Color printing is becoming a necessity in every business-so is controlling color costs and printer use while maximizing the benefits of color printing.To help you face the unique challenges that come with color printing, HP has developed color-access controls to let you choose the level of management just right for you.
Using color access control to your advantage |
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| Controlling access to color doesn't mean just limiting access. It also means monitoring how color is used and tracking its usage. There are three keys to effective, cost-efficient color-access control. |
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 Monitoring and awareness
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Your business will benefit from the ability to track, rather than strictly limit, the use of color. Monitoring color usage makes it possible to identify poor use or abuse of color printing and take corrective action. It also makes it possible to see where color may be underused based on expectations for certain departments and to make appropriate adjustments. Importantly, color-use monitoring provides ongoing trending and analysis information for smart decision-making on a variety of operational concerns-everything from where to locate color printers to when to order supplies. |
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Managing access to color
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Perhaps there are users in your business who only need black-and-white documents-copies of e-mails, for example. There may be other users' who almost always require color-such as graphics specialists responsible for creating marketing materials. Ensure the former isn't using color unnecessarily, while the latter has access to color capabilities almost exclusively. HP provides the color-access control critical to maximizing your investment in color. |
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Job tracking and billing
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A tremendous benefit to operational cost control is the ability to allocate the cost of color to a specific client, workgroup or user, and bill it back accordingly. (It is also a valuable tool for increasing awareness in departments that may not realize the cost of their color.) The ability to tie the cost of color to a specific job can greatly simplify calculations of overall job profitability and facilitate efficiencies. |
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Monitor color printing by user or application |
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| Control costs, replenish supplies and efficiently roll out color printing using HP's unique color-access control tools. |
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Understand color usage
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| Run reports by user, job and device to get a clear picture of who is printing what on which printers. See which printers are being overused or underused and if users are printing documents in color that possibly don't need it. |
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HP Easy Printer Care |
| Track usage, get low-toner alerts and access troubleshooting help. This easy-to-use software is perfect for small to mid-size businesses, ships with most new HP printers and can also be downloaded online. |
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HP Web Jetadmin |
| Remotely track color usage with the Report Generation plug-in, install and configure groups of printers, and control and manage security. This free downloadable tool is perfect for managing printing at a large company. |
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Use alerts and thresholds
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| When you know who is printing what, you can identify potential misuse and ask users or departments to reduce their color use. |
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HP Easy Printer Care |
| Review color usage on each printer on your small to medium-size network and ask users to scale back if necessary. |
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HP Web Jetadmin |
| Get proactive threshold alerts via a web page view or e-mail so you know when someone is printing more than they should. |
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Understand printing trends
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| Add color printing to your organization slowly to test how it is used. Then, use reports to plan your continued rollout while managing costs effectively. |
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HP Easy Printer Care |
| Capture the use of color printing in simple-to-read reports that make basic color printing analysis quick, easy and useful. |
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HP Web Jetadmin |
| Get detailed reports on color printing activities throughout your organization and use customizable fields to track printing by application, page count, media and more as your business requires. |
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Control who has access to color printing |
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| Easily give color to those who need it, regulate how much they print and even what kind of documents they print with HP color-access control features. |
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Control who can print in color
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Control who can copy in color
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| Not every color document needs to be copied in color, and not everyone needs color copying capabilities. Limit who has access to color copying to further reduce unnecessary use of color without restricting it altogether. |
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HP Color LaserJet 4700 MFP |
| Use the printer's embedded web server to define a PIN users must enter on the printer's control panel before they can copy in color. |
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Specify what kind of documents can be printed in color
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Bill internal departments for color printing |
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| Manage IT budgets by billing internal users for their color printing. |
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Easily track and charge for color printing
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| Departments tend to be more aware of their printing when their budget is billed for the costs. |
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Pharos Systems solutions |
| Pharos Uniprint tracks, monitors, measures, routes and optionally charges for networking printing. Pharos Blueprint sits invisibly on client computers monitoring all printing-whether local or network, online or off-line-and feeds this valuable information to a database for analysis and reporting. |
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Software Shelf |
| Software Shelf offers a variety of software tools to help you audit, analyze, restrict and set quotas for print traffic. Choose from an extensive set of tools to customize your print management solution. |
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75% of U.S. businesses surveyed* admitted... |
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| ...that they do not use network printing management tools. These companies are missing a huge savings opportunity. When it comes to managing color printing and associated costs, the right HP tools make all of the difference. |
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Gartner Group survey, September 2005. |
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