Print Solutions Index

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2 Print Solutions Index Index Introduction Green Print (Device management) Introduction What greenprint is How greenprint works Error Alerts Green Print (Device management) Monitor Consumables Printer Reports Reporting Print Wise (User management tool) Get printwise Print Tracking All-in-one, simple solution Comprehensive Reporting Personalised parameters Print Wise (User management tool) Monitor, measure and manage... Cost allocation Saving you the earth Green Store (Document Archiving) What is greenstore? Secure and search friendly Customisable Private Remote Access Green Store (Document Archiving) Features and functionality Contact Information 01

3 Saving you the Earth Printing makes up a significant portion of the environmental impact of any organisation; the production of paper, ink and toner are all energy intensive processes which involve considerable amounts of environmentally harmful oils and chemicals, as well as vital resources such as water and trees. The greenoffice software suite greenprint, printwise and greenstore ensures the reduction of your office s environmental impact. greenoffice is a green information technology partner which offers holistic, customized document solutions, transforming the office print environment through our Manage Print Service model. printwise tracks, monitors and reports on the number of pages printed by individual users; encouraging employees to embrace responsible print habits. The month-to-month tracking of employee paper consumption enables offices to reduce paper and energy consumption, simultaneously reducing your office s carbon footprint without compromising your productivity. greenstore offers paperless information capture and transfer, providing a digital archiving system which eliminates hard copy filing systems, and further reduces paper and energy consumption. Employing the greenoffice software suite in your office will reduce your environmental impact, and help your office achieve its sustainability goals. greenoffice offers the equipment, expertise and experience necessary to effectively implement our document solution; transforming your office s print environment and improving efficiency and productivity whilst saving you the earth. 02

4 Device Management greenoffice has transformed the office environment with its holistic, customized document output solutions. Our unique software ensures that users understand their office s unique document output environment and gives us the tools to manage it effectively. What greenprint is greenoffice s homegrown greenprint software is a user friendly hardware monitoring and reporting print device application designed to save downtime typically wasted on manually monitoring and attending to printer problems. Our proactive greenprint solution provides up-to-the minute status reports on networks and delivers error reports to up to five addresses per device, ensuring that the correct people are notified of any print device problems and enabling greenoffice to supply instant solutions to any printer issues experienced. Printer reports greenprint provides accurate digital readings on print devices, eliminating the risk of human error in recording and reporting on this information. Furthermore, diarized information can be relayed to the appropriate people via the greenprint scheduler, eliminating the necessity of manually following up on printer reports. How greenprint works Once greenprint is installed on a print server or any reliable network PC, it sends out a broadcast on the Local Area Network (LAN), acquiring the necessary network information and configuring this within the greenprint application. Administrators then arrange print devices according to your office s physical layout; for instance, printers can be arranged by physical location, department, cost centers etc. This customized display enables the smooth navigation and management of the greenprint application. 03

5 Device Management Monitor consumables greenprint allows users to monitor the paper and toner levels of print devices, enabling them to take corrective measures and minimize production downtime. In addition, greenoffice proactively monitors these levels, replenishing stock ahead of time when required. Simply including the greenoffice Service Center s address and contact numbers enables us to take action when status reports indicate this is necessary with effective, efficient, flexible service. Reporting Reporting is an indispensable information tool. greenprint provides three standard reports on the alerts that have occurred over a month. The first details the time and nature of the alerts for each device; the second displays the number of clicks printed for each device over a chosen period; and the third prompts greenoffice when maintenance is due. Error alerts greenprint software s error alerts to our internal help desk who are then responsible for clearing the error and providing the necessary maintenance, minimizing the downtime associated with inaccurate print device diagnosis. From detailed user reporting to pro-active machine fault alerts, greenoffice supplies the tools and expertise to implement a holistic and effective document solution customized for your specific print environment. 04

6 User Management Get printwise Printing costs affect your office and the environment more than you realize. The paperless office is not yet a reality. Paper remains a primary means for communication and for too many offices, the personal desktop printer is still the preference despite the time, money and resources wasted each time the print key is pressed. To take control of escalating print costs you do not need to stop printing, you need to start printing smarter: you need printwise. Print tracking With printwise, offices can achieve effective user-level print and copy tracking without interrupting office operations. All-in-one, simple solution printwise seamlessly integrates into your existing IT infrastructure, working with network printers, copiers and multi-function devices from all leading manufacturers. printwise is suitable for every office, from small, single server sites to multi-location enterprises with thousands of printers and tens of thousands of users. Convenient, secure printing where it s needed. Comprehensive reporting Comprehensive and concise activity reports categorised by user, department, allocation code or device give offices new insight into their printing and copying operations; analyzing users document production activity, determining which machines are over or under-utilized, and recognizing peak usage periods. Personalised parameters printwise can be used to control who is able to print to specific devices, as well as the volumes that can be produced through easily defined parameters. Other features include: the automatic deleting, holding or re-routing of print jobs; limiting the use of desktop printers; optimizing the use of Monoprinters; extracting maximum value from high-end volume machines; and assuring the cost-effectiveness of colour systems. 05

7 Monitor, measure and manage your true output costs printwise is a print tracking and document accounting software solution that enables offices to reduce unnecessary expenses, eliminate needless printing, and exploit printing equipment for maximum efficiency, saving you the earth. Similar to a telephone bill for documents, printwise allows offices to track, analyze and allocate expenses for every document sent to a network printer, copier or multi-function device. Many offices use printwise to: Reduce equipment over-purchase and underutilization; Optimize value and effectiveness by selecting the best device for each requirement; Eliminate unauthorized printing and copying while still providing users the convenience to print on demand; Make colour printing more widely available while keeping it affordable; Allocate output costs to users, departments, projects or clients; Increase document output security; Understand precisely how printers and copiers are utilized; Match device deployment to workflow requirements; Reduce IT support requirements. Leverage existing multi-vendor equipment to new levels of efficiency. Cost allocation Departments are able to accurately charge document costs to specific client or cost centre codes. In addition, document attributes such as file and paper size, media type, colour, duplexing, stitching, etc are easily accounted for. Different cost schedules for internal and external customers can also be created to simultaneously track true printing costs and implement effective cost allocation. Saving you the earth Documentation production has a significant environmental impact. Through greenoffice s complete document solution, clients are able to effectively manage their output, reducing the consumption of natural resources and the volume of non-recyclable materials that end up in landfills. greenoffice's primary focus through serving our customers and reforming their offices print environment is to conserve our environment and empower companies and communities across South Africa to preserve our natural resources. greenoffice is constantly exploring new, environmentally sustainable ways to better our company and our country. 06

8 Document Archiving What is greenstore? greenstore is a digital document archiving solution which allows users to retrieve, print and reroute scanned documents via folder transfers or by . greenstore is the ideal solution for electronically archiving files which multiple users can access easily. Secure and Search Friendly greenstore uses cutting-edge technology to safely store your company s documents in one central location and its advanced search criteria enables effective, customized archiving. Office staff spend roughly 70% of their work hours processing paperwork, with 30 billion original documents produced annually (Kevin Craine, EDPP). greenstore reduces this paper burden, resulting in significant savings and recovering valuable office space typically taken up by bulky filing cabinets. Customizable greenstore is customizable and includes OCR, enabling users to create templates and zones for retrieving data by indexing scanned documents to the correct cabinets. Private Access rights are unique to the relevant users, ensuring privacy and security. Users are only able to access certain files where the administrator has granted access. Remote Access greenstore comes with a web-based interface which makes it possible to remotely view and retrieve documents, as well as upload notes and images, quickly and easily. 07

9 Document Archiving Features and Functionality Document imaging Document management Multi-level search and retrieval tools Full text searches Image capture from a twain scan source Multiple, customized index fields Remote backup Disaster recovery Multi-security layers Digital content tracking Audit trail Easy retrieval and fax facility Supports all file types including: Tift, JPEG, PDF, Word, Excel, Powerpoint. Import and export documents and attachments to greenstore Risk free trial 08

10 Contact Information Contact Details National Number: Durban Tel: +27 (0) Fax: +27 (0) Physical Address: The Green Office building, 5 Myrtle roads, Pinetown, 3600, South Africa Johannesburg Tel: +27 (0) Fax: +27 (0) Physical Address: 11 Spartan Crescent, Eastgate Ext. 3, Sandton, South Africa Cape Town Tel: +27 (0) Fax: +27 (0) Physical Address: Unit 1 Maitland Business Park, Mowbray Road, Maitland, South Africa 09