“That’s really where digitisation has its place which is increasingly an element of managed print services. In fact we’re increasingly calling that area managed document solutions rather than managed print services, because documents can be moved around without ever ending up on paper.”
OKI’s open platform smart extendable platform (SXP) print technology allows for integration with third-party software, enabling print, copy and scan workflows to increase efficiency and productivity by reducing paper processes.
Smart printers
“We’re currently specialising in smart printers with SXP capabilities, and what that enables these new machines to do is to connect to all sorts of different software and cloud-based systems that are used for workflow management or security,” said Deignan.
“That includes our own Sendys software which enables the machines to be particularly good at data capture and inputting to document management systems. For example, you can scan or photograph data and it can be easily added to your company’s workflow. It’s a platform that’s compatible with pretty much every brand of workflow software out there.”
According to Deignan, the era of the dumb printer is rapidly coming to a close. Increasingly companies want their multi-function devices (MFDs) to play a more helpful role in the company’s workflow system. While they’ll always be able to just print a page, they’re increasingly capable of a lot more.
“Dumb devices have been the norm until now, but we’re pushing things into the future by making on-ramp data capture far easier and less expensive,” he said.
Under prepared
According to Gary Hopwood, general manager for Ricoh Ireland, a lot of Irish organisations are under prepared for the GDPR. It recently carried out a survey among Irish IT professionals that showed that 55% of IT departments didn’t have full visibility of all business documents created across their organisation.
A further 41% weren’t aware of all personal devices being used by colleagues to create documents for work-related activities.
“Clearly, much needs to be done between now and May 2018 (when the GDPR becomes law) and this topic is likely to play a major role in IT leaders’ agendas over the next 16 months. It will therefore play a large part in our business, too,” he said.
Ricoh recommends a number of steps to ensure effective compliance including the extension of security policies to include personal devices that are used to create or share business documents.
“It’s essential that procedures are put in place for businesses which enable documents to be stored safely from every device. They must also be properly indexed, searchable and archived in a working system. This will ensure secure availability at all times for those who need access, across multiple devices and locations,” said Hopwood.
No conflict
According to Ricoh, there is no conflict of interest between the trend towards digitisation and its role as a print provider.
“In fact, we welcome and encourage it by helping businesses with their digital transformation. We help enterprises move from traditional, paper-based workflows to cost-effective digital solutions that support a paperless office,” said Hopwood.
“The way people work is changing. Younger generations are starting to populate the workforce and disrupt workstyles. They are working from multiple devices in multiple locations and want flexible hours to give them a better work/life balance.”
Add to that a worldwide push towards digital transformation and it is clear that business and IT leaders are facing a major challenge.
“We carried out a survey last year that found that 80% of organisations are under moderate to extreme pressure to implement new technology as a result of workstyle interruption,” said Hopwood.
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