Kyocera Managed Document Services (MDS)

Saturation and technical complexity of document flow at office of the modern company or the production site is extremely high today. Without special methods of its optimization all employees involved in process should spend disproportionately many forces and funds for the simplest transactions. The growing complexity influences also market indicators of business: as does statistics show, badly thought over information exchange in the company, uneconomical printing of documents and situational service of technical base of the office equipment can "eat" up to 2-5 percent of profit^[1].

Meanwhile, already more than 10 years there are different schemes and systems on structuring document flow – from rather simple to covering literally all its aspects.

It is possible to carry the concept of MPS (Managed Print Services) to the first type of solutions that is meant by "A management system for printing". It provides optimization of office printing of the entering and outgoing documents on paper, seldom being beyond this task.

The much bigger complexity and universality is the cornerstone of the concept of MDS (Managed Document Services) provided in 2007 by KYOCERA Document Solutions company.

According to the concept, the MDS system is offered to KYOCERA Document Solutions as uniform set of services in optimization and cost reduction of document flow. In turn, means printing, storage, sending and protection of documents against unauthorized access, administration and providing to these or those user groups certain rights to use documents, installation and program service of corporate servers of cloud printing by document flow of KYOCERA Document Solutions and so on. Within the MDS system the KYOCERA Document Solutions company is capable to provide to the customer – through the authorized partners – a hardware basis in the form of all necessary office printing equipment, the software, services of setup, administration and service. At the same time, KYOCERA Document Solutions is in permanent contact with the customer and quickly adjusts and scales the support elements provided within the MDS system.

How the MDS projects are built?

Carrying out a complex research of the workflow system existing in the company becomes the first step of work of KYOCERA Document Solutions with the client within the MDS project always. In its course the existing park of the printing equipment is studied, the cost of printing of documents miscalculates, the load graph on the equipment, its seasonality and exposure to other temporary factors is established. Also the access mode to the equipment from employees is fixed. Mode of service of the equipment and so on.

All this becomes for detection of typical problems of document flow among which experts of KYOCERA Document Solutions traditionally select four main.

The first typical problem is a lack of access audit to the equipment from the staff of the company. Because anyone can print the document load of the equipment increases. And with its growth also print cost – grows especially when using the full-color mode.

So, in 1992 KYOCERA created the concept of the printing devices ECOSYS. All models entering a line of ECOSYS meet three requirements of the concept: environmental friendliness, profitability and systemacity. In addition, the MFP and ECOSYS printers use original construction with a durable drum from amorphous silicon and require replacement not of everything a toner cartridge but only only tubas with a toner. These technical features considerably reduce the cost of operation of printing devices and the price of supplies for them.

One more line of the printing devices of KYOCERA which are perfectly entered in the concept of optimization of document flow of MDS is TASKalfa. The high-performance KYOCERA TASKalfa models differ in existence of "intellectual" computing block. The device interface of TASKalfa is developed taking into account use of the big touch display where both all necessary settings, and the menu of a programmable cover of the MDS system are displayed. The device interface of a line of TASKalfa is completely configured under specific user requirements. At the same time access to separate options or functional units can be limited through input of special PIN codes or using a key with a radio-frequency RFID tag. Thus, access to the printing equipment of the company and different transactions with documents it is possible to administer issue to employees of special plastic cards or PIN codes.

In addition to replacement of the equipment, a condition of the MDS projects from KYOCERA assume service of creation of a software platform based on the KYOCERA Document Solutions tools. Its installation absolutely optionally, and if necessary specialists of KYOCERA Document Solutions will be able to optimize document flow of the company and based on old software.

Server environment of Kyocera Net Manager (KNM) can be installed on any office computer working running the operating system Microsoft Windows. When installing Kyocera Net Manager it is licensed to the client by the number of attached devices.

The functionality of Kyocera Net Manager allows to create in office network "virtual printer" for concentration of all document flow, to configure and administer to the politician of printing, to conduct monitoring of operation of printing devices of the company.

The concept of "the virtual printer" - in general one of corner elements of the MDS project. First, it allows to store, process and keep statistics of all getting on printing of documents. Secondly, printing via the virtual printer, but not directly on the printing device allows to configure the admission of employees to the equipment and to besides keep statistics of transactions. Thirdly, such system provides error protection, losses of the necessary documents "on the road" and also provides protection of the confidential and classified information. At last, collecting of complete statistics about document flow and transactions with papers allows to analyze quickly and reliably expenses of the company on printing and to see points of possible economy.

See Also

• Overview of a packet of Kyocera Net Manager
• Outsourcing of printing (market of Russia)

Notes