Konica Minolta Addresses the Legal Market

Transcription

1 February, 2010 Strategic Assessment Konica Minolta Addresses the Legal Market Authors Randy Dazo Abstract This document looks at the trends in the legal market, how solutions can help address some of the challenges this market faces today, and how Konica Minolta addresses this market with their solutions. Published by NDS 2010 InfoTrends, Inc. For More Information If you would like to order extra copies of this report, receive permission to use any part of the report, or be informed of upcoming market updates, reports, and related projects, please us at Headquarters: Europe: Asia: 97 Libbey Industrial Parkway 3 rd Floor, Sceptre House Hiroo Office Building Suite Castle Street Hiroo, Shibuya-ku Weymouth, MA Luton, Bedfordshire Tokyo United States United Kingdom, LU1 3AJ Japan [email protected] [email protected] [email protected]

2 Table of Contents Executive Summary... 2 Introduction... 2 The New Business Hub in the Office... 4 Konica Minolta Advantages... 6 Konica Minolta Solutions Addresses the Legal Market... 8 Compliance... 8 Redaction... 8 Security... 8 Trade Standards... 8 Records Management and ediscovery... 9 Production Level Copy, Print, and Scanning Security Cost Recovery Document Assessments and Audits Saving the Environment Technology Recycling Programs Trade Standards Conclusion...19 Appendix A Konica Minolta Legal Solutions Appendix B Konica Minolta Standard Security Features Certified for Common Criteria EAL Executive Summary In today s economic environment, all types of organizations are looking for ways to cut costs or improve efficiencies. In the legal market, there are ways that technology and solutions can help to address both of these initiatives. InfoTrends defines a solution as a set of software and services often accompanied by hardware that solves a business problem, improves a process, or creates a business opportunity for a customer. This paper will address how Konica Minolta Business Solutions has been able to deliver a winning combination of hardware, software, and services that address many of the legal industry s pain points, solves business problems, improves processes, and creates opportunities to be more profitable. Introduction The legal market has always been an information intensive industry, whether we are talking about general litigation or legal departments within a corporation. Documents and content are the heart of the organization. When it comes to legal corporate council, their technology needs for managing documents not only resides within its own group, but also extends into the general corporation when it comes to corporate compliance, contracts, or any documents or content that have any legal binding agreements. These documents and content can be seen everywhere, from traditional word or excel files to and IM correspondence. InfoTrends sees that the growth in the volume of content is doubling each year, or reaching 100% year-over-year growth. This increase in content poses new challenges to IT and legal InfoTrends, Inc.

3 organizations when it comes to the usability of content, especially when addressing organizational compliance initiatives. Not only can proper records and retention management solutions mitigate risk, but when implemented effectively, they can also simplify and automate the business user workflow for capture, management, retention, and destruction of business records. Legal needs (e.g., litigation holds and record redaction) can be addressed faster, more accurately, and more thoroughly from a single interface. Likewise, the granular security and permissions models of such solutions protect sensitive information from unauthorized eyes, provide auditing capabilities, and build the foundation for regulatory and trade compliance. ediscovery is a topic that is challenging and costly to organizations that do not have the right policies in place. Understanding what types of content is critical or non-critical, especially when it comes to risk mitigation, is extremely important as it relates to the amount of information that may need to be processed, and the discovery process can be as critical as the content itself. These same compliance and records management issues also take place within traditional law firms, and many have these challenges within their own organizations. On top of this, law firms have the difficult task of managing records and documents that need to be tracked for billing purposes to charge back clients. The amount of documents that get produced and exchanged within a legal firm can be astronomical, and with the right solutions that can handle the management and accounting systems, firms can tremendously affect their bottom lines. At the same time, business processes can be examined to improve efficiencies and reduce wasteful areas of the firm when it comes to information, output, and/or print. In this white paper, we will take a look at each of the pain points of compliance, security, records management and ediscovery, cost recovery, as well as document audits. At the same time, we will look at each of these pain points when it comes to document automation and device capabilities that most effectively support and address the solution. Konica Minolta has developed or partnered with best-ofbreed solutions that specifically look at the legal market, and have certified these solutions to provide legal customers with peace of mind. This paper will also address some of the challenges from legal customers when it comes to making the right decision for office equipment. These challenges include: The type of equipment required to address legal pain points around security, compliance, records management, and production copying Understanding all the costs associated with solutions integration what is standard? What is optional? Insuring compatibility among a vendor s entire line of products Products and solutions that address office and production-level needs of legal firms Measuring return on investment (ROI) by implementing solutions that how organizations can save money or be more productive InfoTrends, Inc.

4 The New Business Hub in the Office The copier device that was tucked away in the corner has gone through a radical transformation in the past ten years. This device not only has increased in its capabilities to do more, but with its connection to the IT environment, the copier has become the on-ramp and off-ramp to the information highway within an organization. This, of course, can prove quite beneficial since documents and information can flow seamlessly through these devices. On the other hand, they can also pose risks that organizations need to be conscious of to maintain the integrity of the entire IT infrastructure. The more the user knows about the power and vulnerabilities of the copier, the more they can utilize the full effectiveness of these machines. Besides just copying and printing, these new multifunctional peripherals (MFPs) can scan, fax, and be programmed to be an integral part of the IT infrastructure. Figure 1: Sample Image of Konica Minolta s bizhub Printer As outlined in the Figure above, Konica Minolta s bizhub MFPs offer several benefits: 1. The Information On-Ramp - Not only can users scan images from these MFP devices back to their desktop, but these images can be transformed into editable electronic files to be used in workflow processes throughout the company and then be stored securely into repositories for records retention and compliance policies. In companies that still maintain hardcopy documents, the vulnerability and inefficiencies of keeping documents in this form can be extremely costly. Not only are there physical and transportation associated costs, but there are also retrieval, search, compliance, and auditing costs associated when hardcopy documents are kept. Having a MFP as InfoTrends, Inc.

5 the gateway to the electronic form can help improve efficiencies, but also allow for firms to become more compliant. 2. The Information Off-Ramp Printing and copying is a staple within any organization and, when utilized effectively, can mean saving substantial amounts of money by cutting costs, accounting for billable documents, and reducing waste. Managing the output of documents can now be transformed from a manual process to an automated one, which is also saving on expensive manual, human resources. As firms look at ways to improve on their costs, reducing the amount of wasted documents that are mistakenly printed can be easily avoided with integrated MFP solutions such as pull printing, which will only print out the documents that the user wants outputted. 3. Security Because these devices are tied to the network and the entire IT infrastructure, security measures to prevent sensitive information from getting in and out of the environment should also be taken into consideration on these devices. Integrated authentication, which can be achieved with many Konica Minolta solutions, helps in only allowing authorized users access to their documents. Other device security solutions include encryption of data, hard drive override, and IP filtering to prevent unauthorized users in accessing them. 4. bizhub Open Platform (bizhub OP) At the heart of the Konica Minolta MFP stands a sophisticated platform where the convergence of the device and software merge. With this integrated software solutions capability, the possibilities of utilizing these devices to easily automate and streamline processes are endless. The bizhub operating system has connectivity and compatibility to many of the legal applications that integrate the scanning and output features of their devices. For full integration with Konica Minolta devices, Konica Minolta has the bizhub Extended Solutions Technology (bizhub EST or best) level integration. These partnerships, with the best-of-breed applications for the legal market, allow for full integration and utilization of what these MFPs can accomplish through solutions automation. In addition, with this platform, programmers can create a simple to use front panel that can be customized by user so that when an operator authenticates with these MFPs, a customized screen with only their workflows or functions appear. 5. Management through PageScope and the Konica Minolta Universal Print Diver PageScope is Konica Minolta s tool for managing these devices and their security. Through this software, administrators can provide certain rights for users and even see usage patterns. Driver deployment of these devices is also easier with Konica Minolta s universal print driver. This not only allows for one driver to be installed for all Konica Minolta devices, but also can be used for non-konica Minolta devices on the network. Optional PageScope Enterprise Suite solutions, such as accounting, can also be used in legal firms for simple tracking of client copying, printing, or scanning to be used in billing back customers. 6. Environmental Initiatives Konica Minolta continuously works on initiatives for a better environment with its programs and technology. The company itself is also certified with the trade standards of ISO 14001, which addresses companywide practices. One of the programs that Konica Minolta has produced for its customers is its Clean Planet program, which is a toner cartridge and waste toner box recycling program designed to reduce the amount of plastics in the environment. Konica Minolta s products also meet ENERGY STAR standards, as well as reduce InfoTrends, Inc.

6 carbon emissions and energy usage through a variety of technologies, including 40% reduction of CO 2 emission in their new toner technology when compared to conventional toner. 7. Production Capabilities (not shown) The amount of paper used for litigation can be quite enormous when copies and records have to be managed as well as sent to clients and opposing attorneys related to the case. In some legal offices, the production of all relevant case materials for litigation can be a full time job that requires dedicated reliable devices that can handle the reproduction of these documents. The Konica Minolta bizhub PRO 1051, bizhub PRO 950, bizhub PRO 1200, bizhub PRO C5501, and bizhub PRO C6501 offer production copying, scanning, and very fast raster image process (RIP) printing of documents for high-volume document intensive legal environments. Konica Minolta Advantages One of things that sets Konica Minolta bizhub devices apart from its competition is that many of their feature advantages come standard out of the box. For example, Konica Minolta s core color and monochrome office MFPs ship with full-scanning functionality. Scanning destinations include , shared folder, FTP, True TWAIN, Electronic Mailboxes 1, and WebDav 2. Most built-in scanning applications support document preview on the standard 8.5-inch color LCD touch-screen. In addition, Konica Minolta devices offer a standard feature to encrypt a PDF file before sending it to a scan destination. In addition the Emperon print system, which includes PCL and PostScript out of the box, is also included. Security is another big feature that is standard on Konica Minolta MFPs and its Common Criteria certification. Most MFP manufacturers offer Common Criteria Security Certification via an optional Security Kit, which typically consists of a hard drive overwrite function and sometimes data encryption. When a customer purchases this kit, the hard drive is certified for Common Criteria Security for overwrite and encryption (if supported). Konica Minolta goes beyond this basic certification process and offers full system certification for up to 18 different security functions 3. Most third-party account tracking and authentication solutions communicate via the MFP s Foreign Interface Harness (FIH) connector. Historically, this connection supports a pulse modulation signal that tells the external terminal that a Copy (click) has been made. Typically, the signal will pulse two times for oversize or duplex copies. This limits the tracking ability to a pulse count output. In other words, if a firm needs to charge a discount price for duplex, they cannot do so because the next price in the schedule would have to be double (2 pulses). In addition, the color price has to be some multiple for the price of a black copy. For example, if the charge for a black copy is 10 cents, then a price for color has to be 20 cents, 30 cents, or 40 cents. The firm cannot charge 25 cents. This is also the same for paper sizes and duplex as this antiquated technology is almost 40 years old. Konica Minolta currently offers a technically sophisticated interface on bizhub OP models called the Vendor port. The Vendor port on the bizhub OP product offers an intelligent communication method to track color and monochrome copies on all paper sizes. Vendor partners have developed a custom serial 1 May require optional HDD 2 Not all models 3 See appendix for certification features InfoTrends, Inc.

7 interface harness to connect to the vendor port to allow for user tracking of color versus black & white (B&W) copies and prints on a per page level. This technology provides unlimited price points for chargeback based on paper size as well as color versus monochrome output. In addition, this interface supports external chargeback to the connected vending system for scanning and printing from an external USB memory device. Additional standard bizhub MFP device features include: Network User authentication (Active Directory) without the requirement of middleware, large hard drives (mid-range color MFPs), fullyloaded memory, and extensive built-in security features. While many other vendors charge extra for solutions like scanning, PostScript, and security solutions that can cost thousands of dollars more, these solutions come as parts of the standard package. Besides the obvious cost saving benefits, the additional value that this product offering brings to its customers is alleviating the burden of having to configure the device from an á la carte product menu. This removes uncertainty and improves productivity when configuring a bizhub MFP in the office. For example, many competitors offer dozens of technology-based options for security, printing, and scanning applications that can add confusion to the purchase, configuration, and installation processes. Konica Minolta s bizhub solutions offer the following benefits: Hard copy to soft copy scanning scan-to- or scan-to-searchable PDF Standard Emperon print system (at no additional charge) that supports PCL and PostScript 75 pages per minute scanning, regardless of the engine speed bizhub Open Platform for full solutions integration and front panel customization on all bizhub MFPs Security certification for ISO Level EAL 3 on the full line of Konica Minolta bizhub MFP s Security Hard Disk Overwrite standard with models that come with a hard disk Full compatibility and embedded integration with recognized solutions, such as ecopy, NSI, and PRISM on the full line of bizhub products Production products that have extremely fast image printing times without the need for expensive RIP external devices InfoTrends, Inc.

8 Konica Minolta Solutions Addresses the Legal Market Compliance Compliance is the practice of ensuring processes are documented, information is secure for privacy, and that there are practices that include the preparedness for legal action. InfoTrends segments compliance into three categories: Regulatory compliance with laws and regulations (e.g., SOX or HIPPA) Trade Standards normally best practices prescribed by recognized organizations, but not mandated by law Corporate Governance these are organizational policies that are generally based on the above In the legal industry, there are several solutions available to keep organizations compliant, whether they are for legal regulatory purposes, trade standards, or corporate governance. When it comes to selecting the right technology that can address compliance initiatives, the following questions should be addressed: 1. Does the solution address privacy of confidential information? 2. Can the solutions conform to the highest levels of security to protect confidential information? 3. Does the vendor adhere to trade standards that meet our company s compliance initiatives? Redaction Redaction policies to keep confidential information in a document can be automated and easily administered through solutions. Konica Minolta s Unity software provides legal organizations with an automated redaction tool that provides the privacy and confidentiality needed for the legal industry. When an operator chooses to have redaction done in a copy, a one button click shows the original document with all text marked for redacting in a gray highlight so the text can still be read. The copy displays black blocks in place of the redacted text. Redacted text remains blacked out after export and the removed text cannot be discovered by searching. Security Security options, such as authentication and digital rights management, help to keep sensitive documents and information in the right hands to maintain compliancy. Konica Minolta security solutions range from authentication solutions, hard drive encryption, and removal to IP security for data leaks. While other vendors may say they have security capabilities, they are typically through optional solutions. Most of these security features are built into the entire Konica Minolta MFP line. Security will be discussed in more detail in the security section of this paper. Trade Standards Konica Minolta adheres and participates in the strongest of trade standards to insure its practices meet the high standard requirements of its partners. Today, organizations look for their partners to meet these requirements before they can do business or utilize their services. The International Organization for InfoTrends, Inc.

9 Standardization (ISO) governs these international standards for organizations so they can comply with international trade initiatives, such as those that Konica Minolta meets for security (ISO 15408) and environmental standards (ISO 14001). Records Management and ediscovery Legal organizations are continuously improving their electronic document and records management initiatives to meet the demands of the fast paced and transitioning electronic legal market. Some of these initiatives include electronic records management and ediscovery. Electronic records management helps legal organizations manage their case or contract documents in a manner that can go through a common workflow/routing processes, and then can be easily stored with metadata or text versions that can help with the retrieval process of those documents. With the right electronic management system, these tasks are automated to insure effective ediscovery. Organizations are also affected by the amended rules for the Federal Rules of Civil Procedure (FRCP) as they involve practices and policies surrounding electronic delivery of content. For example, corporate lawyers must not only produce electronic documents in the event of litigation, but also produce them as part of the pre-trial process. The types of solutions that can help with legal organizations or corporate legal departments with their electronic records management systems consist of hardware and software. There are a variety of document and records management solutions available on the market today to meet the many needs of any legal organization. When it comes to selecting the right technology for records management and ediscovery, the following questions should be addressed to help solve the technology pain points of the legal market: 1. Will the solution support our conversion and retrieval needs for ediscovery? 2. Are there solutions that can grow with our legal organization s requirements for records management? 3. Is there a variety of solutions available that can meet the size of our legal organization? 4. Can all the equipment produce the same capabilities across all products? 5. What are all the costs associated with implementing these solutions? Many firms and legal departments often still receive documents or signed contracts in hard copy format that need to be maintained and retrieved in electronic format. For organizations that require just a scanning solution, there are several that can be integrated with Konica Minolta MFPs that will utilize the high speed scanners. Konica Minolta has its own scanning solution and connectors from this scanning solution to several common routing or document/content management systems. For even the simplest scanning, there is Konica Minolta s Scan to Me and Scan to Home that is available with Konica Minolta s PageScope Suite. There are also a host of industry scanning solutions, such as ecopy s ScanStation, or Integrated versions for Konica Minolta MFPs that also allow for connectivity to industry standard workflow/routing and document management systems InfoTrends, Inc.

10 Once scanned, these documents typically go through some type of process and or workflow to use in the legal environment. Often these documents require some type of annotation (Bates Stamping 4 ) and or bar coding for faster routing, recognition, accounting, and retrieval. The Konica Minolta Annotation User Box function allows operators to create annotations that can be added to a scanned document for document management and recognition purposes. For example, an annotation can also be automatically added to the header or footer each time the file is retrieved and appended. Annotation is a hardware solution built into Konica Minolta s MFPs. Barcoding is often used to keep track of documents and provides an identifier of a document that can help with the automation of conversion, routing, and workflow. For instance, a barcode identifier can be inserted into a document and automatically processed according to that barcode identifier s associated workflow when scanned. There are several barcode solutions built into workflow solutions, such as Omtool s AccuRoute or Prism s DocSystem. At the same time, these documents can be maintained in its image format or automatically converted to a PDF document, most commonly used for sending or storing legal documents. In this format, these PDF documents can also be easily printed through Konica Minolta devices by dragging them into a Konica Minolta device folder on the desktop without having to open up a PDF reader application. Documents can also be converted through optical character recognition (OCR) software into an editable version. Most often these conversion solutions will maintain a searchable text version to search keywords within a document for fast document retrieval. After documents have been converted, they often will go through some routing process, such as an , copy center, or document repository (all of which can be automated through these workflow systems). Some of these workflow solutions include: AccuRoute by Omtool Autostore by NSI 5 Docubreeze by Konica Minolta 5 DocSystem by Prism 5 LegalFlow by Prism 5 There are several electronic document management systems that cater to managing a variety of documents or electronic files, as well as offer systems for different legal business sizes. Many of the workflow solutions mentioned connect to industry records management systems, or through scanning connectors available from Konica Minolta or connectors with ecopy s scanning solutions that offer integration into popular legal document management systems. For full legal content management support of all electronic information (including electronic documents, , contracts, and corporate instant messaging), companies such as Autonomy/Interwoven offer a full suite of records management and ediscovery solutions. For smaller firms that want an integrated legal workflow and document management system, these firms can choose solutions from Prism or Omtool. Other companies, such as Hummingbird, EMC, and OpenText, have electronic document management systems for the legal industry that can integrate with Konica Minolta MFPs through connectors or partner workflow systems. 4 Bates Stamping is an industry term for Annotation 5 bizhub EST solution InfoTrends, Inc.

11 LegalFlow is a specific legal solution developed by Prism Software that addresses significant improvement of document retrieval and filing, and the reduction of paperwork by utilizing electronic forms, workflow, and document management. LegalFlow is comprised of Prism s DocForm, DocSystem, and DocRecord. A complete law firm solution for documents, workflow, and archiving should include the following: e-forms design, collaboration, approval, and deployment e-forms and e-documents digital library management e-signatures for electronic documents Workflow, processing, and routing Management tracking and reporting Electronic document management and archiving Production Level Copy, Print, and Scanning The management of reproducing documents in larger legal firms is an important job. Because documents have to be tracked, annotated, edited, and often times need to be created in electronic and hardcopy formats, having a system in place that can handle these capabilities for larger production environments is essential. Because the requirements to provide this information in bulk are different from a general office environment, there are special solutions in hardware and software that can facilitate the speed and quantity needs. To properly select the right solutions, one should ask the following questions: 1. Does the solution meet my company s speed and quantity requirements for production level output? 2. Does the solution provide legal capabilities such as annotation, labeling, storage, and retrieval for the production environment? 3. Does the system have production workflow capabilities for submitting jobs electronically? 4. How much do these systems cost and is it a cost effective solution for my business? For organization that have large hard copy scanning, copying, and print requirements, the Konica Minolta bizhub PRO 1051, bizhub PRO 950, bizhub PRO 1200, bizhub PRO C5501, bizhub PRO C6501 meet those needs. These devices print at a variety of speeds, have the fastest first out print speeds, and do not require expensive external ripping devices to get the quality that other vendor s solutions require. These devices also allow firms to print out their own tabs for folders or binders, which typically require firms to outsource those types of expensive printing jobs. These high speed products, in combination with the legal industry s leading production software solutions (such as IPRO Tech s IPRO COPY +, Lexis Nexis LAW 5.0 PreDiscovery and LAWtsi, or Ribstone Systems) provide a comprehensive set of tools that deliver all the capabilities for the production legal industry. These examples of software solutions each have their own strengths to assist the legal industry meet its pain points. IPRO COPY + is an electronic data discovery imaging solution that provides locating, InfoTrends, Inc.

12 imaging, high-speed document numbering, OCR, and indexing/coding that is compatible with major litigation imaging and database products. LAW 5.0 PreDiscovery provides electronic discovery and imaging software for legal professionals. The release of LAW 5.0 has many new features, including: Electronic discovery capabilities including the ability to pre-save directly to the LAW database Export Utility allows users to export electronic discovery (native files and/or images), scanned images, or both in a single export Filtering capabilities for faster searching and culling Ribstone Systems provides litigation imaging, processing, and printing. Their solution has many features, including: Work from Ribstone s kiosk Scan to TIF, MTIF, and PDF at machine-rated speed Blowback printing solution Instant Bates numbering and text Loadfiles for multiple case management systems Integrate with cost recovery systems Searchable and bookmarked PDFs Mark document breaks easily while scanning Print with slipsheets, staples, and Bates numbers Project and employee management tools In a production environment, TIFF blowback is also important for the legal industry that receives many files and cases in PDF or TIFF format. The TIFF blowback feature on Konica Minolta devices allows the production print environment the ability to quickly print these files that originated in an electronic format and reproduce them at a quality and closeness to the original. IPRO, Ice s LAW, and Ribstone Systems support the blow back feature for production environments on Konica Minolta devices. Security Security is one of the hottest topics in the IT solutions space, especially when it comes to securing the infrastructure from unwarranted security breaches that can access or destroy highly sensitive data. Often IT departments overlook MFPs as security threats, but since there is such a high level of information traffic passing through these networked connected devices they can no longer be ignored. Unless IT departments properly secure these devices, external and internal users have the ability to obtain the digital images of copy files that may be stored within the device when a user makes a copy. The most vulnerable areas device security revolve around user authentication, encryption of data, hard drive override, and IP filtering to prevent unauthorized users from accessing these devices from the outside that can result in expensive loss, file corruption, or appropriation of data InfoTrends, Inc.

13 When it comes to security in the legal industry and selecting technology the meets security concerns, the following questions should be asked: 1. Does the solution meet your security and compliance needs? 2. Does the technology meet security standards above and beyond legal security and compliance? 3. Does the solution meet security requirements for hardware and software? 4. How much does it cost for securing all the devices in your environment? Konica Minolta MFPs address all these security vulnerabilities and have earned certification for one of the highest levels of security standards for the IT industry ISO 15408, also known as the Common Criteria and the highest level of security for government applications. This security certification is not only available on all Konica Minolta devices, but their devices also come standard with these security capabilities out of the box. The International Common Criteria for Information Technology Security Evaluation is a relatively new program, which seeks to establish an internationally agreed-upon language for specifying security functionality, as well as an evaluation methodology to assess the strength of security implementations embedded in various types of technologies located on the network. There are seven levels of Evaluation Assurance Level (EAL) certification. Most IT related products are certified at EAL 3. The full line of Konica Minolta bizhub models has achieved the ISO EAL 3 certification 6. Most MFP manufacturers offer Common Criteria Security Certification via an optional Security Kit, which typically consists of a hard drive overwrite function and sometimes data encryption. When a customer purchases this kit, the hard drive is certified for Common Criteria Security for overwrite and encryption (if supported). Konica Minolta goes beyond this basic certification process and offers full system certification for up to 18 different security functions 7. The best way to manage operator access of these devices is through a secure authentication system. Not only will it lock out unauthorized users from accessing the functions of these MFPs, but it will also act as an audit trail for IT departments to track user activity and an accounting system that can be used for billing back clients. At the same time, authentication for printing, often called pull printing, prevents documents from sitting in outboxes of shared devices for unauthorized users to see as well as avoids wasted, mistakenly printed pages. Operators only print out documents that they want to pull from these devices. Authentication works with a defined database of authorized users and passwords of those who are able to access the devices. By physically authenticating with the MFP, authentication credentials are matched with those in the system and unlock those features the user can access. 6 A full list of certified models and related documents can be found on See Appendix for all features certified InfoTrends, Inc.

14 There are several types of authentication systems used for securing Konica Minolta MFPs: Keypad ID The most common way to authenticate with MFPs is through the front panel of the device. When the user is ready to use a device, they enter their user name and passcode on the front panel. The user name and passcode are compared with the credentials setup in the system and then grant or deny users access to the device. The user has the ability to copy, print, scan, or utilize functions associated with their ID. Card Authentication Also known as a Personal Identification Verification (PIV) or Comon Access Card (CAC) in government settings, these cards utilize a hardware device attached to the MFP that can read common security cards also utilized for traditional building security systems, such as HID. These cards have an IC that, when scanned with a reader, compares the credentials on the card and grants or denies access based on validation of the user s card. Biometric Authentication Biometric readers are the most secure authentication devices since they read certain attributes that are physically associated with the user. Konica Minolta devices offer one of the most secure biometric devices that can read the vein patterns in a user s finger, and then compares and matches it to one that had been stored and saved in the database. The finger veins in a human finger are a unique blueprint, such as a finger print, but are much more difficult to replicate or reproduce since they are embedded in the skin and are invisible to the human eye. These authentication ID systems are all encrypted in databases on the MFP devices or on a server and any transmission of data is also encrypted so that any user would not be able to retrieve and use the data for malicious activities. The biometric reader also implements security guideline based on U.S. Government Biometric Verification Mode Protection Profile for Medium Robustness Environments (BVMPP-MR) version 1. Hard Disk Data Overwrite Because MFP devices are digital, copies, prints, and scans can all be saved on the MFP hard drive to be accessed later by the user. This data can be deleted by those users who own the documents that reside inside the MFP s hard disk data (HDD) in password-protected boxes. For added safety, a key operator, administrator or technician can physically format (erase) the HDD if the MFP needs to be relocated. The hard drives can be overwritten (sanitized) using a number of different methods conforming to various specifications (e.g., military). IP Filtering & Encryption Since MFP devices are connected to the network, internal and external hackers have the ability to access these devices and the HDD within them. Because of this, certain security measures, such as IP Filtering, only allows authorized IP addresses and internal company IP ranges to have access. The data communication through the network to specific databases or applications can be encrypted by Secure Sockets Layer (SSL) or Transport Layer Security (TLS). Supported versions of encryption are SSL 2.0, SSL 3.0, and TLS 1.0. The encryption of network communication is essential with regard to the transmission of authentication data or administrator passwords, for example. To complete the encryption of any network data transmitted to or from the MFP, the bizhub devices also support IP security protocol (IPsec). This protocol encrypts the whole network communication between the local intranet (e.g., server or client PC) and the device itself InfoTrends, Inc.

15 Encrypting PDF With legal firms scanning in hardcopy documents to send digitally into a routing system, encryption methods to provide security and integrity of those documents can also be insured. bizhub OP-based products can encrypt scanned files in PDF format before sending them to a destination across the network. The user has the ability to encrypt a scanned file by selecting the encryption key on the bizhub s control panel. The encryption option supports the PDF file type, and will require from the recipient of the scan the decryption code to open the file. This feature is very similar to the Adobe Acrobat encryption process where a password is utilized for encryption and opening a file, as well as to access the permissions area of the encryption process. Other Konica Minolta bizhub security features can also improve the security within an environment and further prevent unauthorized access of information through these devices 8. Cost Recovery Being able to charge back clients for copies, scans, or prints is not unfamiliar in the legal environment. Many organizations have and still manually track and account for many of these tasks, which is human intensive, a challenging to manage, and hard to maintain consistency. Cost recovery solutions can provide legal firms with an automated ability to track and bill back customers on functions like copying, printing, faxing, and scanning, if a firm chooses to bill for those capabilities. Many solutions can also track output related or non-device specific billing activities, such as phone calls and administrative tasks. When choosing the right cost recovery tool for the legal market, the following questions should be addressed: 1. Does the solution use industry standard cost recovery solutions specifically for the legal industry? 2. Are there a variety of solutions available that meet the requirements and size of your business? 3. Does the legal cost recovery solution also help in reducing costs and waste? 4. Can the charge back solutions work with our current accounting and billing system we use in house? Konica Minolta devices offer a highly sophisticated and intelligent interface on bizhub OP models, called the Vendor port. The Vendor port on the bizhub OP product offers an intelligent communication method to track color and B&W copies on all paper sizes. Vendor partners have developed a custom serial interface harness to connect to the vendor port to allow for user tracking of color versus B&W copies and prints on a per page level. This technology provides unlimited price points for chargeback based on paper size and color versus monochrome output. Today, there are cost recovery solutions available specifically to the legal market, such as Equitrac Professional or Copitrak by Control Systems, that have been providing cost accounting solutions to the legal market several years. Equitrac Professional allows for legal businesses to: 8 For more information on Konica Minolta security options visit: InfoTrends, Inc.

16 Expand revenue by automatically capturing, easily importing, and accurately billing for every clientrelated expense (e.g., copies, prints, scans, faxes, phone calls, research, couriers, and catering) Streamline workflows with the Equitrac TouchPoint Document Capture scanning solution; Follow- You Printing with Secure Document Release; as well as active integration with leading T&B and practice management solutions, such as Elite & Aderant Lower operating costs by reducing waste, keeping workers productive, and matching equipment to business needs Simplify and centralize IT management Copitrak also has several different legal tracking solutions to help firms with client billing and accounting, including Copitrak Desktop a multifunction software that gives users the ability to manage costs and document workflow right from their desktop. The Copitrak Desktop can be configured with the following applications: Copitrak Print - print tracking software Copitrak Editor - improves a firm s ability to manage third-party costs Copitrak Scan - automatically routes jobs; tracks, manages, and assigns costs associated with scanned documents Copitrak Workgroup MFP Tracking - enables and tracks local workgroup MFPs for walk-up copy and scan without the need for a copier control device Copitrak Job Submission - allows users to easily submit jobs to the copy center Copitrak Print Room - fully automate tracking and job management in the copy center Copitrak Phone - effortless tracking and costing of telephone usage Copitrak Mobility - increase revenue by tracking BlackBerry client related usage Typically when operators want to track client billing through the Equitrac and Konica Minolta bizhub system, they would validate through a compatible authentication system; enter the function (such as copy, scan, or fax) that they want to use; and then enter information, such as the matter number and billing code associated with the client. Rates and all accounting of transactions are managed through a central server on the system. The bizhub OP products are compatible with the ecopy ScanStation containing the CopiTrak connector. The system supports bizhub MFP control panel user log-in. The system tracks copy usage by user or client. For a simpler and more cost effective accounting solution, Konica Minolta also offers PageScope Enterprise Suite, which includes an accounting module that can track overall client transactions for billing purposes. This solution allows firms to track by users and client matter in a similar fashion to other solutions at a fraction of the price. This solution is also perfect for small legal firms just starting out in tracking simple copy, print, and scanning jobs from Konica Minolta bizhub devices. Document Assessments and Audits Today, we see many organizations facing the economy looking for better ways to cut costs and improve efficiencies. Since the legal industry is still a paper intensive market, it can definitely benefit from InfoTrends, Inc.

17 engaging some type of Managed Print program offered by vendors today. Konica Minolta offers through its Optimized Print Services (OPS) not only an assessment and optimization for organizations looking to achieve better costs on their current print and copy infrastructure, but also provides on-going consultation and assessments throughout the engagement to continuously improve costs and even streamline workflows throughout the organization. Some questions to ask if a document assessment or audit is necessary for a firm: 1. Do you understand your print and copy printing costs for your entire firm? 2. Does the equipment mix meet the needs and costs of your legal business? 3. Do you think there are areas that can be optimized to streamline your legal firm s flow of documents and cases? The Optimized Print Management strategy is designed to help customers better monitor, measure, and manage printers and MFPs. The OPS program enables organizations to be far more efficient by: Fully controlling their entire printing environment Conserving resources and ongoing maintenance costs Streamlining unknown costs associated with all MFPs, All-in-Ones (AIOs), and printers throughout an organization The improvement process begins with Konica Minolta s opt-workflo professional services and software solutions. opt-workflo is a fully customized solution that assesses an organization s document and print environment, optimize document workflow, and reduce maintenance costs to improve document output. Konica Minolta's OPS program uses opt-workflo to create a customized solution that can conserve resources and maintenance costs, as well as allow legal organizations to compete more efficiently by optimizing the full power of MFPs and printers. The "opt" suite of software utilities is the brain behind the scene to help optimize the user s business: opt-monitor - Assesses an organization s current printing environment, provides timely proactive maintenance, as well as ongoing assessment and optimization opt-analyze - Creates a cost-per-print plan that covers consumables and service opt-visualize - Develops a roadmap to replace outdated or inefficient devices opt-manage - Gives organizations control of print routing Through Konica Minolta s newly acquired Danka Imaging (KMDI), the combination of managed services for the print and copy infrastructure and professional services can be managed through this organization. KMDI has provided legal integration and professional services for the legal industry for years and has the experience and knowledge to cater to this market. With offices around the county, KMDI s consulting, assessment, integration, and continuous improvement capabilities can help to serve legal office in various forms InfoTrends, Inc.

18 Saving the Environment Konica Minolta continuously works on initiatives for a better environment with its programs and technology to help preserve the planet. The company itself is also certified with the trade standards of ISO 14001, which addresses companywide practices on helping the environment. The areas Konica Minolta addresses include: Technology Recycling Programs Trade Standards Technology Konica Minolta helps the environment by addressing recycling and utilizing technology to reduce its CO 2 impact. Konica Minolta's Simitri Polymerized Toner achieves an approximately 40% reduction in carbon dioxide emissions during production, as compared to toners produced by conventional pulverization methods. Konica Minolta's Induction Heating (IH) fixing technology reduces power consumption during the fixing process and results in a shorter warm-up time and energy used. Konica Minolta s original toner recycling system collects, recycles, and re-uses toner that is not transferred to the paper during the printing process in MFPs. This results in saving 20% of the toner from going to waste without reducing image/print quality. The outer casing parts for Konica Minolta MFPs are made from the same two types of plastic, creating a closed material-recycling loop for recycling plastics from end-of-life MFPs and incorporating them into the production of newer models. With this process, Konica Minolta has enabled the recycling of high purity plastics, recycling approximately 100 tons of plastics annually. Recycling Programs Konica Minolta has established a Toner Cartridge and Waste Toner Box recycling program that is based on a joint effort between the company and its customers. Konica Minolta provides the materials so that its customers can ship used toner cartridges and waste toner boxes to its recycling facility. Through companies that participate in its OPS program, Konica Minolta provides recycling receptacles where customers can place these components to be collected, and then can be shipped or picked up at scheduled intervals. Trade Standards ENERGY STAR, a joint program of the U.S. Environmental Protection Agency and the U.S. Department of Energy, is a voluntary labeling program designed to protect the environment through the identification and promotion of energy-efficient products and practices. Many of Konica Minolta s products are ENERGY STAR-rated, including its full line of bizhub MFPs. In addition, the company as a whole is ISO certified. ISO certification is accredited thirdparty verification that provides a formal structure for environmental management. The requirements of ISO cover the main principles of professional management and are based on the cyclical process of plan, implementation, check, and review. The standard outlines 21 specific requirements for areas of management control, grouped under policy, planning, implementation and operation, checking and InfoTrends, Inc.

19 corrective action, as well as management review. The intent of ISO is to support environmental protection and prevention of pollution. Conclusion Konica Minolta has been building solutions to meet the needs of a variety of markets, including horizontal workgroups within organizations. When it comes to addressing the legal market s needs (i.e., compliance, security, records management and ediscovery, production printing, cost recovery, as well as document audits to reduce costs), Konica Minolta has the ability to meet these needs with their solutions. There are certainly many advantages that Konica Minolta brings to the legal market, including a full line of products for the office and also in the production environment. In the production environment, advantages such as fast blowback and RIP printing without expensive third-party devices is a huge plus and savings. Partnering, certifying, and embedding with standard legal industry software solutions are very important. At the same time, Konica Minolta offers some of its own solutions that may be applied to legal offices that do not need all the bells and whistles found in other solutions and at a portion of the price. With the combination of its hardware, internally developed solutions, partner solutions, and professional services organizations, Konica Minolta is able to address the legal market with a variety of solutions that can meet virtually any size legal firm or corporate legal office. This material is prepared specifically for clients of InfoTrends, Inc. The opinions expressed represent our interpretation and analysis of information generally available to the public or released by responsible individuals in the subject companies. We believe that the sources of information on which our material is based are reliable and we have applied our best professional judgment to the data obtained InfoTrends, Inc.

20 Appendix A Konica Minolta Legal Solutions Legal Application Solution Type Konica Minolta Solution Cost Cost Recovery / Accounting/Rec Account Equitrac Professional overy Tracking PageScope Account Manager Compliance - Privacy (Entire product certified) Records Management & ediscovery Security Authentication Devices Scanning Copitrak ISO15408 Certification on the entire MFP Biometric / HID Authentication (compatible with MFP / PageScope Enterprise Suite only) Common Access Card(CAC)/Personal Identification Verification (PIV) Card PageScope Authentication Manager PDF Scanning ecopy ShareScan ecopy ScanStation Annotation (Bates Stamping) PageScope Box Operator Lexis Nexis - L.A.W. KM Developed Hardware or Software Solution Third Party Developed Compatible Solution bizhub EST Solution Workflow (DM) Metadata in PDF files (LK-102 ioption)¹ Scan to Me & Scan to Home Restrict Add Hoc Scanning Barcode Integration - Document Routing Omtool AccuRoute NSI Autostore DocuBreeze Document Management / EDMS PRISM Interwoven/Autonomy² Hummingbird² PRISM DocRecord² Open Text² EMC² PageScope Workware InfoTrends, Inc.

21 Electronic Document Discovery Printing IPRO Tech Litigation ediscovery PageScope Direct Print Productivity Seamless integration Optical Character Recognition Workflow (Output) Administration Right Sizing Consultation Rules Based Printing Standard Products TIFF Printing Blowback XPS Printing Konica Minolta Universal Printer Driver (PS/PCL) Scanning to PDF with OCR (LK-105 ioption)¹ Nuance (Unity) Acrobat 9 PRISM DocSystem PrintGroove EFI Digital StoreFront NSI Autostore PageScope Web Connection PageScope Data Administrator Pagescope Netcare Device Manager PageScope Network Setup Optimized Print Services Equitrac PRISM DocSystem PrintAudit Emperon Print System PostScript / PCL Bizhub PRO 950/1050 True Adobe PS Universal TWAIN Driver Notes: ¹=Available on select models only ²= Connectors using ecopy ScanStation or ShareScan InfoTrends, Inc.

22 Appendix B Konica Minolta Standard Security Features Certified for Common Criteria EAL 3 Most MFP manufacturers offer Common Criteria Security Certification via an optional Security Kit, which typically consists of a hard drive overwrite function and sometimes data encryption. When a customer purchases this kit the hard drive is certified for Common Criteria Security for overwrite and encryption (if supported). Konica Minolta goes way beyond this basic certification process and offers full system certification for up to 18 different security functions. 1. Administrator Function 2. SNMP Administrator Function 3. Service Mode Function 4. User Function 5. User Box Function 6. Secure Print Function 7. Overwrite deletion Function for all area 8. Encryption Key Generation Function 9. HDD validation Function 10. CF validation Function 11. Authentication Failure Counter Reset Function 12. Trust Channel Function 13. S/MIME Encryption Processing Function 14. External server authentication operation support Function 15. Encryption kit operation support Function 16. HDD lock operation support Function 17. CF lock operation support Function 18. Common Access Card/PIV Functions InfoTrends, Inc.