Solution Name: Document Security
What Does It Do: Full Audit & Control Of Document Printing Activity
* Password / Pin/ Swipe Card Protected Output
* Full Audit Trail of Printed Documents
* Automatic Threshold Based Alerting
* Improved employee efficiency
Today’s business world is all about information and it’s rapid availability. Most businesses process a vast amount of information on a daily basis and despite the advances in electronic communication a huge proportion of this information continues to exist in paper / hard copy form.
Even with today’s excellent Document Management systems the paperless office still remains as far away as every with almost every business needing hard copy documents, on mass on a regular basis. One of the areas often overlooked surrounding paper documents is the security aspect. Whilst many businesses have gone part way into identifying a need to control who has access to which information, it’s not un-common to find senior managers and HR / Payroll personnel with their own dedicated printers and photocopiers, most businesses have really only scratched the surface when it comes to securing their critical business information.
An Apogee document security solution offers an all encompassing approach to document information management. Each user of an Apogee powered printer, photocopier or multi-functional device (MFD) is monitored by our security software solution. Every print and copy is logged into a central database for post event analysis and reporting.
Users can be forced to authenticate themselves at each output device by means of a pin number, swipe card, password or even thumb print scan before their documents are released. No longer will you find the output trays of your printing and copying hardware awash with sensitive and sometimes confidential information waiting for it’s rightful owner to come and collect it.
With a fully fledged security solution you can finally rest assured that you know exactly how your business critical information is being managed as it finds its way on to paper.
Ask yourself a question – how often do you have to print documents that contain confidential or sensitive information? Do you normally have to run to the printer or MFD to collect your document before someone else picks it up? Perhaps you have your own dedicated printer to print such information on? This can be an expensive luxary particularly with desktop printers costing as much as 75% more per page than a centralised multi-functional device. An Apogee Document Security Solution not only provides complete document security control but also gives scope for output device consolidation with potentially significant cost reductions.
A FTSE250 UK manufacturer has a large number of employees in their accounts and HR departments spread across several locations throughout the country. Each individual within these functions has to print a large number of sensitive documents requiring dedicated printers split into a ratio of about 3 people per printer.
Through the implementation of an Apogee Managed Print Solution including a document security module the customer has now been able to remove the dedicated printers migrating their users onto centralised multi-functional devices. The users release their documents through a pin number at the device.
The client has not only managed to reduce their overall costs through device consolidation but their document security has improved beyond the already stringent standards they had in place.