Most multifunction systems today come equipped with advanced access controls. Despite having a large breadth in functions, these controls are actually very easy to use. Plus, by monitoring print usage, you can reduce your costs greatly by supervising usage by department, work group, or even individuals.
Access controls work in conjunction with the security features of your multifunction to set up PIN codes or card-access for desired users. By requiring every user to log in to the multifunction, you can get a clear report on how the device is being used. You can also set authorizations based on access groups. For example, you may want your Marketing Department to have access to color printing, but feel it would be unnecessary for the Sales Department. With access controls, you can minimize unnecessary color printing and reduce your costs.
Effective print monitoring also allows you to create defaults for certain access groups. You can set print jobs to automatically duplex (two-sided printing) to help save paper. This is a quick and easy solution that will yield instant results.
Multifunction devices are often used as a gateway to a company’s document management system. Access controls can ensure that unauthorized users do not get into confidential documents. Just as you can dictate print capabilities, you can also select which users can retrieve or view certain files, folders or specific documents. Controlled access limits your company’s liability and encourages employee responsibility.
Print management has been made quite simple with access controls on most multifunction devices. Once the controls are set up, managing your printing expenses and security is a breeze. Plus, with easy to use interfaces, the set up process can take just a matter of minutes.
Datamax Communications Department, on Feb 28, 2012 8:30:00 AM
