Copeco and Sharp. Complete Output Management

What is Complete Output Management?

Output in this sense is your paper process including copiers and printers. Complete Output Management is an overall solution that provides the necessary services required to control your output costs. This process has proven to cut anywhere from 10 to 30 percent of current spending.

In other words, there are several costs associated with putting ink/toner to paper, we can help you analyze those costs and offer possible solutions to lowering those costs. How many printers are you supporting? Perhaps it's just a matter of networking your copier so everyone can use it. Do you have a printer that is printing so much you are replacing ink cartridges once a week? Did you know that toner costs are much lower than ink costs?

Our Complete Output Management is really a document management system that encompasses everything from analyzing how your paper is processed in your company to service on your printers and the best part is with our Complete Service Agreement, you'll never have to buy toner again!

Complete Output Management Consists of:

- Monitor

Quickly analyzes your current printing environment and provides ongoing assessment services, proactive maintenance and supply fulfillment and ongoing optimization. We will look at how many copiers and printers you have and how much actual printing and/or copying is done on this equipment.

- Analyze

Identifies total print expenditures and creates a customized cost-per-print plan to realize significant cost reductions through the consolidation of supplies, service and support for all output devices. Remember that printer that you are replacing ink cartridges in once a week? Maybe we can move it or replace it with something more efficient and less costly. That's what this phase is about - looking at each copier or printer and offering more efficient solutions.   

- Visualize

Creates a floor plan illustrating the current location of output devices and compares the result to a floor plan simulation with a more efficient deployment strategy for improved workflow. Now we can map out your office and show you how you are using your copiers and printers. This is where we offer solutions and where you'll see your cost savings. Research shows most businesses will save about 30 percent!

- Manage

Reduces costs by ensuring that the most suitable and cost-efficient devices are being used for specific print job requests. Managing your costs is what business is all about. Having fixed costs makes it easier. Our Complete Printer Service allows you to do just that. You won't have to worry about how often you are replacing that toner or who will fix that stubborn printer. We are in your office to take care of your copier, why not let us take care of your printers too?

Copeco's Complete Output Management

With Copeco’s Complete OutPut Management you can rely on our advanced technical staff to service laser printers in addition to your Sharp copier, fax, and scanner fleet. Copeco’s COP even allows customers to eliminate costly cartridge expenses by converting to a Complete Printer Service program for laser printers that includes all toner, parts, labor and preventative visits in one low per page charge. Copeco’s commitment to service excellence applies to our Output Management solution and we offer the same Service Guarantee on all printers under contract.

Types of Information Collected

Our Complete OutPut secure technology collects critical information from your copiers and printers, such as:

• Page Counts
• Power Consumption
• Trending Reports
• Toner Levels
• Device Location Mapping
• Asset Number
• Location
• Device Status
• Serial Number
• Maintenance Kit Levels
• LCD Reading
• Utilization
• Device Description
• Cost per Page Tracking

Printing Costs are Out of Control!

How do you calculate your printing costs? Most offices don’t consider the hard and soft costs related to print.

Ask yourself a few questions:

• How many printers, copiers, MFPs do you have?
• Are they being properly used? Too much? Too little?
• How often are they in need of service?
• How often are the printers out of toner?
• How old are they?
• What is your current meter read submission process?
• How much IT time is spent supporting printing devices?
• Do you know how much power your existing devices use?
• How much do you think it costs you to process and pay invoices?

If you do not know the answers to these questions, it can cost you more than you think!

COPS Offers Solutions!

Copeco is the place for all of your office equipment solutions. Our award-winning service staff are trained to service laser printers in addition to your fleet of Sharp copiers, fax machines and scanners.

The Copeco’s Cost per Copy program will allow you to eliminate expensive cartridge costs. The CPC program includes all toner, parts, labor and preventive visits in one low per copy charge.

The Copeco Performance Guarantee Program guarantees an emergency response time of four working hours or less.

Program Benefits

Copeco will proactively maintain and supply your printing fleet through:

• Trending Reports
• Maintenance Scheduling
• Service Alerts

Reduce emergency situations and maximize uptime.

Reduce the burden on your IT Department and free them to manage critical technology projects.

Budget for Printing Costs!

Copeco will be able to track the printing devices you have, and how much they are costing you. Meter Collection will now be automated. No more wasting time calling or faxing meter reads!

Optimize your Printing Environment

Copeco will recommend specific actions you can take with your printing assets to save time and money.

• Consolidations Retirements
• Reallocations Replacements

How much can you save?

A recent survey from IDC concluded that implementing a managed print services program could result in the following savings:

• 23% average overall cost savings
• 40% reduction in IT help desk calls
• 25% cost reduction in consumables
• 20% cost reduction in unscheduled maintenance
• 10% cost reduction in installation and upgrades
• 5% cost reduction in acquisition

Security

No personal data is collected with the Data Collection Agent.

Complete Output Management software collects printer and copier metrics using the Data Collection Agent (DCA). The information collected by the DCA is stored in the memory of the devices, such as page counts, device description and the device status. No personal or user data is collected with the DCA. The DCA is a software application that is installed on a networked computer running Windows Server/XP or higher; it does not require a dedicated computer. The DCA runs as a Windows service, allowing it to operate 24 hours a day, 7 days a week. You can customize the transmission interval to determine how often the DCA will perform a device discovery. After each discovery, the collected data will be sent to the Copeco secure web server.

The DCA uses one-way communication. Two-way communication can be enabled for automatic updates. The collected data is sent via port 443, SSL 128 bit encryption to the Copeco web server. The DCA collects device data using SNMP (Simple Network Management Protocol), ICMP (Internet Control Message Protocol), and HTTP (Hypertext Transfer Protocol).

The DCA gathers printer metric data at regular intervals from printer and multi-function peripheral devices on the network. Data can also be collected on some devices connected to external print servers, however only one device per external print server can be detected, regardless of the number of ports. No personal or user data is collected with the DCA.

The DCA has an Intelligent Update option that allows an administrator from Copeco to post actions, such as DCA software updates or configuration changes on the Graphic Enterprises server for the DCA to receive. The Intelligent Update option is enabled and disabled at the end user location.

Types of Information Collected

The DCA attempts to collect the following information from printing devices during a network scan:

• IP Address (can be masked)
• Device Description
• Serial Number
• Meter reads
• Monochrome or Color ID
• LCD reading
• Device Status
• Error Codes
• Toner Levels
• Toner Cartridge Serial No.
• Maintenance Kit Levels
• Non-toner supply levels
• Asset Number
• Location
• MAC address
• Manufacturer
• Firmware
• Misc. (Machine Specific)

No Print Job or User Data is Collected

Network Traffic

The network traffic created by the DCA is minimal, and will vary depending on the number of IP addresses being scanned. The table outlines the network load associated with the DCA compared to the network load associated with loading a single standard webpage.

Complete OutPut Management’s Data Collector Agent is in compliance with HIPAA, Sarbanes Oxley, FISMA and GLBA

The use of Complete OutPut Mangement software applications will not have an impact onSarbanes-Oxley compliance as it is not intended to be used a part of an internal control structure as outlined in section 404: Management. Assessment of Internal Controls and will not interfere with these controls. Under this Act, corporate executives become responsible for establishing, evaluating, and monitoring the effectiveness of internal control over financial reporting. There are IT systems designed specifically for meeting these objectives. Complete OutPut Management software is not designed as an IT control system and will not interfere or put at risk other systems intended for that purpose.