Remote. Our Products. Passion We are passionate about our team, clients and services and we refuse to compromise on any of them.

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1 PRINT SERVICES

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3 Contents 4 6 Maintenance Preventative 8 11 Process Our 7 Remote Emergency Monitoring Calls Print Reasons Management to Choose Us Software Accreditations Our Our Products Why we do what we do? Passion We are passionate about our team, clients and services and we refuse to compromise on any of them. Excellence We are in the habit of delivering excellence, continuously striving to do that one more thing for every client to go above and beyond. Reliability After 30 years in business, our clients still know exactly what to expect and can rely on us to fulfil our promises. Inspiration We work as a team to deliver solutions that make offices smarter while championing each other and the businesses we work with.

4 PREVENTATIVE MAINTENANCE Prevention is better than cure When your multifunctional printers stop functioning, it can be very frustrating. It doesn t just stop your employees from printing and scanning, it can also hinder their productivity, causing real problems for your business. Many companies experience issues like this when they re let down by the traditional, and often unreliable, Reactive Maintenance service other printing suppliers offer. That s why, from day one, our customers have been benefitting from our pioneering and unique Preventative Maintenance service. We fix issues before they occur through monthly visits from our technicians, keeping your machines running optimally, without you having to think about it. We think prevention is better than cure. Don t you? One less headache I know everything gets taken care of before I even have to think about it. Arun Estates 4

5 Our 16-Point Check Jamming Prevention 1. Clean and check document feeder 2. Clean and check paper trays and duplex unit 3. Inspect finishing accessories 4. Check and replace fusing assembly Print Quality 5. Check and maintain drum units and associated parts 6. Inspect transfer belt and rollers 7. Check the condition of developer and replace Maintenance & Support 10. Check toners and replace, if needed 11. Check waste toner unit and replace, if needed 12. Take meter readings 13. Update firmware 14. Check remote diagnostics Cleaning 15. Full internal clean of the machine 16. Full external clean, including all covers and panels Copy & Scan Quality 8. Check and clean optics parts, such as glass and image sensors 9. Perform print quality calibrations 5

6 REMOTE MONITORING A suite of internet-based tools, developed to reduce printer-fleet administration and add an extra layer of support to our Preventative Maintenance service. 1. Automated Meter Readings Service We take the mundane and time-consuming task of taking monthly meter readings off your hands, saving you valuable time and ensuring your invoices are accurate. 2. Automated Machine Diagnosis Service We programme your devices to automatically communicate their status to our service team, in real time. If a fault occurs, or your device is not performing to our high standards, our in-house technical team are alerted and can resolve any issues remotely, without you having to make a call. If needed, an engineer will be instructed to come to you, free of charge. 3. Automated Toner Ordering Service During your monthly visit, your engineer will routinely assess your toner levels and arrange for deliveries when you re running low. This is reinforced by our in-house technicians, who remotely monitor your devices to capture any unexpected peaks, taking the responsibility of checking and ordering toner for multiple machines and models from your staff and eliminating the risk of running out. 4. Fleet Activity Reporting Service We have round-the-clock access to detailed information about your print fleet so that we can manage its performance remotely. 6

7 EMERGENCY CALLS Our Preventative Maintenance service allows us to keep your devices running optimally. However, some issues we have little control over, such as error codes, can occur from time to time. Across our entire fleet of over 2,500 devices, we receive less than 10 emergency calls a day. But when we do, we send our technicians out on site, free of charge, with an average response time of under two hours. AVERAGE RESPONSE TIME Industry-leading average response time It s rare that our customers need our assistance urgently, thanks to our Preventative Maintenance service. But whether you re requesting help with a jammed paper-clip or simply need a hand with setting up a print workflow, our engineers can be by your side in under two hours. Unbeatable fleet uptime It s only through our Preventative Maintenance service, which ensures your machines are fully serviced, stocked and running as they should, that we re able to provide our customers with an unbeatable up-time of 99.47%. Outstanding first-time fix rate By routinely checking the most commonly used parts during our regular visits, we re able to provide you with true preventative maintenance and achieve our impressive first-time fix rate of 98.96%. On-boarding was smooth and their preventative maintenance has proved its worth, with an admirable up-time of our machines, which means happy staff. Breast Cancer Now 7

8 OUR PROCESS Discover Our print strategies are tailored to your organisation and business goals, providing you with a bespoke solution you can truly benefit from. Your vision We take time to understand your business, your challenges, where you are currently and where you want to be. MANAGED PRINT Print audit Our high-grade print auditing software measures the status of your devices, giving us a complete and transparent view of who s printing, how often and at what cost. Assessment We talk to your team to understand how your devices are used, giving us an even deeper insight into your bottlenecks and the issues affecting productivity. Flexible contracts We have a selection of contracts available, ranging from one to five years, all including labour and toner costs. When other companies try to sell me services for print management, I tell them, we deal with our sister company, because that s how integrated I feel Systems Technology are with Shaw Trust. Shaw Trust 8

9 Design Our solutions are made to fit your budget and growth appetite, requiring no extra expenditure. Print policies We create clear policies to determine the availability and capacity of your devices, ensuring your users can print when they need to and at the right cost. No need for new We can work with your existing devices so there s no need to spend money on new ones. FLEXIBLE MPS DESIGN Bespoke roadmaps We develop a roadmap so that your ageing devices can be phased out over time, allowing you to really get your money's worth. You also have the option to slowly standardise your printer technology, simplifying management even further. Transition and Implementation We work closely with your organisation to train and educate users pre and post-installation, to ensure successful adoption. Prince2-trained specialists We are driven by the IT Infrastructure Library (ITIL) best practices, aligning our service with your business vision, strategy and growth plans. Our experts provide guidance on how to use IT as a tool to facilitate business change and transformation. Seamless installation Our professional team deliver, implement and seamlessly deploy your hardware, ensuring we have building access and specialist equipment, in advance. If required, we ll dispose of your old hardware for you, recycling any parts where possible. Change-management tools Choose from our range of tools, such as and intranet updates, posters and fact sheets, designed to enhance internal adoption and guarantee the success of the solution. In-house training Our specialist training officers device training programmes to meet your organisational and end-user needs, allowing you to get the most out of the solution. 9

10 Support and Manage Our expert engineers and dedicated support team are core to our unique and guaranteed Preventative Maintenance service, which comes with every single contract. Monthly visits Our DBS-enhanced engineers visit you every month to fully service your devices, answer any questions you may have and guide your employees to improve productivity and efficiency. Device optimisation Your monthly service includes device maintenance and firmware updates in order to maximise uptime, extend their life and guarantee consistent quality. Remote monitoring and technical support Our experts remotely monitor your devices 24/7, resolving any issues before they happen, without interrupting your day. We also oversee all aspects of network printing from workflows to user profile creation, implementing settings which best suit you and your workforce. Should you have any problems, our team are on hand to answer your call within three rings, via our freephone number. Review We provide a complete, end-to-end solution that doesn t finish once your equipment has been installed. Our review stage is a process of continual service improvement, providing reporting and guidance on maintaining value for your company. Quarterly reviews We meet with you and other key stakeholders to review the performance of our service against the objectives set at the beginning to ensure you re reaching the set goals. Print management reporting Your account manager will help you identify trends and make recommendations to eliminate unnecessary costs, reduce paper and energy usage and improve efficiency. Performance reporting We look at how your KPIs have been met and present other performance statistics in a concise way, so you can compare engineer response times, charged print volumes and more. 10

11 PRINT MANAGEMENT SOFTWARE Convenient for users, safer for organisations. Are you: Concerned about security or privacy? Needing to cut your toner and copy costs? Aiming to reduce print wastage and improve productivity? Then our Managed Print software is for you. Our tools are designed to save your organisation money, help you become more secure and compliant, and reduce your wastage. Print Security In these times of strict security regulations and GDPR, it s crucial for any organisation to be able to keep documents and data safe. Our Managed Print software helps you to manage your shared multifunctional print devices, in order to keep sensitive information safe, eliminating the risk of data and privacy breaches and helping you on your journey to becoming fully compliant with regulations. Follow Me printing Allows your users to conveniently and securely release their prints from any connected device. Reduces the risk of privacy or data breaches in a shared office environment. Ends the need for employees to travel between offices with sensitive documents. Allows, limits, stops, or tracks documents, giving you complete control. Gives users the ability to collect their prints from the most convenient device, improving productivity. 11 Poppy - PA & Office Manager

12 Secure network authentication Integrates with your existing user directory, such as Active Directory, and allows you to monitor, track, and control printer access. Uses machine learning to identify which card belongs to whom, significantly reducing administration time. Gives you the ability to grant or restrict your users access to various device functions, depending on their job role, department or other criteria. Automatically stops sensitive documents from being leaked via scan-to- or faxing. Advanced OCR security hunts and detects sensitive keywords, allowing you to manage the printing and sharing of sensitive information. Eliminating Waste and Helping the Environment Every day, your users print a significant number of documents, but not always in the most suitable way. Documents which could have been printed in black and white are printed in colour; single sheets are used when duplex printing would have been cheaper; and large print jobs are sent to expensive desktop printers, instead of print rooms or MFDs. This all happens under your nose and, sometimes, no amount of user education helps. With rules and routing, each print job can be printed in the most cost-effective and productive way. Here s how: Least-Cost Routing deploys notifications which prompt users to print to the right devices and offer the alternative, more cost-effective ways to print. Apply rules, such as black and white, duplex printing, and routing to the most suitable devices, to cut costs and improve efficiency. If required, apply strict print rules, such as manager authorisations, to avoid running up large costs. Use application-based rules to ensure s are always printed in mono, that web pages don t print on too many pages, or even to prevent printing from certain programmes. Control printing from individual programs. End excess wastage by stopping users from accidentally printing the wrong documents, leaving documents at printers, or impatiently sending a print job a second time. 7/10 ORGANISATIONS DON T KNOW WHAT THEY ARE SPENDING ON PRINT* *Source: Canon UK 12

13 Client Billing Whether you provide printing as a facility to your users, or as a service to your clients, printing has a cost that you re paying for. Our Print Management software creates an accountable print environment, where users are informed of their printer usage, making them more mindful and reducing waste. It also allows you to bill certain users, departments, accounts or clients. Keep users or departments accountable by establishing quotas and account balances a particularly important feature for schools and universities. Provide users with a monthly quota of usage, with the ability to top up, using their key cards, via a secure payment gateway, such as PayPal. Assign each printer with multiple price structures, to track user charges and internal printing costs. Bill back printing to your clients by case and matter, for any resources used, providing them with cost calculations and customised reports. Reporting and Optimisation Our reporting module gives you fact-based insight into your enterprise print environment, tracks jobs, and captures printing costs, empowering you to make better decisions and achieve optimal results. Reporting allows us to show you: Device usage across your organisation, all presented in simple, easy-to-understand charts. Any printing trends, hotspots and dead-zones which may be influencing costs, causing bottlenecks or offering poor ROI. Optimise and enhance your print environment to improve productivity and save money. How to effectively maintain and monitor your devices, in order to optimise and extend the life of your fleet. INTRODUCING MONITORING AND REPORTING TYPICALLY REDUCES VOLUMES BY 10-20%* *Source: Canon UK 13

14 10 REASONS TO CHOOSE US 1. Monthly visits Every month, your multifunctional printing devices are fully serviced by our own manufacturer-trained engineers. They will fully inspect, clean and replace any ageing parts, in order to enable your machines to run at their optimum level, maximise their uptime and extend their life. We even change feed tyres to prevent paper jams. 2. Document feeder servicing There s nothing more frustrating than unexpected jams, particularly when you re attempting a large copy or scanning job. That s why we check and fully service your document feeders during every visit, replacing and cleaning parts, if needed keeping you free of jams and frustration. 3. Meter readings and toner orders We take care of the mundane and time-consuming task of taking accurate meter readings, giving back valuable time to your staff. We also keep on top of your toner usage, re-stocking your machines when you re running low or ordering more for quick, free-of-charge delivery. 4. Machine cleaning Our specialist engineers take care to make sure your machine looks as good as it performs well, cleaning your machine from its document feeder to its feet and ensuring they are maintained with 100% certified manufacturer parts. 5. Engineer-to-machine ratios Many printing suppliers offer responsive maintenance and typically have a ratio of one engineer to every three-hundred and fifteen machines (1:315). At Systems Technology, we provide preventative maintenance and assign one engineer to every one hundred machines (1:100). 14

15 6. A risk-free service When you commit to a three, four or five-year contract with a Reactive Maintenance supplier, you re taking a chance on their service promises being true. Due to the nature of our Preventative Maintenance model, your machines will always run at their optimumal level, making working with us risk-free. 7. True preventative maintenance PM PM PM PM Not all maintenance services are created equal. Other providers may offer courtesy visits when your device needs attention, but none offer the same preventative service we work so tirelessly to achieve. By performing our 16-point check on your machines and remotely monitoring them, we re able to ensure they re always running optimally. 8. Firmware updates Our engineers check for and install the latest firmware updates at every visit, to add new features, keep your machines up to date, improve reliability and fix any problems. 9. Consistent print quality We regularly recalibrate your machines, using industry-standard test charts to provide precise colour accuracy and density. This guarantees a consistently high level of printing quality, helping your company look professional and presentable at all times. 10. Our people Our manufacturer-trained and DBS-enhanced engineers are on hand, every month, to answer any questions and guide your employees to being more efficient and productive. They take the time to get to know you, what you are trying to achieve and how we can provide innovative solutions to help solve your challenges. Our in-house team of experts ensure your devices are monitored, your calls are answered via a freephone number, and any issues are fixed before you even know about them. 15

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17 OUR ACCREDITATIONS Helping you choose between suppliers Industry accreditations are a key consideration when choosing a new supplier. Systems Technology holds three top accreditations from Canon, Ricoh and CompTIA. Systems Technology has achieved the highest level of certification from Canon and was the first UK document and print solutions company to become a certified Canon Managed Print Services partner. Their capability has been audited to Canon s standards by a well-recognised, expert third party. Ricoh s certifications focus on four key areas of customer importance: customer service delivery, using quality supplies, production print and managed document services capabilities. Systems Technology meet the highest standards in all these areas. The CompTIA Managed Print Trustmark identifies organisations that provide best-practice based managed print services, leveraging remote monitoring technology and on-premise print services. This credential is only awarded to businesses that demonstrate superior competency and dedication to quality service delivery. Systems Technology is one of only 10 elite CompTIA MPS Trustmark holders in the UK (ATOW). MANAGED PRINT TRUSTMARK 17

18 OUR PRODUCTS Designed to help you work better As a partner of Canon, Systems Technology has been endorsed for being in the top tier of suppliers able to sell, scope, install and support uniflow independently, due to having our own highly-trained experts in-house. We also regularly meet with NTWare to contribute to their product roadmap and development. This is the most popular Managed Print Software available in the UK and is widely available. Our collaborative relationship with the directors of PaperCut has allowed us to become the first UK partners to integrate Papercut with ParentPay and develop the app, which is now used in education for ipad printing. Our own staff scope, install and support this directly. Used within the legal sector prolifically, Equitrac is still viewed as the Rolls Royce of Print Management Solutions, offering clients case and matter billing and electronic court filing facilities, amongst many other benefits. We have extensive experience with this product at all levels and provide implementation services, complete with ongoing support for our clients. Print Audit is our tool of choice when carrying out our audits and surveys to capture your users' print usage, habits and information. It highlights all user data from both locally-loaded devices and network printers a failing of most other tools. We provide full management reports on your organisation, from printing to application, in order to recommend the correct equipment and solution for your business. 18

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20 Systems Technology Ltd Kent Office 41 Riverside II Sir Thomas Longley Road Rochester, Kent ME2 4DP London Office 10 Bow Lane London EC4M 9AL