Ricoh Process Efficiency Index
1.0 Introduction to the Ricoh Process Efficiency Index
This independent study was conducted by Coleman Parkes Research and commissioned by Ricoh Europe PLC. It provides European CIOs with a fresh insight into business critical document processes. It identifies the areas for improvement and the economic return that those improvements could deliver, particularly in light of the challenges facing the future workplace, including changing demographics, an increased emphasis on sustainability, globalisation and new technology.
The Baby Boom generation is leaving the workforce by 2025 and taking valuable knowledge with them. At the same time the Millennial’s are joining with new ways of working and as mobile work accelerates, it increases the need for organisations to manage the way information is accessed remotely.
It is therefore, paramount that business critical information is captured and easily accessed to ensure European businesses can retain their knowledge and competitive edge. In fact the European Union is also committed to supporting businesses to manage information more effectively into the future with its Digital Agenda. It is seeking to identify the challenges that lie ahead for businesses in effectively managing critical information into the future. This study further unveils some of those challenges.
The Ricoh Process Efficiency Index is an evolution of the Ricoh Document Governance Index, which identified how European organisations controlled and managed documents with regards to cost, sustainability and security. Instead it looks deeper into organisations to understand the specific impacts of processing business critical documents.
Ricoh EWS Security eWriter Solution Layered Defense
Introduction
While paper has many disadvantages compared to the digital world, it has remarkable security.
It is not at all easy to break into a physical office, search for the correct paper document, and escape without being detected. In the electronic realm, break-ins are far easier. As a result, Ricoh EWS has thoroughly thought through this concern and developed a multi-layer security system that makes the security of your eWriter Solution records “best in class”.
One of the most widely accepted ideas in information security is the notion of “layered defense.” By including many defensive layers, the system encourages an attacker to move on to more vulnerable targets.
Ricoh’s eWriter Solution is designed to secure valuable documents like signed agreements, private records, and contracts from even sophisticated attackers.
Ricoh EWS combines several defensive layers to make the eWriter Solution remarkably secure:
- Hardware encryption and security
- Secure protocols and strong encryption
- Strong limits on software installation
- Tight limits on how and when its devices are vulnerable
- After-the-fact verification
Defensive Measures
Security professionals know that when it comes to security, “the devil is in the details.” Our attention to these details sets them apart from any competing solutions, providing the ease of use of paper with truly high security. Let’s examine each of the layers in more detail.
Ricoh EWS Data Safety eWriter Solution Document Retention
Introduction
Data safety is an ongoing concern of any organization.
Paper forms an important and often under-appreciated component of any organization’s data retention system. Paper is durable, and hard to accidentally delete in bulk. Even disasters like fire or flooding can be mitigated by appropriate paper storage techniques, making paper the “ultimate backup” in case of digital systems failure in many companies.
The eWriter Solution is designed to ensure the safety of valuable digital documents like contracts and orders, even in the face of unlikely disasters.
Ricoh EWS combines:
-Redundant storage
-Geographic isolation
-Timely and automatic backup
-Disposal policies
-Data integrity verification
This provides you with storage that is as safe as paper, but with much lower costs to implement.
Safety Measures
When considering how eWriter records would be stored, Ricoh EWS began by asking “what makes paper safe?”. We quickly found that the natural ability of paper to make multiple copies was a key element. Making multiple copies was easy to understand, easy to do and effective for even untrained employees. Therefore in the digital realm, getting redundancy right, without adding needless cost and introducing new vulnerabilities, has been the focus of our efforts and one core of its new services.
Ricoh Network Security White Paper
Introduction
This document describes potential network threats and recommended precautions for them.
The products have built-in network services for providing a variety of features for wired and wireless network clients, such as network scanning, printing or faxing, and also client services for accessing network servers running outside the products, such as an LDAP server, Netware server, or Mail server.
This document focuses on how-to protect against potential threats from external attacks. As the products are designed for use inside an Intranet where network clients and servers are protected by firewalls, the products rely on the Intranet’s security policy, like the security provided by other network servers and clients. However, some customers require more strict security levels for network devices, because potential threats from inside the firewalls are increasing, and some configurations even use a secure connection to the Internet as a part of the Intranet.
To satisfy these demands, the products are all evaluated by security scanning applications during development, and also are checked for known vulnerability issues reported by Internet security organizations, such as CERT Coordination Center (CERT/CC : HTTP://www.cert.org/ ). Whenever we find security vulnerabilities in the products, we provide appropriate countermeasures.
Port Based Network Services and Potential Security Issues
Some MFP/LP services allow write access from network clients. Because of this, some customers may feel that the products are not secure. In fact, the products are secure and provide security measures against potential threats to specific services, but some of these measures can make the services unavailable. For example, disabling the LPD port will make the products unavailable to LPR clients.
An Overview of the Issues, Concepts, and Solutions to Secure Today’s Digital Document Workflow
The purpose of this white paper is to provide guidance on the fundamental issues and concepts of information security, as well as present solutions designed to protect information assets. While this paper is general in nature, those tasked with management of Information Technology (IT) security will gain a better understanding of how to identify and address vulnerabilities that threaten information security. While the type of information that is at risk,
and the document workflow itself, are unique to every organization, there is one constant, the need to secure each layer – from document creation through distribution and output.
Central to the document workflow is the network infrastructure and the connected digital office systems – copiers, printers, scanners, facsimile systems, and multifunctional products (MFPs) – that facilitate the generation and sharing of both digital files and paper documents. Today’s sophisticated digital office systems play a vital role in that process.
Having transformed the office landscape, digital technology brings with it new challenges. Specifically, how do you address inherent vulnerabilities that network-connected devices pose? First, assess the vulnerabilities and threats, establish security objectives, and then take appropriate countermeasures. Doing so will mitigate the risk of potentially serious security breaches, and at the same time assist you in meeting strict security compliance requirements.
Whether your organization is comprised of 10 or 10,000 employees, information security should be a top priority. Once that commitment is made, steps can be taken to prevent your business interests from being undermined by inside or outside forces. This is called “risk management,” the principle that assets should be protected through the adoption of appropriate safeguards.
Ricoh Named as Leader in Analyst Firm’s Magic Quadrant for Multifunction Products and Printers
West Caldwell, NJ, August 23, 2010 — Ricoh Americas Corporation, a leading provider of digital office equipment and advanced document management solutions and services, today announced that Gartner placed Ricoh as a Leader in its Magic Quadrant for multifunction products (MFPs) and printers worldwide.(1) Gartner's Magic Quadrant serves as a guide for midsize to large organizations to identify and evaluate technology providers that can match their global footprint, become their partners in helping them reduce costs and gain control of their printer fleets and help them reduce the environmental impact of the organization's print environment.
According to Gartner, “Leaders are the most capable in providing MFPs (including SMFPs), printers and the associated printing solutions and services, regardless of customer location. Providers in the Leaders quadrant offer the most extensive product portfolio relative to their peers, and they have the broad channel capability to deliver the products to customers where they want to procure them. Thus, Leaders hold consistently high market share worldwide and are capable of delivering consistent service levels in the regions where Gartner customers are located. Leaders tend to have the deepest global capability and the inventiveness and resources, skills and vision to deliver superior levels of support to existing and future customers globally. Leaders have a proven track record of channeling R&D initiatives into products and solutions that customers need.”
“We believe Ricoh’s recognition by Gartner as a Leader in the 2010 MFP Magic Quadrant further demonstrates the strength of our hardware, software and services offerings, along with our ability to work to meet our customers’ needs no matter where they are located throughout the globe,” said Shun Sato, Senior Vice President, Marketing, Ricoh Americas Corporation. “A key component of Gartner’s evaluation includes direct feedback from interviews with customers, making this acknowledgment even more meaningful.”
Ricoh Removes Roadblock to Help Insurance Provider Go Digital
Document Management Challenges
• High-cost, low-speed analog copier fleet
• 400 printers sitting dormant in warehouse
• Aging fleet of analog equipment and poor service
from current hardware provider
This insurance company employs more than 18,000 people and works with a nationwide network of agents to serve more than 15 million customers. As the largest subsidiary of a multinational insurance powerhouse, it was encouraged to join a global procurement initiative that would consolidate sourcing and share providers to achieve better cost savings. Ricoh was chosen as the single provider.
The insurance company, however, was not eager to upgrade its existing fleet of analog copiers, and wanted instead to extend the current agreement one year. They believed an upgrade would increase their copying costs.Ricoh also discovered that the company had a backlog of printers originally purchased for resale to agents. These AS/400 “designed” laser printers weren’t selling because agents anticipated a move to Webbased printing applications. Plus, the printers had been sitting in the warehouse for almost a year, and they were quickly becoming outdated. To make matters worse, the company’s former document equipment supplier had no interest in relieving it of the backlog.
Accountants assumed the printers would be a significant loss. But they didn’t anticipate the creativity of Ricoh’s commitment to customer satisfaction. When Ricoh sales representatives visited the insurance company to discuss the new procurement strategy, they offered to buy the backlogged printers at cost, so the company would lose no money and be free to work with a new vendor. Next, Ricoh guided the company through a digital transition that ushered in higher productivity and lower document management costs.
Ricoh Commits to MPS Industry Development with Platinum Sponsorship of Asia Pacific MPS Conference
Lexington, KY – August 17, 2010 – Photizo Group announces that industry leader Ricoh has signed on as a Platinum Sponsor of the Asia Pacific MPS Conference. Through its Managed Document Services, Ricoh helps customers increase productivity and profitability through continuous improvement of process optimization and document management. As a Platinum Sponsor, Ricoh acknowledges its deep commitment to the international scope of the managed print services market and to the needs of customers and providers in Asia Pacific.
“The Conferences and Ricoh are on common ground on terms of providing a personal approach, ensuring reliable global execution and focus on the end user. Ricoh continuously seeks efficient ways to generate customer value and serve customers to the highest quality standards. We believe the Conference reflects these guidelines, and our sponsorship is a logical step in our commitment to the MPS market,” said Nobuaki Majima, Managing Director of Ricoh Asia Pacific.
“I am excited to have Ricoh -- a leader in the managed print services market -- as a Platinum Sponsor. Their high-level participation is a valuable endorsement for this conference,” said Ed Crowley, Photizo Group Founder and CEO.
Ricoh Helps Global Energy Company Reach a Higher Standard of Document Management
Document Management Challenges
• No global standardization
• Single-function devices
• No enterprise-wide scanning
As a member of the Fortune Global 500, this international, integrated energy company serves customers in nearly 50 countries around the world. When executives took a close at its global document management network, however, they discovered output inefficiencies that compromised productivity and cost the company millions of dollars.
The company’s fleet had grown to 5,500 printers and 1,700 copiers deployed at offices throughout the world. Its multifunction devices offered scanning with no enterprise-wide delivery capabilities. Plus, it required many time-consuming steps for the user.
As the company grew, especially internationally, fleet management became more difficult. Device management was centralized, but multiple geographic contracts complicated the procurement, service, and maintenance processes. As a result, the company decided to standardize its output device fleet and streamline document workflow for its employees.
The company sought a document management vendor that offered international distribution, superior service, and the latest technology advances. Ricoh was one of two finalists. After multiple visits with top executives at the Atlanta Technology Center to solidify IT relationships, the company chose Ricoh to implement a document management strategy for its offices worldwide.
Ricoh Introduces Hotspot Multifunction Printers
West Caldwell, NJ, August 12, 2010 — Ricoh Americas Corporation, a leading provider of digital office equipment and advanced document management solutions and services, today announced the launch of Ricoh HotSpot technology for Ricoh Multifunction Printers (MFPs). Ricoh HotSpot MFPs offer mobile users the added convenience of printing remotely, making HotSpot a viable solution for business travelers, sales reps, educational facilities, medical offices and others who require access to important files while on the go. Providing a hard-copy output solution for laptops, handheld devices and Web- enabled smartphones, HotSpot MFPs enable users to print securely across the Internet, without the need for a device-specific driver or special software. Mobile printing solutions for the Ricoh HotSpot MFPs are powered by PrinterOn®.
Ricoh HotSpot MFPs offer users fast and convenient printing options, all in a secure environment. By sending documents, Web pages and emails to a remote server, the data is converted into a printable file for the HotSpot MFP and is transmitted to the device. A secure release code is then sent to the user who enters the code at the MFP LCD panel when ready to print.
“Launching the HotSpot feature for the MFP is a critical step as Ricoh expands its mobile printing offering,” said Matt Sakauchi, Vice President, Office Printer Business Group, Ricoh Americas Corporation. “Offering a secure, web-connected option that allows users to print from their smartphones to any Ricoh HotSpot enabled device, gives Ricoh customers a competitive advantage to better conducting their business quickly and efficiently in an ever-changing marketplace.”
