Secure printing solutions for e-commerce company

I. Customer Profile

XX e-commerce company is on the fast track of business development on both domestic and overseas markets.

II. Background and Status Quo

With 500 printers of various brands deployed countrywide and over 8,000 users, the printed copies are oftentimes left unclaimed, causing waste while triggering risk of compromised confidentiality. Massive IT maintenance cost is incurred as no centralized monitoring of equipment failures or centralized limitation of printing policies apply.

III. Customer Vision

Printing becomes a more demanding task with rapid business development. A mature printing system is therefore expected to be put in place for centralized management of all equipment countrywide, allowing countrywide roaming printing by AD sync combined with access card, cost control of color printing, visualized equipment monitoring function, failure report by code scanning, mobile printing and MAC system printing, detailed statistical reports, connection with corresponding user business systems, intelligent data sync, full control of printing, photocopying, scanning and fax with ensured printing security.

IV. Solutions

The printing management system based on B/S architecture supports printing, photocopying, scanning, fax content monitoring and management functions of multi-functional printer (MFP), be it printing by swiping card, roaming printing (i.e. follow-me printing) or mobile printing. A variety of printing management functions are provided including printing from MAC system or mobile devices, security certified printing, remote meter reading of printer, failure alert, diverse report styles and server load balancing.

1. System Architecture

Deployment of master server at the HQ and distributed servers in different regional offices for centralized user access management and operation status monitoring of all equipment and servers countrywide 

2. Equipment Operation and Maintenance

Failure report by scanning code and connection with service desk to improve troubleshooting efficiency

Centralized equipment monitoring and management platform to follow equipment status, remaining consumables and remaining paper boxes

Threshold value setting for remaining toner and active notification of alert messages for higher efficiency in toner replacement

3. Cost Control

Mandatory requirement for black-and-white output for certain departments to reduce cost

Core R&D departments granted access to specific printer by swiping card

Centralized management platform to cut IT operation and maintenance cost

4. Mobility

Support Android and iOS mobile devices in printing tasks by swiping card within the Company, where users may log in by scanning the code and ID verification via mobile APP and receive scanned copy on the phone, hence enhancing efficiency of mobile work.

5. Report and Sub-account

Provide diverse report styles of multiple dimensions such as user, department and equipment to provide supporting data evidence for financial cost analysis.

6. Flexible Customization

Customized services to link with customer’s HR system for countrywide roaming printing with one card without manually binding the card.

V. Customer Value

The system puts all printing tasks of the Group (including its branch offices) into the management and control system where printing is transparent and based on ID verification for each individual and department of the Group, enabling real-time stats of printing and photocopying contents and logs, hence making printing and photocopying better regulated and printing cost transparent for each department, facilitating budget planning, reducing waste in printing and enhancing management and company image.