Productivity Guides from Reprotec Connect for ltd

Productivity Guides | kyocera, Reprotec Connect For | Print Profiles, Scan to Email, Document Management, Paper Cassettes, Power Consumption, Good Software,printer, photocopier, copier, colour, nottingham, toner, photocopying, printing, Suppliers, Dealers, Service, Servicing, maintenance, Nottingham, Derby, Leicester, Newark, Worksop, Retford, Chesterfield.

In conjuction with Kyocera we have created productivity guides to assist you in using your print managed office solutions from Reprotec Connect For.

it’s all about having the right profile

Printing “properly” is too complicated

We all want to print “properly” - using cheap paper when we can, producing draft documents in monochrome, printing several presentation slides to a page.
But when you need a document quickly, setting the countless print options needed to produce a “proper” document is asking too much. We just press Print and take whatever comes out.

The solution

Almost all printer and multifunctional manufacturers have developed tools to help. They call them ‘profiles’.
A profile is nothing more than a collection of print settings. By selecting a single profile you can enable multiple settings at once. For example, a profile called “PowerPoint draft” could Print in monochrome with toner-saving enabled
Print slides in landscape orientation, 2 per page, double-sided
Send the printed document to ‘your’ output mailbox
Without a profile, that would take six different settings spread over multiple tabs in the driver. A related “PowerPoint quality” profile could add alterations:
Print in colour
Use quality paper

it’s all about using the right cassette

A familiar problem

You have five printers and two multifunctionals in your office. Some only have two paper cassettes, others have as many as five. All these cassettes contain a bewildering mix paper types: A4 and A3, bond and copy quality, headed and plain. When you want to use a specific paper type, how do you know which cassette it’s in - especially if you have to use a printer you’re not familiar with?

The solution

Technology can help - and it’s not even complicated!
All you have to do is make sure the printers and multifunctionals know what sort of paper they have in their cassettes, then users only have to tell the printer to use a certain paper type and the printer picks it from the correct cassette.
Registering paper types is done differently on different machines so we can’t provide ‘one size fits all’ instructions. However, we can tell you that the process is usually:
- Access the printer or multifunctional’s setup menu
- Select paper settings
- Select the cassette (e.g. cassette 1 or multi-purpose tray)
- Specify the paper size (e.g. A4 or A3)
- Specify the paper type (e.g. bond, plain or headed)

In action

The paper or cassette options are used to specify which paper type is stored in which cassette.
Control panels and menus differ from machine to machine, although all but the most basic printers have them.

filing’s the easy part; it’s finding information that’s the challenge.

Information Filed = Information Lost

A much-quoted statistic asserts that 80% of information filed on paper is actually lost information. It’s easy to understand why.
Your file on “New Premises” could contain information as diverse as the council’s recycling officer’s phone number to the local railway station’s time-table. Would you remember to look in that file for that information ten months from now?
Nor would we.

Scanning, the non-solution

Scanning paper documents into a computer - where they can join thousands of computer-generated documents - is not the answer you need.
A computer is just an electronic filing cabinet, just another way of storing information. In itself, it does nothing to help you find information.

Document Management

Document Management is all about retrieving information. By indexing the entire contents of scanned and computer-generated documents (e.g. Word and Excel files), a document management system can retrieve any information from any document. That phone number and time-table are suddenly accessible again.

if you want people to read your reports, don’t use ancient technology

Effective communication, not just communication

The key to effective communication is to deliver information in the most convenient format for the recipient, not the sender. Fax and post have been surpassed by faster, cheaper and better technologies, technologies that most of us already have in our multifunctionals but which few of us exploit well.

Scan-to-email

Scan-to-email can send a document to any number of people anywhere in the world at practically no cost. Your paper documents can be converted into a format that is convenient for the recipient (e.g. PDF) and sent in such a simple way that any user can do it.

In action

Scan-to-email can be a simple, three-step process:
Insert document
Select recipients
Press Send
Options can modify file format, colour mode, security, etc.

Bells and whistles

The vast majority of people only ever want the simplest scan-to-email functions but many more useful functions probably lurk under their multifunctional’s hood:
File conversion to the format your business contact wants: PDF, JPG, TIF, etc.
Encryption and password-protection to secure the document
Groups that merge numerous recipients into a single address
Sending to both email and fax recipients in a single process
Delaying sending and adding transmission receipts

it’s good software that binds your office equipment to your working practices

The machine of a thousand features

It’s a truth we dare not utter: our document systems can do much more than we ask them to do. Without changing a single printer or copier you could transform the way your staff work, freeing them from manual processes and activating faster, simpler and more reliable automated processes.
Software is the key that unlocks this potential...

Complex processes from a single button

Some incoming documents need complex processing with information being gleaned from them, copies being sent to various departments and scanned versions being archived.
Solutions such as eCopy and KYOcapture can automate such complex processes so that everything is controlled by the press of a single button.

In action

Advanced solutions such as KYOcapture and eCopy can:
import paper and electronic documents,
enhance, encrypt and interpret them,
forward them to other users, archive storage, databases or document management systems
Complex processes can be assigned to single buttons on your MFP, making them accessible by all staff in a simple and reliable fashion.

you don’t leave the cooker on just in case you need it, so why...?

Printers just keep on consuming power

Printers and multifunctionals consume power even when they are not printing. In sleep mode they consume a relatively small amount, but they only enter sleep mode after a long period of inactivity. Until then, they are in standby mode, consuming a significant portion of the power consumed during printing.