Print Accounting 1

Intro to Managed Print Services

Ken Cleveland

Tim Whitmore

Tony Barton

1

Managed

Print Services

Business Process Services

Communication

Services

Sustainability Management Services

Production Printing Services

IT Infrastructure Services

Optics

Hardware

Application Services

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3

4

5

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Proactive Managed IT Services

Engineered IT Solutions

Backup & Security Solutions

Production Hardware is available

Mobile Printing Solutions

Output Management Solutions

Printer/Copier Management & Security Solutions

Enterprise Content Management Solutions

Scan and Capture Solutions

Business Process Consulting

Forms Management Solutions

Microform to Digital Conversion

Unified Communications

No offerings available

See Hardware Portfolio in Ricoh Offerings

No offerings available

No offerings available

Completes the RAC Portfolio

Where Managed Print Services fits in our Services Portfolio

Services Information Sheet (SIS) Scan and Capture Solutions

Services Information Sheet (SIS) Scan and Capture Solutions

Services Information Sheet (SIS) Scan and Capture Solutions

By providing a single, cost-effective output management solution that makes it easy for organizations to.

Add document output security to their compliance/regulatory strategy

Strengthen the safeguard practices that ensure the privacy and integrity of paper based information

Provide personnel with secure and convenient access to output capabilities wherever needed

Optimize and manage the use of output devices

Reduce print waste

Allocate print costs to specific departments and even recover allowable print

Why Managed Print Services Helps

Cost Preview &

Usage Reporting

End user cost awareness

Cost management

- Optimize printing environment

Print Rules & Routing

Least cost printing

Waste reduction

Affect user printing behavior

Authentication

Access control & audit trail

User convenience

Follow-You Printing

Security

Mobile, convenient printing

Waste reduction

Integration with distributed scanning applications (GSNX, eCopy, Autostore, etc)

Functionality Overview

Cost Preview

What it does:

-Calculates the cost of a print job, and displays it to the end user

-Allows end users to cancel a print job, after reviewing the cost

-Increases end user awareness of printing costs

Usage Reporting

What it does:

Accurately charge documents to specific department to cost center codes

Accurately charge documents to specific client or matter codes Legal

Tracks the costs of document attributes such as file or paper size, media type, color, duplexing, stitching and more

Creates different charging schedules for internal and external customers

Provides better visibility into usage

Increases revenue opportunities for the customer

Monitor, Measure and Manage Costs

Excessive

Color Use

Over utilized

Under utilized

10

And, because the Equitrac system maintains a robust accounting and audit trail database you can review a wide range of standard reports or build your own custom reports to view your costs by user or user group and by device or device group or type.

For instance you'd be able to look for a range of potential issues such as excessive color use.

You can also view the savings provided by the rules you establish and by jobs deleted from the Follow You print queue without ever having been output.

This information allows you to then refine your print rules to continuously manage costs or this same information can be used to bill costs to departments allowing managers to take appropriate actions to save their budgets

Or you can review device utilization and cost rates to determine which systems to replace or redeploy maximizing your investments.

With Equitrac's robust cost reporting you can truly monitor, measure and manage your output costs.

Print Rules & Routing

What they do:

Modify end user print behavior

Gives administrator ability to predetermine who may print to which devices, based on attributes of a print job (color, number of pages, etc).

Enables administrator to enforce duplex, black and white or re-route jobs to more efficient print devices.

Printing Rules - Benefits

Greater Cost Control

End User Behavior Modification

Implement Print Strategies in line with Corporate Objectives (reduce waste, green strategies)

Control color and application-specific printing (Email, Internet, etc)

Helps make Help Desk life easier

Print Rules and RoutingRe-route job based on number of pages

2) System applies rule

>10 pages redirect

1) User prints 50-page job to low volume IP device

3) USER receives notification

Desktop

Mid Volume

Centralized Repro

Equitrac Notification

X

Jobs of more than 10 pages may not be printed on desktop devices. Your job has been re-directed to the departmental printer.

OK

i

13

With Equitrac, you can easily set a rule that all jobs over 10 pages sent to desktop devices will be re-routed to departmental devices.

*1 When a user attempts to print a fifty page job to a desktop printer.

*2 The system will look at the job, apply the rule that this is greater than ten pages and redirect to a mid-volume device more suitable for this type of job. *3 The system will then advise the end user that the job has, in fact, been redirected.

Even larger jobs could be sent to larger devices or the central repro department maximizing the use of that asset and providing significant cost reduction.

Print Rules and Routing Convert from Color to B/W*

2) System applies rule

to convert

1) User prints job in color

3) USER receives notification

Desktop

Mid Volume

Centralized Repro

Equitrac Notification

X

You have exceeded your Color quota and your job will be printed in Black and White.

OK

i

*This feature is subject to driver compatibility.

14

Equitrac Office and Equitrac Express 4.1 add the capability to transform a color

print job into monochrome, even when rendered on color output devices.

Controlled by Equitracs advanced rules engine, it enables color control based on

groups, devices and color quotas. This feature is subject to driver compatibility.

Print Rules and Routing Auto Conversion to Two Sided Printing

2) System applies rule and automatically converts to two sided

1) User prints 10-page job one sided

3) USER receives notification

Desktop

Mid Volume

Centralized Repro

Equitrac Notification

X

Jobs of more than 10 pages must be printed two sided to help preserve the environment. Your job has been converted to a two sided print.

OK

i

*This feature is subject to driver compatibility.

15

Similar to the monochrome enforcement capability, the duplex enforcement rules

allow administrators to control access to simplex output, based on criteria such as

Active Directory group membership. This feature is subject to driver compatibility.

What it does:

Holds documents in a secure print queue until users authenticate themselves

Will delete jobs abandoned in the queue

Enables users to print on the go, even in multiple office locations

Greatly reduces the need to support multiple print drivers for each user

Follow-You Printing

How it benefits your customer:

Dramatically diminishes risk of exposing sensitive information at the output device

Eliminates unclaimed pages meaning a savings in cost and a reduction in waste

Simplifies IT management of print drivers giving them more time for other initiatives

Follow-You Benefits

Users and Groups

Authentication & Follow You Printing

Print Server

Deleted Jobs

3) Users swipe ID card or enter PIN to release job

5) Unreleased job is deleted after time-out

4) Authorized job is released to printer

2) Jobs are held in secure queue

1) Users print as usual

Embedded Software

What it does:

Ability to embed Tracking into the MFP device

How it benefits your customers:

No additional hardware required, network drops & IP addresses

Reduces total cost of ownership

Integrated reporting for all digital technologies

Embedded Device View:Equitrac PCC (print and copy control)

Multiple Methods to Log In:

Proximity Card

PIN code entry

Network user credentials (user name + password)

Three weeks of wasted paper from

Vanderbilt University School of Business

21

The students of Vanderbilt actually took the time to build a paper tree to show how much wasted paper goes through just one School in three weeks time. You can multiple this out to the thousands of universities across the country and see what kind of environmental impact we could have if just a few simple technologies were implemented as a best practice.

Questions To Ask

Business

How do you charge print and copy costs back to individual departments or users?

How do you prevent sensitive documents from being left in an output tray?

Do you have audit trails for confidential documents?

How do you ensure that employees do not overuse color printing?

Schools

Are students or staff abusing free printing?

Do you know how much you are spending on printing?

Would you like to provide mobile printing?

Do you use, or plan to use, a campus card system?

Do you see a lot of print waste around campus?

Questions To Ask

Legal (Professional)

Would you like to control which client-related costs you recover?

Are you concerned about environmental sustainability?

Would you like to put an end to overuse of expensive color devices?

Are you losing revenue as you print more documents and make fewer copies?

Resources

RWorld Services Portfolio

https://rworld.ricoh-usa.com/community/ricoh-offerings/services-portfolio

Product Brochures Double Click the icon

Thank you.

25

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26

EQ Express

Brochure

EQ Office

Brochure

PCS Dir Brochure

ROI PM Brochure

EQ Pro Brochure

A powerful output management solution specifi cally designed to help educational institutions regain control of campus-wide printing and copying

Recover Costs, Print Anywhere And Reduce Costs

2 solutions for business

Take Control of Your Output EnvironmentNuance Equitrac Express enables unprecedented control of the output environment.

Campus-wide printing and copying is a tough activity for any school to manage. Coin boxes let you recoup the cost of copies, but they are expensive to maintain. You want to give students and faculty access to network printing, but without a chargeback mechanism the risk of overuse is high. Security is another challenge, and restricting access to printers is at best inconvenient. At the same time, concerns about environmental sustainability and paper waste are growing.

Equitrac Express is a powerful and easy-to-use output management solution that takes on all of these challenges at the same time. It is specifi cally designed to help schools like yours regain control over campus-wide printing and copying, account for and recover costs, ensure convenience without sacrifi cing security, and encourage responsible printing that minimizes waste.

Simple. One solution keeps track of output from all connected printers and copiers.

Accurate. Generate the information you need to perform accurate chargebacks for all print and copy costs.

Secure. Follow-You Printing only releases documents for output after users authenticate at the device.

Mobile. Let users send fi les to print from one location then pick them up across campus or across town.

Green. Discourage waste and abuse, and enforce rules for output.

Encourage Responsible PrintingEquitrac Express makes it easy to set up campus-wide rules for output and enforce them, consistently and automatically, to promote responsible printing and minimize wasted paper and toner.

Set up page quotas for students and faculty

Use fl exible pricing to give students a spending limit of free prints

Charge varying rates for faculty or guests

Charge extra for any pages over a users quota or charge more for color, encouraging users to print only what they need

Redirect large jobs (+50 pages) to a high-volume multifunctional product (MFP) or an on-campus print shop

Eliminate unnecessary printing by allowing users to delete jobs sent in error

Automatically delete jobs that are abandoned in the print queue, so they are never printed

Support campus-wide environmental sustainability efforts

Require monochrome and duplex printing

Equitrac Express, is a powerful and that takes on all of the challenges of providing campus-wide network printing and copying.

3solutions for business

Equitrac Express management solution can help your school discourage waste and work toward achieving your sustainability objectives.

Balance Security and ConvenienceEquitrac Express uses Follow-You Printing, a unique method of print distribution that enables extremely convenient anyone, anywhere printing and signifi cantly improves the security of hard copy documents.

Holds documents in a secure server and prints them only when users authenticate at the device of their choice via PIN code or campus card

Prevents exams, evaluations and other confi dential documents from sitting unattended in output trays

Ensures security without restricting devices for faculty-or student-only use

Enables users to collect print jobs from any device on the network, anywhere on campus including satellite campuses

Recover Print and Copy CostsEquitrac Express does what no other single solution can track every print and copy job on the network. This helps schools eliminate free network printing, reduce total print volume and recover thousands in output costs.

Enables accurate chargeback to students, faculty, administrators, staff and guests

Allows chargeback to departments or specifi c funding sources (e.g. grants)

Turns a cost driver into a potential new revenue stream

Works with existing printers, MFPs and copiers

Adapts to any size fl eet, across multiple campus locations

Enables reliable data collection for fl eet management and cost optimization

ONE WAYSIDE ROAD

BURLINGTON, MA 01803

NUANCE COMMUNICATIONS, INC. 1.800.443.7077

NUANCE.COM

LTPE

Q114-0911

1995 - 2011 Nuance Communications, Inc. All rights reserved. Nuance, the Nuance logo and Equitrac are trademarks or registered trademarks of Nuance Communications, Inc. and/or its affi liates in the United States and/or other countries.

Protect Your IT Investment

Equitrac Express is deployed centrally, so it is very easy for any school to manage.

Integrates easily with Windows, NetWare, Macintosh and UNIX environments

Connects with printers, copiers and MFPs from many manufacturers, so it works with your existing fl eet

Integrates with the most popular campus card systems (Blackboard and CBORD)

Synchs up automatically with back-end IT systems, pulling changes from existing directories and recognizing when new students or faculty are added

Provides extensive control while reducing the burden on your IT department

Learn More Today

Let us show you exactly how Equitrac Express can help your school recover costs, ensure security and convenience, and create a more environmentally friendly output environment. For more details, please contact your local Equitrac representative.

For more information on how Equitrac products can meet your unique needs, please contact us at sales@equitrac.com or call 1.800.327.0183.

For additional product information please visit www.equitrac.com.

Equitrac Express Delivers Proven Results

Schools like yours are already seeing results

from Equitrac Express.

University of St. Thomas. Located in St. Paul, Minnesota,

this school serves 11,000 students, many of whom voiced

signifi cant concerns about the environmental impact of print

waste around campus. The school implemented Equitrac

Express and went from 2.5 to 1.3 million printed pages in one

semester. These results exceeded student expectations and

the school is on pace to save $100,000 in print costs annually.

College of New Jersey. This four-year state college in

Ewing, New Jersey, wanted to simplify its copy/print services,

increase accountability, reduce waste and improve fl eet

management. So, the school implemented Equitrac Express

and assigned print limits for computer labs. It also converted

its copiers from coin to campus card billing and mounted

an effort to make students more aware of how to print

responsibly. The school is on pace to reduce its total print

volume by 50 percent.

Recover Costs. Ensure Security. Reduce Waste.

Equitrac Offi ce is a powerful output management solution designed to help businesses of all sizes reduce costs, optimize output devices and support environmental sustainability

Control Your Output Environment

Equitrac Offi ce delivers critical benefi ts for large enterprises

Lower costs, higher security and stronger sustainability are absolutely essential goals. Meeting these objectives keeps your organization competitive, relevant and fully energized. With Equitrac Offi ce, companies in any industry can deploy a single, smart and cost-effective solution that makes an immediate impact in all three areas. This innovative output management solution enables you to keep track of document-related activities on the network, automatically enforce rules, authenticate users, protect sensitive documents and reduce wasted paper and toner.

Save and Recover Costs

Equitrac Offi ce creates a unifi ed view of print, copy and scan activity for all the devices on your network so you can easily identify savings opportunities.

Enforce rules for color output or duplex printing, consistently and automatically.

Redirect print jobs from desktop printers to multifunctional products (MFPs) with lower cost-per-page.

Recover thousands of dollars in output costs with accurate cost accounting that allocates individual job costs to specifi c users, departments, clients or job codes.

Authorize all users and establish permission-based access to systems and features.

Track costs by fi le size, paper size, media type, color or duplexing.

Adjust pricing for different groups of users.

Equitrac Offi ce can be confi gured to automatically convert

full-color jobs to black-and-white or single-sided jobs to duplex.

Increase Document Security

Equitrac Offi ce employs user authentication and mobile printing to ensure the security of every print, copy and scan job.

User authentication creates an audit trail, so you can see who printed what document at what time, on which device.

Follow-You Printing holds documents in a secure server until users authenticate so documents are never left unattended in an output tray.

On embedded platforms, authentication occurs at the devices control panel with no additional hardware to maintain and support.

Mount the Equitrac PageCounter terminal directly on a device for authentication via magnetic stripe cards and contactless smart cards.

Increase user mobility and convenience while strengthening security.

Prevent Output Waste

With its combination of automatic rules enforcement and Follow-You Printing, Equitrac Offi ce can help organizations reduce wasted paper and toner.

Let users select print jobs manually from the secure queue, allowing them to delete duplicates and jobs sent by mistake.

Automatically delete any jobs that are abandoned in the print queue, before they are printed.

Enforce duplex printing to signifi cantly reduce paper usage, and enforce black-and-white printing to reduce color toner consumption.

Support company-wide sustainability efforts.

Redirect print jobs from desktop printers to MFPs

with a lower cost-per-page.

www.equitrac.com

Equitrac Corporation, 1000 South Pine Island Road, Suite 900, Plantation, FL 33324

2009. All rights reserved. All trademarks and trade names are the property of their respective owners and hereby acknowledged. LTPEQ122-0109

Expect Easy Integration

Equitrac Offi ce is deployed centrally. It integrates seamlessly with current IT infrastructure and connects with hardware from virtually all major brands. Scales easily in any environment, from small businesses

with a single print server to large enterprises with multiple locations and thousands of output devices.

Supports Windows, NetWare, UNIX and Linux

print servers, as well as Macintosh workstations.

Available as a cross-platform embedded option for devices from Ricoh, Xerox, Sharp, HP, Canon and many other manufacturers.

Convenient Follow-You Printing allows users to reroute print jobs if their printer runs out of paper or experiences an error which reduces calls to the help desk.

Learn More Today

Let us show you exactly how Equitrac Offi ce can help you reduce cost-per-page, keep sensitive documents safe and signifi cantly decrease wasted paper. For more information, please contact your local Equitrac representative.

Create Useful Reports

The reporting features of Equitrac Offi ce deliver the data you need to make smart decisions about your output environment. Extensive reporting options include summary,

detail and total activity.

Run reports on documents queued but not printed. Schedule distribution of reports automatically. Customize reports for different locations or

decision-makers.

Create custom reports that provide the information you need

to perform accurate cost allocation and accounting.

Authenticating users at the device prior to output improves

security and builds a chain of custody for every document.

Minimizing wasted paper with Equitrac Offi ce is an

ideal way to support environmental sustainability.

FPO

Ricoh PCS DirectorSpecifications

PCS DirectorAssessment & Cost Recovery SolutionUnderstand, Analyze and Save

Primary Installation System RequirementsCPU Pentium-based processor

recommendedDisk Space 30 MB

1 MB of disk space per 2,000 print jobs (databaserequirement)10 MB (ClientCommunicator)

RAM 64 MB minimum Server Operating Windows 2000/XP/Vista,System Windows Server 2003/2008

Client System Requirements CPU Pentium-based processor

recommended Disk Space 10 MB minimum free space RAM 64 MB minimum Operating System Windows 98/Me/2000/

XP/Vista, Windows Server2003/2008, Apple Macintosh OS X10.4 or later*

*Requires one Windows-based PC to host the database and administra-tive software

manage

track

controlBringing Ricoh Value to Your OrganizationRicoh technology offers a diverse portfolio of solutions to help your organization stay competitive and moveahead. Let Ricoh show you how to empower your business to improve critical processes, keep informationsecure, ensure compliance and promote environmental sustainability while reducing the total cost of ownership.

www.ricoh-usa.comRicoh Americas Corporation, Five Dedrick Place, West Caldwell, NJ 07006 Ricoh and the Ricoh Logo are registered trademarks of Ricoh Company, Ltd.Windows, Windows 98/Me/2000/XP/Vista and Windows Server 2003/2008 areregistered trademarks of Microsoft Corporation. All other trademarks are theproperty of their respective owners.

Ricoh PCS Director ManageTrackControlSave

Take control of document production costsWasted paper, missed chargebacks and excessive printing all costmoney. Print Copy Scan (PCS) Director from RICOH helps recoverthese costs by providing a more detailed picture of and tightercontrol over document-driven activity. With centralizedmanagement and three independent modules, PCS Director makes iteasy to reduce total cost of ownership, improve processes and createa more cost-effective document environment.

Powerful Volume Analysis and ReportingThe Analysis Module gives you an exact picture of printing volume no matter how manydevices are on the network. Accounting tools make it easy to analyze budgeting, device costand workflow.

Save time by automatically gathering all the document-related data you need, around the clock and behind thescenes, including a system benchmark.

Capture every detail by tracking up to 25 different functions including color use, users, page output and more.You can distinguish between color and black & white pages in one job, as well asdetect different page sizes.

Gain new insight with detailed reports that identify under- and over-utilized devices, high-volume users and other potential issues. Choose from 35 reports that detail user, date and time,

device, costs and more. Use the Executive Summary to monitor volume by job,

pages, user, color and other metrics. Get detailed device cost comparisons with ROI

reporting. Generate Top 10 reports to see which

users print the most pages, which printersare used most often and other high-levelanalyses.

Build custom reports based on yourorganizations specific needs.

Eliminate bottlenecks by moving efficientdevices to high-volume areas or movingunder-used color devices to betterlocations.

Track usage issues at a high level withuser and device groups such as fourth-floor printers or high-volume users.

Rules-Based Printing(workflow example)

1Administrator...Sets up rules with PCS Director.

Example: Requireduplex printing forprint jobs submittedfrom Outlook or Lotus Notes.

LaserPrinter

2User...Initiates print job tonearby laser printer.

3 PCS Director...Rule recommends sending print job to duplex device.

User confirms recommendation;print job re-routed to lower cost device.

MultifunctionProduct (MFP)

Easily create pop-up messages that correspond to your documentproduction rules.

Keep precise billing and budgeting recordsby capturing 100% of chargebacks forprojects, departments or workgroups.

Sort and print reports based on specificcategories with easy-to-read graphics,perfect for presentations.

Ricoh PCS Director ManageTrackControlSave

Take control of document production costsWasted paper, missed chargebacks and excessive printing all costmoney. Print Copy Scan (PCS) Director from RICOH helps recoverthese costs by providing a more detailed picture of and tightercontrol over document-driven activity. With centralizedmanagement and three independent modules, PCS Director makes iteasy to reduce total cost of ownership, improve processes and createa more cost-effective document environment.

Powerful Volume Analysis and ReportingThe Analysis Module gives you an exact picture of printing volume no matter how manydevices are on the network. Accounting tools make it easy to analyze budgeting, device costand workflow.

Save time by automatically gathering all the document-related data you need, around the clock and behind thescenes, including a system benchmark.

Capture every detail by tracking up to 25 different functions including color use, users, page output and more.You can distinguish between color and black & white pages in one job, as well asdetect different page sizes.

Gain new insight with detailed reports that identify under- and over-utilized devices, high-volume users and other potential issues. Choose from 35 reports that detail user, date and time,

device, costs and more. Use the Executive Summary to monitor volume by job,

pages, user, color and other metrics. Get detailed device cost comparisons with ROI

reporting. Generate Top 10 reports to see which

users print the most pages, which printersare used most often and other high-levelanalyses.

Build custom reports based on yourorganizations specific needs.

Eliminate bottlenecks by moving efficientdevices to high-volume areas or movingunder-used color devices to betterlocations.

Track usage issues at a high level withuser and device groups such as fourth-floor printers or high-volume users.

MultifunctionProduct (MFP)

Advanced Rules-Based Control The Rules Module helps control costs and minimize abuse. Save money by redirecting print jobs to low-cost devices, offering lower-cost

alternatives and preventing inefficient choices, such as black & whiteprinting on a color device.

Control print volumes by setting device limits by user, application, colorusage and many other attributes.

Curtail waste by reminding users that document activities are beingmonitored. Pop-up messages show limits, job costs, rules-based messagesand other alerts.

Save paper by forcing users to print or copy documents in duplex (or N-up)according to specific rules you select.

Ensure cost-effective use of color toner by limiting color output based onthe number of color pages in a job, the device, the native application, the user, the workstation and more.

Maintain tighter control of document activity by sending e-mail alerts toadministrators when certain rules are triggered.

Automated and Accurate ChargebacksRecapture 100% of your document costs with the RecoveryModules cost-accounting and chargeback tools. Capture every chargeback by tracking prints, copies and scans, then

securely assigning them to a user, client or department. Use up to fivecustomizable fields for job validation, including client numbers, PINs and jobnumbers. You can specify custom fields to show up only for specific devicesor applications.

Simplify administration by choosing from a wide range of categories tocapture the billing information you need, including paper type and size,duplex prints and more.

Manage budgets more easily by setting account limits by user, job and otherattributes. Use pop-ups to display declining balances, job costs and lower-cost alternatives.

Send reports to multiple users automatically via e-mail at specified intervals,allowing you to streamline data analysis and customer billing processes.

Out-of-the-Box SimplicityPCS Director is remarkably easy to install, configure and manage. Install to any number of devices enterprise-wide with Wizard-assisted ease.

No separate print server is required. Track 100% of local, network and direct-to-IP printing on both PC- and

Mac-based workstations. Enjoy multiple deployment methods, convenient centralized configuration

and data storage, and a client-based architecture for low network overhead. Expect support for SQL back-ends, Active Directory and Novell Directory

Services, CAD environments and accounting system integration. Send reports to PDF, XLS, XML and CSV files for easy analysis, sharing and

integration with other applications.

Easily create pop-up messages that correspond to your documentproduction rules.

Keep precise billing and budgeting recordsby capturing 100% of chargebacks forprojects, departments or workgroups.

Sort and print reports based on specificcategories with easy-to-read graphics,perfect for presentations.

Ricoh PCS DirectorSpecifications

PCS DirectorAssessment & Cost Recovery SolutionUnderstand, Analyze and Save

Primary Installation System RequirementsCPU Pentium-based processor

recommendedDisk Space 30 MB

1 MB of disk space per 2,000 print jobs (databaserequirement)10 MB (ClientCommunicator)

RAM 64 MB minimum Server Operating Windows 2000/XP/Vista,System Windows Server 2003/2008

Client System Requirements CPU Pentium-based processor

recommended Disk Space 10 MB minimum free space RAM 64 MB minimum Operating System Windows 98/Me/2000/

XP/Vista, Windows Server2003/2008, Apple Macintosh OS X10.4 or later*

*Requires one Windows-based PC to host the database and administra-tive software

manage

track

control

Know your organizations exact document costs and usage with volume reportsorganized by department, users, time of day and other metrics.

View high-level details and understand projected costs on current devices.

Bringing Ricoh Value to Your OrganizationRicoh technology offers a diverse portfolio of solutions to help your organization stay competitive and moveahead. Let Ricoh show you how to empower your business to improve critical processes, keep informationsecure, ensure compliance and promote environmental sustainability while reducing the total cost of ownership.

www.ricoh-usa.comRicoh Americas Corporation, Five Dedrick Place, West Caldwell, NJ 07006 Ricoh and the Ricoh Logo are registered trademarks of Ricoh Company, Ltd.Windows, Windows 98/Me/2000/XP/Vista and Windows Server 2003/2008 areregistered trademarks of Microsoft Corporation. All other trademarks are theproperty of their respective owners.

Do you have too many printers?

Do you know who uses them & what for?

GET THE FACTS ROI Print Manager provides organizations with detailed user level printing intelligence that allows you to craft and implement the perfect print strategy.

IMPLEMENT THE STRATEGY ROI Print Manager educational pop-ups enforce policy and manage users printing habits in-line with policy to ensure optimal performance and cost efficiencies.

SEE THE SAVINGS Implement user quotas to control printing

of color documents and by application Force duplex printing to reduce paper

consumption and promote sustainability Redirect jobs to lowest cost b/w printers

and print center Limited unnecessary application printing

like Internet and Outlook Implement electronic

paperless workflows Provide users with

access to support and education

Manage UsersSave MoneyReduce Waste

Are you looking to reduce print spend and eliminate wasteful printing?

To learn more, call 1-602-788-1313 or come visit us on the web at www.roiprintmanager.com PCS Print Control Software Managing Printing, Reducing Waste & Saving Money!

ITS TIME TO GAIN CONTROL OF YOUR MANAGED PRINT SERVICES WITH

ROI PRINT MANAGER

Manage UsersSave MoneyReduce Waste

Low Network ImpactMinimal IT Overhead

Works with: Windows 2000, XP, Vista, Windows 7, Server 2003, Server 2008 RC2, MAC OSX 10.4 and above.

SQL 2005 Express, SQL 2008 Express, SQL 2000 and above.

Customizable user

pop-up screens allows you promote unlimited

initiatives around printing and workflow

To learn more, call 1-602-788-1313 or come visit us on the web at www.roiprintmanager.com PCS Print Control Software Managing Printing, Reducing Waste & Saving Money!

Equitrac Professional is a powerful solution designed to help professional services fi rms track client costs, optimize output devices and support environmental sustainability

Recover and Reduce Costs, Minimize Waste

2 solutions for business

Track Client Expenses AutomaticallyEquitrac Professional enables smart cost tracking and device management.

Professional fi rms rely on a core set of services printing, copying, scanning, faxing, phones and the Internet to handle essential daily client activities. These services also have signifi cant untapped potential for growing revenue, reducing costs and supporting environmental sustainability.

Equitrac Professional helps law offi ces, ad agencies, and architectural-engineering fi rms realize that potential. Designed for automated cost tracking and intelligent device management, this powerful, intuitive solution enables fi rms like yours to recover service costs without sacrifi cing productivity, optimize device usage and promote environmental sustainability by minimizing waste.

Integrated. Use a single, easy-to-use platform for tracking document output, telecommunications and all disbursement charges.

Effi cient. Preview, process and route scan jobs in the TouchPoint Console workfl ow.

Accurate. Capture the clients name, along with a specifi c matter or project number, for every service.

Smart. Generate the information you need to make informed decisions about your output devices.

Easy. Make it simple for employees to record client names and other details without slowing productivity.

Green. Discourage waste and abuse, enforce rules for output and reduce total print volume.

Recover Service CostsEquitrac Professional makes it easy for fi rms to track services and recover a higher percentage of operating costs. It also helps fi rms make better decisions about which costs to absorb and which ones to bill.

Tracks a full range of activities:

Printing, copying, scanning and faxing.

Land-line, cellular and VoIP calls.

Postage, courier and research charges.

Automates chargeback to a specifi c client and matter/project number.

Converts standard business expenses into new revenue streams.

Integrates with accounting and billing software to streamline invoicing.

Works with existing printers, multifunctional products (MFPs), copiers, scanners and fax machines.

Imports all disbursements with easy exception handling and approval capabilities.

Recover Service Costs

Equitrac Professional, is a powerful management solution that enables fi rms recover service costs without compromising productivity.

The Equitrac TouchPoint Console features a large, bright,

touchscreen interface with a full keyboard to ensure a consistent

user experience across every device, in every offi ce.

3solutions for business

Equitrac Professional enables you to correct poor end-user choices minimizing wasted paper and toner.

Control Document OutputEquitrac Professional helps fi rms establish tighter control over document output and the devices themselves, enabling you to achieve signifi cant savings on a variety of document-related activities.

Prevents abuse of high cost-per-page devices by redirecting documents to the most cost-effective output system.

Encourages users to take advantage of more resource friendly document options with scanning workfl ows.

Drives print volume from personal and desktop printers to less expensive centralized MFPs.

Collects device metrics to identify copiers and printers that are overworked or underused.

Empowers fi rms to relocate devices and maximize utilization, generating more output from your current technology investment.

Enables proactive monitoring and maintenance, which improves uptime and reliability.

Improves the usefulness and availability of information stored in your fi rms Document Management System with OCR and DMS.

Eliminate Wasteful PrintingEquitrac Professional automatically enforces the rules your fi rm sets up for printing, enabling you to correct poor end-user choices and eliminate unnecessary or wasteful output.

Prevents printing to low-toner devices that deliver low-quality pages that are discarded or recycled.

Denies jobs based on the application being used, fi le size or color status.

Allows users to manually delete jobs that were sent in error.

Cancels jobs left in the print queue after a predetermined time limit.

Encourages and enforces rules for duplex printing to reduce paper consumption.

Minimizes wasted paper and toner to support sustainability.

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NUANCE COMMUNICATIONS, INC. 1.800.443.7077

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Protect Your IT Investment Equitrac Professional is deployed centrally, so it is very easy to manage.

Integrates seamlessly in Windows Active Directory and document management systems.

Connects with printers, copiers, MFPs and fax machines from many manufacturers, so it works with the devices you use today.

Works with industry-standard billing and accounting software.

Offers the Equitrac TouchPoint Console with a touchscreen and full keyboard.

Provides extensive control while reducing the burden on your IT department.

Supports copier- and MFP-embedded platforms, allowing you to make the most of your current capabilities without an external device.

Learn More TodayLet us show you exactly how Equitrac Professional can help your fi rm recover costs, reduce document spending and minimize waste. For more details, please contact your local Equitrac representative.

For more information on how Equitrac products can meet your unique needs, please contact us at sales@equitrac.com or call 1.800.327.0183.

For additional product information please visit www.equitrac.com.

Equitrac Professional Delivers Proven Results Companies like yours are already seeing results from Equitrac Professional:

Sedgwick, Detert, Moran & Arnold LLP.

This 400-attorney international law fi rm wanted to upgrade its cost recovery system in nine U.S. offi ces, as well as add several new capabilities, as quickly and painlessly as possible. Installation of Equitrac Professional was completed for all nine offi ces in just one month. The fi rm can now easily capture client-matter codes for copies and faxes via the TouchPoint Console, as well as import electronically invoiced expenses and use expanded reporting options to improve executive decision-making.

Ogden Murphy Wallace, P.L.L.C.

With offi ces in Seattle and Wenatchee, Washington, this 45-attorney fi rm needed to distinguish print costs from copy costs on MFPs that performed both functions, then recover these costs from clients without adding cost recovery hardware. After upgrading to Equitrac Professional with an embedded MFP interface, the fi rm was able to track printing accurately and generate detailed activity reports. It expects full payback in less than one year.