Security in Managed Print Services Toma Janiauskien | Arno t - - PowerPoint PPT Presentation

Toma Jančiauskienė | Arnošt Matějka

Security in Managed Print Services

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MFP is a tool integrated into business processes

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Security

Occupational safety Physical protection Traffic safety IT security Health protection Civil safety Fire - security ... IT – CYBER SECURITY Video systems, parking control Automatic gates Light signals for air navigation Systems, servers Network printers Bank transactions Personal data, equipment Information systems, alarms

Security in MPS?

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Access control Printer security Processes Server security

Case study

3000 employees 26 companies 67 mln eur turnover Public utilities

Scope of Works

350 work places 9 multifunction devices 2 locations Access control: no cards, no PINs

Results

4 months of work 5 companies involved 12 persons project group

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OptimiDoc = All-In-One Solution

Document capture

Paper and digital documents capture and delivery.

Print Management

Full featured AAA solution witn advanced features.

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Document capture

OptimiDoc Scan securely capture, process & route paper or digital documents into customer business processes.

How does it works?

MFP/ Scanners Email Folder Local archives Mail servers Cloud storages Custom processing Smart devices

Capture Process Route

DocumentCapture

Capture

MFP/ Scanners Email Folders Smart devices Authentication & Access Rights

Serured authentication by PIN, Login&Pass, Card, User list. Predifines access rights based on user, group, department.

Metadata definition

Multiple metadata types including text, list, date, SharePoint list, …

Scan settings

Definition of page size, color, sides or

• resolution. Support for job assembly.

Embedded scanning application

Capture

MFP/ Scanners Email Folders Smart devices Mailboxes assigned to workflows

Definition of multiple mailboxes with assigned workflow for processing and document routing.

Automatic user account assignments

Based on the sends email is document automatically assigned to User.

IMAP/POP3 support

Supported both standards including SSL encryption.

Documents extraction from email

Capture

MFP/ Scanners Email Folders Smart devices Unlimited folders support

Different processing of documents for each predefined hotfolder.

Metadata extraction

Support of subfolders for definition of metadata including user identification.

PDF/TIF processing

Both formats are supported for processing of dcuments

Hot-Folders support

.../3M/... .../invoices/ .../INTEL/... .../HP/... /201310558/... /201310559/...

COMPANY ID

Capture

MFP/ Scanners Email Folders Smart devices Mobile camera support

Application use the mobile camera for document capture including advanced image processing.

Multiple workflows

User can select workflow and also enter metadata directly

• n mobile phone or tablet.

Platform support

Application available for iOS and Androin platforms trough MarketPlace or AppStore.

Mobile application for capture

How does it works?

MFP/ Scanners Email Folder Local archives Mail servers Cloud storages Custom processing Smart devices

Capture Process Route

DocumentCapture

Process

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Image enhancement Barcodes recognition Separation Zonal OCR Autodetection of page orientation

Automatic detection of document orientation for proper OCR processing.

De-skewing, De-speckling & Texture filtering

Removal of noise from documents and unwanted textures like a background color.

Splitting facing pages and blank page removal

Simplified scanning of books and simplex/duplex documents.

Improvement of image quality

OCR

Process

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Image enhancement Barcodes recognition Separation Zonal OCR Different barcode standards

Support of more than 20 1D and 2D barcodes: Coda, EAN, UPC, PDF417, QR Code, …

Operation with bacode value

Substring selection, separation by character or value conversion by conversion table.

Standard barcodes recognition

OCR

OptimiDoc s.r.o. Sedláčkova 22 628 00 Brno CZ29294258

I20130579

I Invoice A Agreement O Order

I2013452-CZ29294258-BSOPIK [barcode;-;1] [barcode; \n;4] [barcode; 1;1;contable]

Process

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Image enhancement Barcodes recognition Separation Zonal OCR Separation by different objects

• Barcode with regular expression
• Blank page
• Text/Barcode zone with regex
• Predefined number of pagess

Bulk scans processing

OCR

Process

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Image enhancement Barcodes recognition Separation Zonal OCR

Document conversion to the most used formats

OCR Best OCR technology

Utilization of ABBYY FineReader SDK with best quality of recognition.

Multilanguage support

Available supprot of nearly 200 languages.

Supported formats

Document conversion to the most used formats like a .docx,.xlsx,.pptx, .txt, sPDF/A …

Process

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Image enhancement Barcodes recognition Separation Zonal OCR

Automatic processing of structured documents

OCR Specific data extraction for structured documents

Extract parameters for indexing, naming or destination definition directly from document

Web designer

Definition of zones by Zone designer in OptimiDoc web interface.

Zone as a separator

Specific text or barcode can be set as an identificator of new document.

How does it works?

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MFP/ Scanners Email Folder Local archives Mail servers Cloud storages Custom processing Smart devices

Capture Process Route

DocumentCapture

Capture

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Document naming Destinations Notification System parameters

Set of predefined parameters for document naming like a time, date, device, user, …

Metadata data parameters

Metadata entered by user or extracted from documents can be used in document final name.

Filename definition

user time metadata barcodes …

Capture

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Document naming Destinations Notification Standard connectors to different archives

Set of predefined parameters for document naming like a time, date, device, user, …

Multiple destinations for one scan

Metadata entered by user or extracted from documents can be used in document final name.

Document delivery

DropBox Folder SharePoint Fax server Google Drive Email OptimiDoc Script FTP OneDrive

Capture

Document naming Destinations Notification Customizable notification about scanning results

Set of parameters to provide detailed information about results of documents processing like a number of originals.

Backup destination

Definition of backup destination for unsuccesfully stored documents.

Warning/Errors notification

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Print Management

OptimiDoc the provides the authentication, secure printing and document accounting solution most companies.

How does it works?

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Access control Printing Monitoring Reporting PrintManagement

Access Control

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Authentication Access Rights Encryption Authetication methods

OptimiDoc locks the device/application until the user authenticates by Card, Mobile, PIN, Login & Password, User list or combinations.

Card assigment

Assigment of unknown card by user Login & Password or PIN.

No public usage…

Automatic PIN generator

Generation for users without PIN or Card with email notification.

Access Control

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Authentication Access Rights Encryption Group access rigths

Functionality limitation based on groups. Every group cloud have assigned users or departments.

Device/OptimiDoc features access

Enable/disable access to device functions like a print, scan, copy or color usage.

Access for specific functionality

AD/LDAP groups replication

Easy replication of groups from Active direktory or LDAP.

Access Control

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Authentication Access Rights Encryption Communication encryption

Complete communication between server and device could be encrypted by SSL including the print data trough IPPs

Secured data all the way

How does it works?

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Access control Printing Monitoring Reporting PrintManagement

Printing

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FollowMe/Print qeues Print terminal Mobile printing Pull print

Print jobs are stored on OptimiDoc server till user ask for them on selected device.

Follow Me

Thanks to user identification OptimiDoc can send the documents to exact device where the user is.

End of stolen documents from printer tray

Direct printing

User can send document directly to print on defined device and OptimiDoc track all the information.

Rules system

Printing

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MFP print terminal

Advanced print terminal with

• Pull print & Follow Me
• Job management
• Finishing options like a color, duplex, stapling, number
• f copies
• Full job preview

Mobile print application

iOS and Android applications providing same functionality for MFP and also network printers from mobile/tablet.

UI interface directly at MFP panel or user mobile

FollowMe/Print qeues Print terminal Mobile printing Rules system

Printing

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Mobile print

Mobile printing functionality via mail server or Google Cloud Print. Support of Office documents, PDF, images without Microsoft Office installation.

Print connectors

Direct access to cloud storages and folders from device

• panel. Supported destinations Google Drive, DropBox,

Folder, OneDrive or SharedQ.

Print from anywhere you need…

Guest printing

Visitors can print trough predefined email address. After first print visitor get access codes to devices and OptimiDoc sets predefined rights.

FollowMe/Print qeues Print terminal Mobile printing Rules system

Printing

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Rules wizard

Easy to use wizard for rules creation available in OptimiDoc web interface.

Conditions&Actions

Rules systém contains set of conditions and actions for definition of exact needs from customers.

Define company print policy

FollowMe/Print qeues Print terminal Mobile printing Rules system

How does it works?

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Access control Printing Monitoring Reporting PrintManagement

Reporting

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Spooler monitoring

Monitoring of windows print spoolers trough OptimiDoc Print Monitor.

Network devices

Network devices printing trough OptimiDoc are monitored by internal parser for PCL and PS jobs.

Accouting of operations

Accouting trough device SDK

Accouting based on device functionality. Provides most accurate accounting.

Accounting Web reports Advanced reporting

Reporting

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Web reports

Standard reports for users (with limited access) and administrators with split to:

• device, location, department, user, or days

Filters support Personal reports for users

Job history

History of jobs including information about User, Pages, Preview, Status, …

Complete overview

Accounting Web reports Advanced reporting

Reporting

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Accounting Web reports Advanced reporting Excel reporting

Prepared Excel template with direct connection to

• OptimiDoc. Management overview provides detailed

information with filtering. Support of export to CSV, XLS, HTML.

Automatic reporting

Periodical report from last month with filters support, delivery to user emails. Same layout as Excel report

Detailed analysis

OLAP cube

OLAP support for enterprise customers with milions of

• perations.

How does it works?

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Access control Printing Monitoring Reporting PrintManagement

Monitoring

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Device status

Periodical monitoring of devices via SNMP:

• Toners
• Consumables
• Paper
• Device status

Notification

Triggers for notification of changes to email:

• Filters
• Toner, consumables, paper percentage level
• Severity of device status changes

Periodical monitoring of devices

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Contact Us

Address

Šedesátá, 7015/7055, House 64, 76001 Zlín, Czech Republic

Phone

+420 511 440 257

E-mail

info@optimidoc.com

Website

www.optimidoc.com

See You Soon....