Image Gateway for Apeos. Improved Efficiency, Reduce Costs and Streamline Processes

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1 Image Gateway for Apeos Improved Efficiency, Reduce Costs and Streamline Processes

2 IGA Modules Fuji Xerox s Image Gateway for Apeos (IGA) platform is the solution that can transform your business processes and help you to manage and control the use of documents within your organisation. Developed and supported in Australia, IGA is a component based software platform for Fuji Xerox ApeosPort devices. It is a platform that is made up of a number of different modules allowing a tailored solution for your individual requirements. Rather than rely on disparate systems and multiple vendor products, IGA provides security and peace of mind with an integrated platform. The capabilities of IGA range from server based cost management, advanced scanning and faxing features, bidirectional communication into Enterprise Content Management systems and mobility solution. While these capabilities form the current offerings additional functionality can be developed to suit specific business needs. Streamline your document workflow for optimal cost efficiency Securely capture and route documents Integrate and leverage your existing infrastructure Enforce document security to meet compliance requirements Support environmental initiatives by optimising energyconsumption and reducing waste Harness and control the use of mobile devices 2 Image Gateway for Apeos

3 Cost Management (ACCRU) There is increasing pressure to reduce unnecessary costs and wastage with rising energy costs and the increasing demand for sustainable business practices. Many organisations don t realise the potentially large cost of not only MFD or printer fleet ownership, but also the printing and copying output including paper, toner and energy costs. It s not uncommon to not realise the expense until a method of control is introduced. IGAs cost management module, ACCRU, can help to reduce your printing costs and minimise wastage. Analyse the cost to print in your organisation and increase your bottom line. Control access to device functions, track print, copy, scan and fax usage, set print quotas and enable users to print from the most convenient location, including mobile and tablet devices (with Mobile for Enterprise module). With IGAs ACCRU module you can reduce print costs, optimise print volumes on all your devices and ensure each workgroup has the appropriate technology. The IGA ACCRU module brings the following features to the ApeosPort Multi-Function Devices: Secure authentication, providing a Single Sign-on that can leverage your existing authentication system, (integrate with your building security card, Active Directory) Secure release of all Print, Copy, Scan and Fax jobs Disburse and control print related costs to users, departments and cost centres Enterprise level tracking and reporting on multiple devices across different sites Reduce paper waste by only printing and releasing what is required Allocate job to specific client job numbers One single print queue to manage Easily restrict MFD functions based on authentication Submit a print job via Print a document without having a driver installed Mobile for Enterprise The Mobile for Enterprise module brings the features of IGA to your smart phone or tablet. Our approach helps to orchestrate and harness the use of mobile devices in your business, bringing them into a framework that can be secured, controlled, and governed to protect your organisation from risk, while allowing people on your team to work in their own unique style. Leverage the power of IGA directly from you mobile device. Enable printing from smart phones and tablets via a number of different methods (print queue, QR or NFC) Maintaining control and disperse costs associated with mobile printing Integrate with your Enterprise Content Management system - Upload documents and images from your mobile device to your ECM - Download documents and images from you ECM to your mobile device - Scan documents directly to your mobile device Image Gateway for Apeos 3

4 Advanced Scanning File cabinets full of paper documents can quickly overtake valuable office space and accessing these documents can be a challenge. Filing incoming physical mail electronically and electronic document distribution are basic business processes which play an important part in many organisations. So when digitally archiving documents is the solution, it must be easy to do, inexpensive to implement and maintain. Legislation and an ever-increasing focus on information privacy have led to increased demand for scanning technologies. Organisations now need to comply with internal and/or external compliance requirements where access to client/personal information is restricted or strictly controlled. IGA extends the standard MFD scanning functionality to deliver even greater capability to the ApeosPort MFD such as: Scan directly to the logged in users inbox or network home drive Support for batch scanning, including blank page recognition Extended output file formats and destinations such as Word, Excel and high compression PDF Deskew and rotate documents Split document at blank pages for text searchable document formats (PDF/DOC) Document magnification Multi Lingual OCR support (Korean, Simplified Chinese, Traditional Chinese, Japanese, French) Advanced Scanning ECM Integration Organisations need Enterprise Content Management (ECM) or Document Management systems to store, secure, retrieve, collaborate and share information. Since organisations have varying needs, Document Management Systems are designed specifically to address particular aspects of sorting and managing information. Today, customer challenges include: Increasing demand for document storage Difficulty in locating documentation A need to secure data and documentation A requirement for workflow process improvements These challenges affect many types of organisations regardless of company size it s down to the amount of data they need to process. IGA provides a direct link into Content Management systems. This promotes data integrity as well as document compliance and security. IGA ECM integration provides: Live integration to leading Enterprise Content Management systems such as - SharePoint - DocuShare - TRIM - Worksite - Technology One Consolidation of document storage and retrieval Promote data integrity and compliance requirements for document storage and access Preview and print files in many formats through the MFDs user interface. Leverage the existing functionality of your ECM (example: workflow, notifications and file versioning) 4 Image Gateway for Apeos

5 Faxing Faxing documents are still an essential part of some business processes and are found in critical functions across all industries, their management still presents a significant challenge to many organisations, particularly around cost reduction, workflow and security. Many companies deploy their fax machines as shared devices in unrestricted locations. This is often in direct contravention to privacy guidelines. Many highly sensitive documents are distributed via fax such as contracts, financial documents and patient details. The traditional fax machine placement potentially exposes documents to unintended recipients. Conversely, fax machines also provide a vehicle whereby unidentifiable individuals can distribute to external parties sensitive documents that should remain secure. IGA integrates with RightFax, one of the market leading fax solutions, as an embedded application providing: Archiving all inbound and outbound fax documents and transaction records Interconnectivity for existing or separate RightFax servers using RightFax for Apeos No requirement for individual analogue fax lines across multiple MFD s Desktop faxing capability for small to medium workgroups Saves costs by replacing the manual fax machines Personal address book selections at device UI Coversheet selection at device UI Print/ confirmation selection at device UI Delay send capabilities Desktop faxing with address book selections Image Gateway for Apeos 5

6 IGA Modules Image Gateway for Apeos (IGA) is a platform made up of a number of different modules. This allows a tailored solution to meet individual requirements. IGA s modules include: 6 Image Gateway for Apeos Cost Management (ACCRU) Advanced Scanning ECM Integration Mobile for Enterprise SIMEGY Rules and Routing Fax Module

7 SIMEGY In keeping with our drive to innovate and our commitment to sustainability, Fuji Xerox has developed SIMEGY, predictive energy optimisation technology. SIMEGY allows Fuji Xerox devices to learn your organisation s print use patterns and adapt power usage to suit the unique peaks and flows of your copying, scanning and printing needs. Powering up your MFDs in high use times and reverting to sleep modes in those quite times. As well as having the ability to learn about the MFDs usage, SIMEGY produces detailed data that will help you and FXA work together to continue to reduce power usage. Rules and Routing IGA s Rules and Routing module allows you to define what kind of documents can be printed by who, when they can be printed, and to which device or devices. Minimise the risk of after hours data theft from within your organisation by preventing printing after a certain time of day, or ensure compliance to your organisation s sustainability policy by setting controls on print volumes at a user or departmental level. Dynamic rules can: Route print jobs from more expensive desktop or workgroup devices to your departmental MFD or Print Room Automatically convert colour print jobs to monochrome Encourage sustainable print practices by enforcing duplex print to reduce paper consumption Route large print jobs to your Print Room for professional finishing Purge inactive print jobs to reduce waste (when used with My Prints) Receive notification that a rule has changed your job via a Pop-Up or Enterprise Reporting IGA provides a web based reporting engine; this allows reports to be run from virtually any computer that has access and permission to do so. Reports can be generated on demand or scheduled to run and delivered via at a specific time. Some of the standard reports IGA offers include: User Report Account Report Device Transaction Report Device Usage Report Rules & Routing Report Waste Savings Report Image Gateway for Apeos 7

8 For more information or detailed product specifications, call or visit us at Fuji Xerox Australia 101 Waterloo Road, Macquarie Park NSW 2113 Tel. (02) Fax. (02) w w w. f u j i x e r o x. c o m. a u XEROX, and the sphere of connectivity design are trademarks or registered trademarks of Xerox Corporation. in the U.S. and/or other countries. ApeosPort is a trademark or registered trademark of Fuji Xerox Co., Ltd. Other trademarks are the property of their respective owners. May 2013