Managing Corporate printer usage -Cyberoam Whitepaper

1 IssusesOptimizeImproveReduceMaximizeMoni tor & control printer usageReduce print waste and printer related expensesEnvironmental hazards!Do you know how many pages are print by youemployees each day? !Do you want to monitor all the printing activity?!Do you want to assign printing cost to the Projects/Department/User?..Organizations therefore increasingly require the partial cost recovery on a per-user basis. Organizations that need to charge employees for incurred print costs needs to record the print activity. However, in most Organizations, the accurate volume and source tracking of the printing is very paper consumption has reached startling of the paper we use is soon thrown away, adding to a new demand for more paper.

2 Trees, from which paper is made, are the vital part of our environment. More demand of paper means more cutting of trees and forests and create imbalance in our , filing cabinets, desks and other handy boxes speak eloquently of the paper are the implications of this? Paper, per se, is not the problem. The real issues are manageability, accountability, and cost management of paper output and the ability to reduce waste implies accountability by the department and by the individual. Determining this accountability is difficult. Print jobs generated day-to-day by each employee are not !Do you have staff using those expensive so easily printers for everything they print?

3 The type of document printed is also undergoing change. ! Do you have staff using those expensiveThe Internet has increased user expectations, creating a printers for their personal use?need for more colorful, customized and graphics-oriented !Do you want to minimize waste and promotedocuments, even within the office. the responsible usage of Printers?Controlling costs is a crucial business issue, but few Corporate have a real understanding of their printing costs. Full paper output costs tend to be hidden. Many levels of Corporate staff exercise purchasing power to replenish consumables, buy low-cost printers and arrange maintenance. These costs are easily lost within general accounts.

4 Try to add up the cost of paper, toner, ink cartridges, the maintenance, wear and tear on the printers, and you begin to Organizations providing the free printing facility have to get the fast picture!cope with the dramatically increased volumes, rapidly changing technology, ever increasing demands for Printers are valuable tools and should be secured against sophisticated printer facility and rising costs. These unwanted or inappropriate use. For that, Cyberoam has constraints make it imperative to reduce wastage and instituted following measures:control the printer trusted individuals can alter printer configuration and printer access policyRestrict the availability of a printer to the specified individualsSpecify and restrict the page limit to control costsThere is an easy solution to these "hidden" printing expenses and can be easily managed!

5 Despite this huge expense and its impact on profits, most Corporate just view it as "the cost of doing business" since it is impossible to control without the right information and you are concerned with how you can monitor & control the printer usage and reduce the costs then this Whitepaper is for purpose of the white paper is to provide some basic guidelines and requirements for print tracking and control. It also outlines the strategies and Managing processes behind implementing a successful printer Control/ usage output the ProblemsManaging Corporate printer usageWhite PaperUnified Threat Management Conservation and caring for our environment comes down to responsibility.

6 To achieve that awareness, conservation should start locally, in our homes, schools, colleges, and workplaces. In the technological age, we produce as much as we throw away. So, each of us has the responsibility to reduce paper paperless office has remained only a dream. Work is more complicated and produces more paper waste than ever before. For final copy, 'why not print on both sides of the paper?' or for rough versions, 'why not use the blank side of paper that someone else has used? By making these small changes, we could cut our paper costs, and save some trees and the creatures that rely upon them. Small changes in our behavior can lead to great changes in our natural environment and save some essential parts of Solution1.

7 Monitor printing usage2. Restrict User from using Printer3. Limit number of pages per User4. Special Users - Not restriction 5. Complete usage accounting report6. Export reports to CSV formatReview the number of pages printed by User or group keep history records of print traffic by User & Group, by date (for determining heavy usage periods)1. Set User quotas using Printing policy- Daily Quota - Refreshed every day- Weekly Quota - Refreshed every week- Monthly Quota - Refreshed every month- Yearly Quota - Refreshed every yearCyberoam allows you to quota and track user and their printer usage for a complete print management solution. It gives you 2.

8 Deny service when quota exceedscontrol over the valuable resources, namely printers, paper 3. Set Special User printing policy with no restrictions and toner. No more uncontrolled and irresponsible at allprinting. You will be amazed how much you can save by just tracking this outflow. Inculcate the philosophy of among the staff to spread the awareness of paper provides a mechanism to maximize the use of available resources. Whether your goal is to reduce print waste, provide fair and equitable use of printer or charge for the printing, Cyberoam is a help for counts the number of pages that are actually printed, and creates a record that can be used as both an audit trail and a chargeback you need an easy tool to manage day-to-day printing priorities, create an equitable method of charging Cyberoam records the information about the print activity each User for their printing expenses, or require the better based on the actual printing done.

9 Strategic tool to make decisions about buying and deploying printers, Cyberoam is a solution to information can be used to: 1. Determine the heavy usage offenders/abusers (by sorting Users by pages printed) against Users/Departments/Projects forprinting costs Cyberoam Solution Components Think before you print MonitorControlReportsTypes of wise printing summary Unified Threat Management White 10 UsersUsers can also receive the similar report regarding their own printer usage . My Account utility allows each user to review his/her account balance and quota allowed. The user can also view the summary of his/her printer usage like print Date & time, no.

10 Of pages, document name and IP address from where the printing job was History/Summary by User & GroupUser Communications Unified Threat Management White : : ProductUnified Threat ManagementUSA - Tel: +1-978-465-8400, Fax: +1-978-293-0200 India - Tel: +91-79-66065606 / 26405600, Fax: +91-79-26407640