According to IDC Europe, 15-20% print jobs are never collected and instead are left at the printer. With GDPR now in force across the EU, including the UK, organisations cannot not afford for potentially confidential documentation to be released at an unattended print device.
Most will be familiar with terms such as secure ‘follow-me™’ printing, ‘pull’ printing and ‘tap&go’ print. The ability for a user to securely print their documents at a print device of their choosing has been common practice in the print management world for some time. Authentication at the printer is usually in the form of an ID card.
However, problems still arise if the printer hits an error after the user attempts to release the print job – e.g. a paper jam, toner error or an empty paper tray. In these situations, users may be presented with a partially printed document which leads them to calling their local helpdesks. The specific error may be trivial to resolve, usually fixed remotely, however, once action has been taken, the printer will successfully print the remainder of the document without the owner being present – a situation that will contravene GDPR guidelines should any of the documentation contain confidential and personal data.
This can now be solved using ‘sticky’ card technology*, whereby a printer can only continue a job if the user’s card is within read range. Once the card is removed, any unfinished job is automatically wiped from the printer’s hard drive.
In addition to this, any print management solution should now offer end to end SSL encryption, the potential for passphrase entry following card authentication, failover options with no redundant data (such as a direct link to a user’s ID) and secure VPN options for cloud printing.
Most print management systems offer similar features which include reduction in paper waste, vendor independence, only release documents that are needed from a list at the printer, track and control user or department print usage, rules, hardware consolidation and improved productivity from pull printing.
We have benefited from these features and enjoyed a lower total cost of ownership (TCO) for some time but in today’s market, the solutions offering the lowest TCO will make budgets go further.
True one-driver technology is now possible, and not by using a basic driver which causes loss of finishing options on more advanced MFPs, but by using patented technology, files are converted on the print server delivering a one-driver solution which is easily deployed and maintained.
And the less drivers being managed, the less support case received. Server-less printing is also a key aspect of a solution offering the lowest TCO. This eradicates the need to install, maintain, support and provide licences for a multitude of print servers.
In addition to the benefits seen from the reduction in hardware investment, server-less printing reduces power consumption and therefore CO2 emissions, cuts admin costs and delivers a more flexible, scalable IT infrastructure.
A solution offering this will have centralised administration delivering better control, easier deployment and multi-tenancy options – ideal for organisations such as councils with many separate entities or schools; and large organisations requiring autonomy across their various divisions.
AIT are distributors of One Q cloud print management and recently became a One Q competency centre. These are key knowledge and support hubs for One Q’s cloud based secure print solutions. There are currently 3 centres across Europe including the UK, providing technical and pre-sales expertise for customers and partners as well as installation and ongoing support along with marketing help for UK channel partners.
Martin Engdal, chief executive office of Danish based One Q says “We are delighted to announce AIT as our UK distributor and competency centre, AIT have over 30 years’ experience in print management and are without doubt experts in this field. They have the skilled workforce needed to be one of only 3 competency centres. We are confident that One Q’s British customers and channel partners will benefit from having a competency centre in the UK”
Alan Christie, business development director at AIT said “I am pleased One Q have recognised AIT’s expertise and commitment to the print management industry by appointing us as their UK competency centre. One Q’s cloud print management solution is a natural addition to our product portfolio, offering innovative technology at a lower total cost of ownership than more traditional print management solutions. The future is going to be an exciting time for both AIT and One Q”
*Subject to device manufacturer