Kyocera - applications and tools. Part 3 - for the economical and loaded

As promised, today I will finish a brief excursion about three parts into the world of software from Kyocera. The turn of decisions for data output management has come.

Kyocera offers a solid pool of applications for organizing work with documents. The basis is simple: no matter in what form the document is presented - in print or electronic, it is important to make sure that it is in the right place at the right time.



The site has an official definition for this area:

“Data output management solutions are used to monitor and control the
distribution and delivery of paper and electronic copies of documents,
providing reliable and consistent data output. However, in a networked environment,
documents are now not only printed, but also delivered electronically (via
email, fax, and the Internet). This is where
data management solutions can make a big difference. In addition,
document and job accounting solutions can track print and copy operations for
financial control and organizational purposes. Users can analyze
and study costs, as well as control the distribution of resources. ”

The desire to streamline the workflow is definitely good, it positively affects the productivity of employees, and the prosperity of natural resources; customer satisfaction is growing from all this, so Kyocera could not stand aside and took the development as seriously as possible.

KYOcount - this program has already been described in the second part of the story (about admin software), but you must specify that it contains output controls, and therefore has the right to be mentioned in two sections.

KYOeasyprint is already a very specific representative of the distribution management application family:

• prints documents on different printers and in different departments / divisions;
• prints on paper from different trays (you can use better paper for presentations and worse - for invoices, for example);
• selects different options for finishing;
• prints watermarks;
• if necessary, does not print at all, but immediately sends it by fax or file storage;
• Generate shapes, overlays, etc. - the ability to collect assemble pages from blocks is indispensable in companies with large turnover.

Special skills for working with the program will not be required for users, but the development of tasks taking into account the existing process in the enterprise should be performed by the administrator.

The main thing is to configure the streams, and then for users all the processing of the documentation will take place in one click: KYOroute - modifies the print job depending on the type of document and conditions, for example:

• sends B&W (black and white) jobs only to B&W devices;
• sends large tasks to productive devices;
• redirects jobs if the printer, for example, does not respond.

To use KYOroute you need to determine the print policy:

• Who has access to which systems?
• What jobs can be printed in color?
• What jobs can print on desktop printers?
• What documents should be printed in duplex?
• What to do if the device is unavailable or busy?

As a reward you will receive:

• reduction of overhead costs (consumables and equipment life);
• Easily scalable document printing policy
• saved ecology;
• Increased workflow speed

The utility is easy to configure, all rules are created at a high level by the user without preparation, for example:

“If the system is busy, route to a similar system.” - Some of the office workers will not lose time standing in anticipation of an overloaded printer.

“If print job is e-mail, route to black & white system.” - even if the letters contain pictures in color, they rarely matter, saving a little toner is more useful.

“If print job has more than 30 pages, do not use desktop printer.” - The administrator has something to do besides replacing empty cartridges on weak devices.

KYOnet Policy Manager - control access to the device:

• local or ActiveDirectory authentication;
• Secure SSL Printing
• secure storage with encryption and launching your print job on your ID-card;
• device management at the level of permission-prohibition of certain functions

The application is responsible for the security of your data, and you can talk about security for a long time. I don’t want to overload the article, therefore, in a nutshell:

you can determine who has the right to use the device and what specific functions; set the method by which users will identify themselves, determine the behavior of the device in case of unauthorized access attempts, and configure a secure system for storing tasks in an encrypted form.

KYOcontrol or KYOcontrol Enterprise(the difference in names determines the scale of the company) - management of data output in the face of increased privacy requirements. It is based on the assumption that the company’s network is protected against unauthorized access, and therefore the document is safe until it is printed. Actually, the goal is to prevent information leakage from printed documents. The application allows you to implement the “Follow me printing” work scheme: when specifying a document to print, the job is saved on the server in standby mode and will be printed only on the device near which the user is identified (for example, by ID-card). Here is a simple diagram:









In fact, you can make printing impossible without the physical presence of a user in the vicinity of the printer. (Of course, losses or theft of cards cannot be ruled out, but authentication options can be changed.)
Perhaps, you can finish the data output.

I really wanted to talk about applications as concisely and quickly as possible, but even in the “gallop across Europe” mode, this stretched out to three articles. Therefore, in the next article I will try to approach the issue as radically as possible and just make a table on Kyocera applications - with links and a brief description.