re-keyed into computer systems. IDC, An Easy And Often Missed Opportunity for CIOs MPS, Apri 2012 Smart Document Workfow 47% of hidden costs ie in document and workfow Input/Capture Management/Layout Output/Distribution Storage/Archiva SCAN sxp MANAGE Coud FTP DMS ERP ALL Associates Group Company size between 500 and 5,000 empoyees across a industry types Corporate back-end Database Foder Invoices Contracts Purchase Orders CVs Patient records OCR text capture Read Barcode data Add Meta data eg invoice number Coud Corporate back-end Database ERP and DMS FTP Foder.12.13

8 Efficient processing of document workfows Automate invoice processing by eectronicay capturing documents such as purchase orders and invoices using Optica Character Recognition (OCR). This aows for seamess and compete integration into corporate ERPs and accounts receivabe and payabe processes. Whie aso enabing easy access for retrieva, auditing and approving, saving time on manua paper based tasks. Share, store, search, downoad, edit and merge documents to private/pubic storage couds. Daestrunt ommouptatum ratecupa voupta nos same ve ex es aut enducim Inctuscia voorrum doumen dandae nuent eique Inctuscia voorrum Inctuscia voorrum Inctuscia voorrum 22 Mebourne Road Middeton Herts WD22 2RW Manage direct mai campaign responses by scanning pre-defined forms to extract data into a CRM system for fast, accurate data capture, assisting with ead and saes. OKI Smart Support Coud Workfows inbound workfow outbound workfow manua workfow Automated consumabes by OKI eiminating down time and toner storage for hasse-free printing. Secure capture and of confidentia HR documents digitay such as empoyee contracts, appraisa forms, job descriptions and candidate profies, improving security, accessibiity and removing the need for paper based fies. Customer etters can be indexed automaticay in a document system, CRM or ticketing system, simpifying customer, and enhancing service eves, by tracking customer interactions. Connect to a network, wireess or web-enabed printer through a smartphone or tabet to print on-the-go, for fast, secure and easy printing. Convert to a paperess workfow. Automated distribution of inbound mai across a departments into a Document Management System (DMS) eiminates manua processes and significanty reduces time and administrative tasks whist improving security. Track usage and manage print and document poicies through remote monitoring

9 Integrated soutions to enhance your document workfow and Smart Soutions is an integrated suite of software and technoogies that enhances the document workfow, and security within your organisation. Through the use of these we are abe to extend your document processes, ensuring a fuy integrated and optimised soution that meets the needs and objectives of your business, whether office based, mobie or in the coud. Capture and Distribution Go digita convert to paperess workfows with instant eectronic access and routing by added metadata Generate your chosen editabe and searchabe output format such as PDF, RTF, Word and Exce Automatic fiing, indexing and distribution to improve inter-department workfows and reduce administration Document and Content Management Centraised eectronic storage with fexibe retrieva Manage user rights for controed document access eves Security and Output Secure device access rights appied to users: Secure ID Secure PIN Pu-printing: Print from any device and reease securey at an enabed printer Print poicy : Customise poicies and job restrictions, manage and track usage and reduce wastage Keep your business moving Mobiity Print on-the-go Compatibe with device agnostic mobie and coud appications and soutions for user fexibiity Device and Contract Management Track device usage remotey Copies printed Business printing activity Automated consumabes Automated faut notifications and service aerts Integration with CRMs, ERPs, document and resource systems and other appications Eiminate costs of physica storage and reduce manua document handing processes Access rea-time reporting and run audit trias Print from any company owned device or BYOD Monitor and contro energy and toner consumption to reduce your carbon footprint Set up rues-based workfows such as payment processing by routing invoices eectronicay Send copies of documents instanty via emai or fax Secure document access: Contro confidentia document output To any device Simpe and easy to insta software to hep optimise your printing eco-system Secure, searchabe eectronic storage and distribution Capture documents eectronicay using OCR to automate processes Increase efficiencies by scanning to a specified ocation such as the coud, a network foder, emai inbox, FTP or desktop PDF encryption for security and compiance Generate PDF/A output format for ongterm archiving of eectronic documents Remote access and retrieva from a centra repository using any device Organise documents in customised spaces Track interactions, edits and versions to assist approva processes Improve coaboration and response times Cost contro and fu visibiity of print and copy usage (quota) by user or department Print jobs ony reeased after user authentication Password protect sensitive documents Centraised administration for efficient configuration and system Verify user credentias and print securey from different office ocations or even outside your business network No set up required Fast, convenient and simpe Documents checked for potentia threats and viruses Automated reporting and meter readings Use historica trending reports to accuratey forecast costs and pan ahead Remote onine monitoring to measure performance and maximise service eve agreements Manage output devices more efficienty.16.17

10 Smart Support As an integra part of Smart Managed Document Soutions, Smart Support provides you with the transparency and peace of mind required to take contro of the fow of documents through your organisation. Monitor your printing device Automated faut notifications and service aerts, as we as meter readings and high eve reporting. Automated consumabes OKI s automated consumabes process automaticay monitors your toner usage and repenishes stock efficienty, maximising uptime and eiminating emergency situations. Smart Support Coud PRINTERS A soution to suit the needs of any organisation The diverse OKI product portfoio of printers and muti-functiona devices aows us to specify the right product to meet the needs of different departments and work structures throughout an organisation, providing a compete soution no matter the size of business. PERSONAL VERY SMALL WORKGROUP SMALL WORKGROUP From mono A4 desktop printers to departmenta muti-functiona devices, OKI has the soution to improve productivity and efficiency in the workpace whist aso reducing your operating costs and carbon footprint. MEDIUM WORKGROUP LARGE WORKGROUP DEPARTMENTS OKI A4 MONO A3 MONO Hasse-free biing Simpify and improve your invoicing and workfow processes through automated biing. Compete visibiity with detaied reporting View current status reports, monitor page counts, view maintenance scheduing, and identify ow productivity areas and inefficient devices. Use historica trending reports to accuratey forecast costs and pan ahead. MFPs A4 COLOUR A3 COLOUR A4 MONO A3 MONO A4 COLOUR A3 COLOUR Onine too Access service contract history, request assistance, order consumabes and input meter readings easiy. Accessibe remotey, providing even greater fexibiity. Scan here to find out more For more information ca or visit

11 A goba organisation with a oca approach to business 130 Years 60 Countries 60 Years of innovation within OKI Group within EMEA operations pioneering print technoogy OKI Europe is founded on the principa of deivering products and services that are dedicated to business customers through a consutative and innovative approach to service, design and manufacture. As part of the OKI Group, a company that has been eading the word in customer-ed innovation for more than 130 years empoying over 18,000 staff across 120 countries wordwide, we bring together the support of a goba organisation with the approach of a oca business. The bend of advanced technoogy with practica know-how and printing expertise, has aowed us to deveop products and services that encourage businesses to think differenty about how they print and manage their documents, in a more efficient and productive way - empowering them to print smarter. OKI, the smart choice for businesses For over 60 years OKI has been deivering advanced printing soutions wordwide, introducing ground breaking technoogies that have supported the needs of businesses arge and sma. From printers to faxes and mutifunctiona devices to service ed initiatives OKI offers a compete range of fast, high quaity, reiabe printer and innovative document soutions that hep to improve business productivity and deiver cost savings and efficiencies. A phiosophy that deivers business exceence Business exceence We deveop and design a our products and services based on three core principes: Simpe - the device shoud be easy to use and cean in design to suit today s modern office environments Soid - the device shoud be we buit, robust and reiabe Smart - the device shoud incude intuitive features to make printing and document easier Professiona quaity printing and unrivaed media fexibiity - in house OKI s portfoio of products enabes businesses to print sharp, cear and vibrant documents in a mutitude of different media weights and sizes, in-house. Businesses can now save time, money and hasse by being in contro of what they print, when they need it without having to rey on a professiona print house or a high street print shop. This provides compete fexibiity whist reducing ead times and wastage. 20 years of LED Technoogy OKI pioneered the deveopment of digita LED technoogy in printers over 20 years ago. This innovation deivers High Definition printing for more accurate, striking printed documents. Thanks to this award winning digita LED technoogy, our printers are compact, environmentay friendy and energy efficient, using significanty ess raw materias in the manufacturing process and consuming ess energy. LED print heads have no moving parts, making our LED printers robust and utra reiabe. Features that minimise environmenta impact OKI devices are designed to reduce an organisation s impact on the environment, whist aso reducing their costs. LED technoogy is inherenty energy efficient and through additiona energy saving functions, such as Eco Mode, Power Save, Deep Seep and Auto-Off modes, we have further reduced the power consumption of our printers. Dupex printing, which is standard on most modes, and a range of eectronic document functions hep to reduce the amount an organisation needs to print and the paper they use. Oki Systems (UK) Ltd. Bays House, Wick Road Egham, TW20 0HJ United Kingdom T +44(0) Oki Europe Ltd. Oki Europe Ltd. is part of the OKI Eectric group of companies. Version /2013. Specification subject to change without notice. A trademarks acknowedged.

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