What does your Font Cost?

Inside A.S. Watson Fortress And Watsons Stores As Temasek Diversifies From China Banks With Hutchison Whampoa's Retail Arm

One of the most common fonts used in business is Times New Roman, but is it the most cost effective?

A bit of history first.

Times New Roman was designed in 1932. The Times newspaper introduced it in response to a criticism about its newspaper being printed badly and typographically behind the times. In response, The Times commissioned a typeface design company to improve the newspaper’s “economy of space” and “legibility”. The resulting design, Times New Roman, is based on the Plantin typeface redesign of 1913, the original design of which goes back to the 16th century Garamond typeface. Times New Roman is appropriate for reading plain texts such as contracts as it has a firm authoritative ‘look and feel’

The alternative, therefore, is Garamond. The design that is currently in use was originally designed in the mid sixteenth century. This member of the Roman type family has survived the centuries because of its remarkable readability. As one of the oldest typefaces, Garamond conveys a sense of solid tradition, yet is still soft and attractive thanks to its elegantly rounded serifs and its diagonally emphasised strokes.

Whilst what font you use may be a matter of individual taste or company policy have you ever considered the relevant cost of using a particular font? I would guess not.

A recent study in the US carried out by a 14-year-old student details how the U.S. government could save about $234 million a year by simply switching the type of font that is used on printed documents.

In his study, young Suvir Mirchandani, found that Garamond is a more efficient font than Times New Roman for printing. This is because Garamond uses thinner strokes for its letters, meaning less ink or toner is used on each character.

He found that the saving by switching fonts would amount to 29%. Based on his research and randomly choosing an HP cartridge (an HP301XL) with an average page cost of 5p (based on HP pricing and yield), changing font you could save almost 1.5p per page or over £7 for every ream of paper you use.

This research may have been done by a young man with too much time on his hands but it is certainly worth bearing in mind.

If you would like to see how ITQ could make substantial savings on your printing/copying download our white paper.

Streamline Your Scanning

PinPoint Scanning

When it comes to scanning, PinPoint Scan gives users more options and more control when scanning from your ITQ multi-functional device.

This Kyocera-developed business application lets you choose the exact destination for your scan, it’s highly secure, SSL-encrypted, and subject to user-assigned PIN codes and restrictions.

With PinPoint Scan you can define your own scan destinations, whether they are folders on your PC, an e-mail address or even an application that is automatically opened.

PinPoint Scan is remarkably easy to set up: first, install a small application on your PC, then define your personal PIN code and preferred scan destinations. On the MFP simply enter your PIN code and immediately see all your previously defined scan destinations directly on the control panel of the MFP.

  • Scan to folder – Save the scanned file directly on your desktop or in any folder on your PC.
  • Scan to email – Simply send the scanned document in a new email to your email address.
  • Scan to application – Send the document to applications supporting PDF files.

Users can define and change their personal scan settings by themselves in a user-friendly menu. Fast and easy – The intuitive installation and interface guarantee that anyone can operate the application without difficulty.

From Scanning to Workflow ITQ offers a wide range of applications to streamline scanning for any business from small to large. With Pinpoint Scan, users can easily scan to their PC which makes scanning faster and easier. Other solutions offer OCR, barcode recognition and advanced features for workflow automation and full document management.

Talk to ITQ to find out how we can improve your efficiency and save costs.

Tel: 01635 874848

Colour Copy/Print Meter Scam

Colour copies

On a recent visit to a potential customer ITQ Sales Manager Eddie Chaplin was quizzed about the copy/print charges that seemed to be excessively high in relation to the users actual volume.

Upon investigation Eddie realised that the client was being charged over 3 times what their contracted cost should be, he discovered the electronic meter in the machine was set to ‘development’ mode rather than ‘pages’.

When a copy or print is made in development mode the meter clicks for every colour and also for black. Therefore, if the users colour cost per copy is 4p and mono is 0.5p when they make a copy or print it will cost 12.5p (3 colours x 4p + 0.5p).

Unscrupulous suppliers are contracting users with an unprofitable cost per colour copy/print of 1 or 2p knowing that they will make the money through development mode, 3.5p or 6.5p but with all meter readings appearing correct.

We have found this on Ricoh devices but it is possible on every manufacturers device.

To check your devices meters are set correctly

  1. Make a note of the current meter reading.
  2. Make an A4 full colour copy.
  3. Take the meter reading again.

The colour A4 count should have increased by one and the mono count should not have increased at all. If your colour count has increased by more than one or your mono count has also increased, then the meters are probably set incorrectly.

What to do if you think your meters are set incorrectly.

Contact us as soon as possible, our Contracts Department has helped many clients to reclaim contract overcharges, either service charges, unfair lease contracts or other contract scams, amounting to many tens of thousands of pounds. We provide this service at no cost and without obligation, we just want to expose unscrupulous suppliers that are giving the industry a bad name.

Tel: 01635 874848

12 signs you should invest in electronic document management

Is this your business?

Is this your business?

Electronic document management has been around for a long time.  In spite of its longevity there are still a large number of companies who have not considered it as a tool for improving their business operations.

This is largely due to an inertia that just leaves companies doing what they have been familiar with for many years.  Unfortunately they miss the signs that point to a need to consider a new way of dealing with their short term and long term records.

Signs that you might be missing in your office.

  1. Paper filing cabinets never seem to get cleaned out.  The need for new ones keeps growing and growing.
  2. Office workers find themselves hunting each day for important files they need to do their work.  They might even go to the step of posting on a white board the      details of what they are looking for to enable others to help in the hunt.
  3. You find yourself looking for new multi form printers.  Even using dot matrix impact printers so you can create paper forms to route to various departments.
  4. The pile of back filing that grows on the filing cabinets never goes away since it is no-one’s job.
  5. No-one is charged with the responsibility to determine when old files can be shredded.  They just get boxed and stuck in the back warehouse with a date on them.
  6. When someone goes on holiday the ability for others in the office to deal with their files is a big challenge.  Often the work just gets delayed till they return.
  7. Shipments get delayed because the paperwork for matching POs and inventory is not available on time.
  8. Dealing with pdf files from outside contractors and suppliers leads to increased print loads so the system can access the information on them.
  9. You are still highly dependent upon fax in your office.
  10. You get daily enquiries from your account reps wanting to know the status of their account deliveries.
  11. You begin to see your customers broaden their supplier base and dealing with competitors on some products you used to supply to them.
  12. You have several employees who don’t regularly come to the office but work out of remote locations while still needing access to client files.

There are probably other signals which you might recognise in your office as well but the above twelve are common ones.  In some offices you will see all twelve while in some others a handful of these signs will dominate your workflow.

If you go down the list and identify with six or more, then you should look seriously at the potential to move your systems over to a structured electronic document management software platform.  The effort to do this will be well rewarded by improved productivity, less risk and happier employees.

Don’t decide based only on perceptions

Determining that there is a need for change is not a big challenge.  With some assistance it is possible to quantify the impacts of your current systems and figure out what the level of benefit that would be required to make the changes viable and cost effective.  Sometimes you may be surprised by the level of challenge that is created by how you are currently working.

The investment level required to be able to implement a move to electronic document management is much less today than most companies will expect.  Hardware and software costs are substantially lower than historically was the case.  Working with ITQ will also help you avoid many of the pitfalls which can be experienced when inexperienced people try to build their own solution.

Original article on Leppert

Photocopier Apps?

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Well yes, but not for the old fashion sort of photocopier. The latest ITQ Multi-functional Printers can be utilised for various business applications beyond their basic scope by the addition of HyPAS ‘Apps’.

Empower your MFP with applications from KYOCERA’s HyPAS Solutions

KYOCERA’s HyPAS (Hybrid Platform for Advanced Solutions), a powerful and scalable solution platform, optimises the performance of ITQ’s MFPs through custom, integrated software applications that are designed to meet and exceed your individual document imaging needs.

HyPAS will transform your MFP into a resource designed to evolve as your business evolves – resulting in enhanced information sharing, resource optimisation and improved document workflows.

 The HyPAS platform provides a wealth of benefits.

  • End users benefit from simplified and faster operations, resulting in improved productivity and efficiency.
  • Business Managers and CFOs profit from lower operating costs and maximum ROI, thanks to more fully optimised document imaging devices and improved MFP workflows.
  • The IT Department takes advantage of the seamless integration of KYOCERA MFPs with existing solutions, maintaining the integrity and security of the user’s documents and the document imaging device itself.

 The HyPAS solutions include:

  • teaching assist2Teaching Assistant This streamlines the task of printing, marking and analysing multiple-choice tests and surveys using popular bubble-sheet forms. All you have to enter into the device is the amount of questions, possible answers and sheets you need. To mark the test, simply fill out the key sheet marked with the bar code label and scan it in along with the answer sheets. Great for education and marketing.
  •  smartscanSmartScan How do you currently scan a document to your personal network folder or e-mail address? With SmartScan you just login at the device, insert the document and press the scan button – it is as simple as that.
  •  quick printQuickPrint It is a challenge for many organisations to provide frequently needed documents and forms in an efficient manner: they have to be consistently up-to-date, and quickly accessible by all relevant staff. Many organisations pre-print their forms and documents; however, the costs and environmental impact of throwing away unused or out-dated copies can be immense. QuickPrint provides a solution by offering immediate access to documents from the MFP panel for direct printing.

The Hybrid Approach: JAVA and Web Services

The Apps available are only the start, KYOCERA’s HyPAS is unique in that it offers both Java-based and Web Services-based Software Development Kits (SDKs), providing an open and flexible platform. It enables advanced integration of the MFP with solutions that are already implemented in the enterprise.

For more information on ITQ’s products and solutions click here

BETT Co-operation for Ashgrove School

After a visit to BETT 2013 ITQ and Kyocera (UK) have worked together to provide a new enhanced printing system for Ashgrove School.

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The School aims to provide a caring atmosphere in which children with special needs are encouraged to develop effective communication, social and independence skills and achieve his or her potential.

Mr Davies, IT Manager explains: “We look after all the equipment for 250 pupils and 220 staff. We look after children of all ages – from one up to 18 year olds and they all need support. Each class has a class RFID card to release print and we know the IT has to work properly as some of the children can get upset if they can’t collect their printing when they expect to.”

“We went to BETT Show in January 2013 and spoke to people about print solutions because we knew that even if we upgraded our existing HP printers they wouldn’t be robust enough. We knew KYOCERA printers were solid and robust and it was easy for the teachers to replace the toner so we were interested in learning more.”

Mr Davies said: “We visited ITQ at BETT and the rest is history. We spoke to James Wilding, ITQ Sales Manager, a lovely guy who still deals with us. He spends time with us and takes the time to train our staff.

The school purchased the award-winning KYOCERA TASKalfa4550ci, TASKalfa3050ci, TASKalfa 2550ci and SC2626MFPs

Installed with SafeCom Go print management embedded on the printers ensures confidential, secure printing and adds secure pull print functionality to the MFPs. User authentication is simple users just swipe their RFID card to retrieve their printing. Using SafeCom Go with the KYOCERA devices also cut paper and supply costs by up to 20%.”

Download the full story and see ITQ at BETT 2014, stand A8

bett 2014

The Paper Light Office

white paper boxA paper free office is a desirable, yet elusive aspiration for many businesses. With a third of firms actually using more paper than ever before, could a paper light environment be a more viable alternative for your business.

The concept of the ‘paperless office’ emerged back in the mid-70s, but today – some four decades later – paper-intensive working practices and behaviours are still commonplace and office printing has been rising over the past 40 years.

Worldwide, people are printing a staggering 3 trillion pages every year.

And what of the printed output? The amount of data stored on paper is vast in most offices but is often unobtainable, filing staff leave, documents are misfiled or used and not replaced. This ‘big data’ contained in those documents has now to all intents and purposes disappeared.

But digitising everything is probably not the answer either. Download our white paper ‘Creating the Paper Light Office’ here to help plan your route to paper light