Streamline Print Management and Document Capture Workflows

Organizations looking for a way to manage and secure printing on Xerox or Konica Minolta devices now have the perfect document capture solution in YSoft. From small business to enterprise, businesses can meet print governance requirements for security, mobility, sustainability and cost efficiency. 

Benefits of Document Capture Software

Reduced Costs:

Does your organization spend too much money for printing and copying? Does your company even know how much it spends? YSoft SafeQ offers many features that can help reduce costs.

• Company-wide printing policies can be enforced and allow for print tracking. When users send print jobs that don’t need to be printed (jobs that are reprinted when a mistake was discovered after the job was sent to the printer), users can delete them and only print the version they need.
• Individual printers are no longer necessary because users authenticate credentials to release
• Using the Reporting Module, conduct a comprehensive print audit to understand how much printing, scanning and copying is being done and which individuals, groups or divisions are the heaviest users.

Increased Document Security

Every company needs to print documents that may contain confidential or sensitive information. Documents left lying on the printer where everybody can see them is a security risk.

• YSoft SafeQ allows for different types of authentication such as PIN, username and password or the use company ID card to be able to access the print device. Jobs only print when the job owner authenticates at the printer, reducing the number prints exposed in the print tray. For the administrator, setting up access is as simple as replicating the company directory. The administrator can also set up device access and print, scan, copy rights.
• Workflows use end-to-end encryption to ensure that documents are securely delivered to their pre-defined destinations. Workflows can be defined so that scans are created with PDF passwords.

Improved Employee Productivity

• Many paper-based tasks are time-consuming but necessary, such as scanning and managing invoices or processing client documents. Accurate document capture and predefined automated workflows can significantly reduce time spent on these tasks and improve employee productivity. YSoft SafeQ Core and Advanced Workflows modules take the complexity out of scanning. They also provide automated digital document delivery to popular cloud or on-premise systems including file servers, Microsoft SharePoint, Dropbox Business and Dropbox Enterprise.
• Mobile Printing increases employee productivity. YSoft SafeQ supports printing from iOS and Android smartphones, laptops and tablets.
• Print Roaming – Also known as pull-printing, Print Roaming allows users to print from any print device in the organization’s network moving about the office across the hall or across the world to stay productive and access their print jobs. And, with the YSoft Universal Print Driver, IT departments (and employees) do not have to spend time with print driver issues.

YSoft SafeQ Print Management and Document Capture Modules Include:

• Print Authentication - Key component for securing printer access and identifying users’ or groups of users’ activity. 
• Rule-Based Engine - Enforces cost saving policies easily and changes user behavior. 
• Core Workflows - With Core Workflows, documents are scanned with basic processing and formatting and delivered to several types of destinations. 
• Advanced Workflows - When more sophisticated document processing and formatting is required, Advanced Workflows meets the challenge. With Advanced Workflows, robust document processing includes OCR (optical character recognition).
• Credit and Billing - With minimal administrative overhead and a rich set of features, you can account for the printing, copying, and scanning usage and accurately allocate costs by project or billing code. 
• Mobile Print - Productivity increases when employees can securely print when they want and where they want using their mobile devices. 
• Reporting - With a simple interface and a comprehensive fact-based overview you can audit your print environment easily. 
• Print Roaming^® - This module provides secure access to documents from any authorized printer in the printing environment.