Document Management: Simplified!
Since 2002, Lanier has offered additional enhanced MFP and printer security options and features. Below is an overview of the options available to customers who identify concerns related to MFP hard drive security during the service life and/or at the time of return:
Data Overwrite Security System (DOSS) Option
To provide enhanced security for our MFPs and printers, we offer the Data Overwrite Security System (DOSS) for our Lanier MFP and printer products. DOSS overwrites the sector of the hard drive used for data processing after the completion of each job. During the overwrite process, the data is destroyed to prevent recovery. DOSS also offers the option of overwriting the entire hard drive up to eight times. This feature may be used at the end of the lease or if the MFP or printer is moved to another department. Overwriting the entire hard drive takes a few hours. DOSSmay be added during or after the initial sale.
To verify that DOSS functions appropriately and securely, Ricoh has obtained DOSS ISO 15408 certification for many versions. This certification provides independent third party verification of DOSS operations. ISO 15408 certification is accredited by the U.S. Government and may be used as a proof source for information security plans. Currently, Ricoh has ISO 15408 Certification to an Evaluation Assurance Level (EAL) of 3 for the following DOSS versions:
• DOSS Type C
• DOSS Type D
• DOSS Type F
• DOSS Type I
• DOSS Type H
Hard Drive Encryption Option
The Hard Drive Encryption Option provides security for information that needs to be stored on the MFP or printer and reused again. Examples of information that may need to be stored for reuse include administrator and user passwords and address books. The Hard Drive Encryption Option differs from DOSS in that the information encrypted is not destroyed, but locked up so only authorized users may access the information. DOSS destroys data so it cannot be reused. The Hard Drive Encryption Option and DOSS may be used in conjunction and will not interfere with MFP or printer operation.
Network Security Features
ImageQuest offers a wide range of network security features such as user authentication, network communication encryption and the ability to close unused network ports. These features are used to secure Lanier devices on customer networks.
Additional detailed information regarding our Lanier security offerings is available on http://ricoh-usa.com/products/security.
In addition, we have developed internal protocols for handling off-lease or trade-in devices. Every Ricoh-manufactured device that comes back into our warehouse - either for resale, or destruction - has the hard drive wiped clean. Devices that will be resold have the hard drive reformatted to factory default specifications. Devices that will be destroyed have the hard drive removed and shredded separately. We receive a Certificate of Destruction for those hard drives and can provide those certificates to our customers upon advance request.
If you have specific questions about our policies and procedures, or solutions to enhance your document security, please contact us at security@myimagequest.com.
Product Suite
Our simple Scan and Distribute solution lets your organization turn paper documents into electronic documents simply and easily. You can scan directly to email, scan to local and/or networked folders, scan to an FTP site, or scan into your existing enterprise business system. Our turnkey solution can turn your Multifunctional product into a "document portal" which will transform paper-intensive information and processes into efficient digital workflows.
This is the easiest way to get your organization started down the "paperless" path
You probably already know that you need to look at a document management strategy. A "paperless" solution can save you, your employees and your customers time, headaches, and money - not to mention the positive impact on the environment. What you DON'T know is where to start. There are literally hundreds of solutions to choose from. Many providers expect you to convert your entire business to an electronic system at one time. That is not a realistic scenario for most businesses.
At ImageQuest we help you choose a department (like HR or Accounts Payable) or business process (like Vendor Payables or Employee On-boarding) that is document intensive, and we implement a document management solution for that specific process. We call this Departmental Document Management. After we successfully implement a "paperless" solution in one area of your business we can help you expand it to other areas where our system can help you be more efficient.
 DocumentMall TM lets you store, retrieve, manage and share documents and files using the Internet. Because DocumentMall is an on-demand solution (or software-as-a-service), there is no equipment or software to buy and setup requires little or no IT involvement.
ABOUT DOCUMENTMALL
· NEW capabilities in version 9.1 make it even easier to import, store and manage documents in DocumentMall, retrieve them when needed; and truly collaborate with others using the Internet.
· Secure, online document repository is instantly accessible from any location using a web browser and a computer
· Cost-effective, low-risk method of electronic document conversion, storage, and distribution
· Watch a demo now - DocumentMall Demo
MAJOR APPLICATIONS
· Document Archiving - store and retrieve scanned paper documents
· Document Management - organize documents by type, use indexing and full text search
· Document Distribution - simple, secure way to share documents using the Internet
· Document Collaboration - work on documents together, mark-up and edit versions
· Provides off-site electronic document storage useful for disaster readiness, compliance and archiving
BENEFITS
· Improve business processes involving paper and electronic documents
· Reduce the expense and inefficiencies as well as risk associated with storing and retrieving paper documents from filing cabinets
· Eliminate the time and expense to copy, package and ship documents overnight
· Provide immediate access to accurate and consistent information through a centralized distribution point
· Improve security by controlling and tracking access to documents containing intellectual property, customer and employee data
USING DOCUMENTMALL
· Download documents whenever you need them by logging into your secure DocumentMall account
· Documents and files stored on DocumentMall can be accessed by anyone you authorize, including customers, vendors, work-group teams
· Drag & drop electronic documents and files to DocumentMall from your computer
· Scan and upload paper documents using a variety of scanning options including using compatible MFPs
· Automatic optical character recognition (OCR) enables full text search of information in scanned paper documents
· Email files from DocumentMall to others or send links to download (no attachments)
· Auditing capabilities produce detailed records (audit trail) on each document as well as the entire account
· Find documents quickly using DocumentMall's search capabilities
IMPLEMENTING THIS SOLUTION
· Software as a Service - no hardware to buy or servers to maintain, simple to get started, easy to use and support
· Developed on the EMC Documentum Enterprise Content Management Platform (128-bit SSL)
· Only solution to deliver integrated MFP internet browser for secure upload of scanned documents over the internet
· Integrates with 3rd party document capture solutions
· Scanner and Internet Fax compatibility
· Professional consulting services, DocumentMall account setup and outsourced document services (such as high-volume scanning) are available
 "ImageQuest helped implement the number one improvement in our business systems last year. It helped us to become more efficient in our record keeping and daily operations. We are extremely pleased with the ease of use and the support we receive. We looked at several options and found that ImageQuest was way ahead of the other vendors." - Mike Ross, President and COO, First Call Ambulance Service
Why is Simplifind a good fit for Healthcare? The healthcare industry is currently faced with the challenge of meeting government security and privacy compliance regulations (HIPAA) and providing superior customer-patient service while still remaining profitable. This increasingly demanding situation is forcing healthcare organizations to look for open, scalable and flexible document management solutions that enable them to lower operating costs, improve security, obtain real-time access to eligibility, enrollment and claim status information, and increase efficiency by managing records according to enforced standards. Improves HIPAA Compliance - Ensures the integrity and confidentiality of personal patient information
- Establishes and enforces P&P (policies and procedures) that control and limit the disclosure of protected information (PHI)
Reduces Cost
- Saves money on paper and storage space
- Reduces the time and costs associated with important administrative functions
- Avoids costly fines or penalties for non-compliance with HIPAA regulations
Streamlines Business Processes
- Reduces turnaround time for secondary claims submission through enhanced workflow and imaging
- Sends automated alerts when deadlines are exceeded to speed up posting times for charges and payments
- Makes every patient's insurance, driver's license and remittance advice information accessible from the desktop for immediate, simultaneous, but secure access
Increases Productivity
- Automates scheduling and patient registration to reduce manual processes and increase accuracy
Improves Patient Care and Safety
- Provides doctors with instantaneous access to accurate patient data, especially in emergency cases
- Gives documents the ability to monitor the treatment of a patient and compare it with similar cases
Applying Simplifind in the Healthcare Environment Billing - Streamlines the billing process and revenue cycle
- Decreases the time it normally takes to perform manual exception processes (such as managing denials and secondary billing) with business process management tools provided by workflow technology
Patient Information
- Creates electronic patient folders and enters all demographic and insurance information that is customarily gathered from a patient face sheet
- Scans documents such as insurance cards, driver license and consent forms and include them in the patient's electronic folder instantly
- Captures every addition to patients' medical records and adds them to their existing file
Medical Records
- Minimizes the creation of patient records and eliminates the duplication of charts by scanning medical records
- Uses workflows to flag incomplete charts before they get to the coding stage, as well as provides a level of productivity reporting not typically possible with manual processes
Accounts Payable
- Enables Accounts Payable departments to capture, access and manage all purchase-related documents (POs, vendor invoices, etc.).
- Makes invoices and supporting documents immediately available
- Routes vendor invoices through the approval process, significantly reducing the invoice processing time
- Helps manage exceptions and alleviate bottlenecks
Human Resources
- Streamlines the hiring process by automatically capturing and routing applicant information (i.e. resumes, references, clearances, etc.) through the review process
- Provides fast, accurate multi-user search and retrieval
- Streamlines the employee evaluation process by providing instant access to certifications, position changes, etc.
- Consolidates all employee information and paperwork
Customer Service
- Improves patient and employee satisfaction
- Gives patient service employees immediate access to EOBs to resolve patient questions why the patient is on the phone
Why is Simplifind a good fit for Education? All schools, whether private or public, have traditionally used paper-centric processes. The right document management system can help streamline processes, making information available school and district wide, dramatically improving overall efficiency and saving money, thus freeing up resources that can be used elsewhere.
Simplifind is a complete, intuitive, user-friendly software solution for the diverse needs that every educational institution faces - from student records to enhancing complex business processes. While improving the handling of documents, Simplifind saves money, reduces storage space requirements, and speeds up administrative functions while assuring that all confidential student, faculty and staff information is safeguarded, thereby complying with federal and state regulations such as FERPA, No Child Left Behind, HIPAA, etc. Simplifind Document Management software is designed to be easily and quickly installed, and immediately used with minimum training. Improves Organizational Efficiency - Controls and shares information among departments, students and parents (such as student transcripts and evaluations)
- Aids in complying with Federal/State regulations such as FERPA, ESEA's "No Child Left Behind," HIPPA, etc. by safeguarding confidential student information.
- Provides instant document access for authorized users
- Consolidates different sources of data
- Provides real-time updates between many different sources
Improves Document Control and Security- Meets document retention requirements
- Eliminates the loss of documents
- Manages user access to information
Reduces Costs- Minimizes time spent filing, refiling, accessing documents, and entering data
- Reduces storage space and cost - converting it into much-needed functional space
- Reduces time and costs associated with important administrative functions
Simplifind in the K-12 Education Environment Student Information - Locates student records instantly
- Links all paper-based documents, such as IEP, Special Education, excuses, and immunization records seamlessly to all of the district's electronic files
- Provides timely and accurate information to students
- Protects critical documents such as transcripts and grade reports
Simplifind enables administrators, counselors and teachers to instantly access student transcripts, test scores, emergency medical forms, field trip permission slips and other student-related documents Simplifind interfaces with school district's line-of-business systems providing instant access to student records without leaving student information systems. For example, a school counselor can click on a student's name in their student information system and retrieve all relevant records stored in Simplifind that are associated with that student, such as grade reports and emergency medical forms. Simplifind can create electronic forms, automatically populating them with data from one or multiple databases. Simplifind can then route them to different departments and, as new data is entered, update the corresponding databases in real-time (via database synchronizations, SQL queries, OLE interfaces or API integration) Simplifind's robust architecture provides the granular level of security needed to control student records access. Simplifind's security can be applied at the user level, ensuring that only those with appropriate permissions can view documents, processes are followed exactly as they are designed, and records are managed in compliance with HIPAA and FERPA regulations. Special Education - Immediate, easy access and storage of special education student records
- Repurpose storage space for more productive tasks
- Comply with retention requirements by automatically purging expired documents
Simplifind enables special education departments to electronically index and store student records [Individual Education Plans (IEP), psychological and IQ tests, baseline assessments, standardized test scores and other assessments] for easy access and retrieval. Additionally, Simplifind can automatically purge documents from the system in compliance with retention requirements. Grants - Locates applications in a more organized fashion
- Improves efficiency using online delivery for approval
- Automates timeline tracking and provides instant access to application status
- Keeps initiators, supervisors, and grant coordinators informed with built-in notifications
- Automates timeline tracking for application approvals
- Provides instant access to status of applications
Financial Aid- Manages all the paperwork submitted with each application throughout the approval process
Business Office- Enables Accounts Payable to capture, access and manage all purchase-related documents electronically - matching invoices with POs and routing PO requests and vendor invoices through the approval process
- Reduces invoice processing time and minimizes processing costs
- Makes invoices and supporting documentation available immediately, reducing search time
- Stores the volumes of paper documents submitted with bids in an easy to search, retrieve, and manage format
- Improves exception handling by alleviating bottlenecks and routing invoices through the proper pre-defined processes
- Improves credit ratings and lowers overall cost of credit
- Tracks payables and speeds up payments to vendors
- Streamlines purchase requisition submission
Human Resources- Streamlines hiring process by automatically capturing and routing applicant information (i.e. resumes, references, etc.) through the review process
- Consolidates all employee information and paperwork (scanned documents, transcripts, MS Office files, virtual certificates, medical records, PDF Files, etc.)
- Streamlines the teacher evaluation process by providing instant access to certifications, position changes, and past evaluations
- Provides fast, accurate multi-user search and retrieval
Why is Simplifind a good fit for Manufacturing? In today's market, manufacturers are faced with ongoing economic and competitive challenges including reduced margins, shrinking engineering cycles, changing customer expectations, stiff competition, mounting regulations and complex or geographically distributed supply chains. In response to these pressures, manufacturers are looking to adopt new technology-based solutions such as Document Management to assist in managing the challenges in every facet of organization from production, distribution, supply chain management, and delivery to Accounts Payable, Accounts Receivable, and customer service. Reduces Costs
- Reduces costs associated with paper-based operations
- Reduces costs of paper storage
- Reduces time and cost associated with important administrative functions
Increases Productivity
- Enables users to access and share relevant information instantaneously
- Reduces time to market
- Leverages ERP and/or existent Line of Business applications
Improves Document Control and Security
- Meets document retention requirements
- Eliminates the loss of documents
- Manages user access to documents throughout the enterprise
Streamlines Operations
- Automates and simplifies key operations such as order fulfillment, Accounts Payable and Receivable functions and Customer Service
Compliance/Regulatory Certification Assistance - Achieves complete document control with audit trails, version control, and document and user security
- Improves management of ISO, QS or TQM documentation
- Achieves and maintains compliance with industry and regulatory initiatives (Sarbanes-Oxley, 21 CRF 11, OSHA, MSDS, etc.)
Applying Simplifind in the Manufacturing Environment Accounts Payable - Enables Accounts Payable to capture, access and manage all purchase-related documents electronically - matching invoices with POs and routing PO requests and vendor invoices through the approval process
- Reduces invoice processing time and minimizes costs
- Reduces search time by making invoices, etc. immediately available
- Helps manage exceptions and alleviate bottlenecks
Accounts Receivable
- Reduces Day Sales Outstanding by shortening the collection, clearing and processing cycles
- Tracks the review of partial payments through workflow
- Automatically faxes and/or emails overdue invoices
- Links POs to invoices
Product Development and Engineering
- Enables engineers to initiate, track, monitor and route processes from one state to the next automatically, while project status information is stored for instant retrieval
- Supports multiple formats
- Provides Check-in/Check-out functions for working with files
- Provides version control and history functions to track changes and review historical data
- Provides role-based access control
- Manages file components (e.g. paragraphs of text, blocks in a BOM)
Fabrication
- Faster order processing
- Improves coordination with the ordering or specification process
- Prevents fabrication specifications, notes, or verbal instructions from being lost, misplaced or misunderstood
- Reduces fabrication errors by keeping all specifications together
- Provides coordination with order entry, shipping and receiving
- Documents fabrication orders for future reference
- Helps automate inventory and supply chain processes
Shipping & Receiving
- Eliminates manual handling of paperwork
- Automates all shipping-related documentation
- Eliminates communication errors
- Tracks partial shipments
- Coordinates with Accounts Payable and Accounts Receivable
Human Resources
- Streamlines hiring processes by automatically capturing and routing applicant information
- Provides fast, accurate multi-user search and retrieval
- Consolidates all employee information and paperwork
- Streamlines the employee evaluation process
Customer Service
- Improves service through faster response to internal customers and vendor inquiries
- Provides easier access to customer information, documents for order processing and resolution handling
 Reform PDC is a comprehensive document capture and output solution that accepts print stream data from any operating system or application, formats the information and provides automated distribution to printers, fax, email and archive systems without manual intervention.
ABOUT REFORM PDC
· In addition to the core capabilities of Reform PDC, an extensive selection of plug-in options allow for modular configurations that can improve workflows and reduce costs in a wide range of environments
· Optional capabilities include document scanning and routing, automation of document approval processes and integration of signed documents and digital images
MAJOR APPLICATIONS
· Output of professional looking forms using variable data from host systems
· Capture and distribution of print streams and scanned paper documents
· Manage signature processes
· Automate document approval chains
BENEFITS
· Automated form creation process saves time and reduces costs
· Cost savings on host printing supplies and equipment
· Speed exchange of information by selecting distribution of documents when printing
· Ability to track paper-work that has been written on or signed
· Speed up and reduce errors in document approval processes
USING REFORM PDC
· WYSIWYG form designer lets you enhance and customize the appearance of forms
· Users printing from desktop applications can use the Reform PDC print driver to simultaneously direct output to printers, fax, email and archive systems in one step
· Print to any printer or MFP with all the desired finishing options (bin/tray selections, collating, stapling, duplexing, etc.)
· Scan documents at the MFP and route PDF files to multiple destinations
· Documents are automatically faxed, emailed or indexed for archiving using information in the print stream or that was entered using the MFP interface or print driver screen
· Pages requiring signature can be tagged with a trackable barcode for association with other documents and proper routing
· Establish an automated approval chain for workflows requiring multiple people to approve documents
IMPLEMENTING THIS SOLUTION
· Reform PDC is a modular solution providing forms creation and print output from host systems and other applications as its foundation
· The key optional components of Reform PDC include: MOST (MFP scanning), Tag Doc (trackable barcode tagging), DAC (document approval process management), Snap Doc (digital camera workflow integration) and plug-ins for email, fax and archive systems
· Appearance of the scanning interface on the MFP and presented options can be customized to the needs of an organization's workflow
· MFP login verification and 512 bit encryption for high security
· Easy installation to multiple MFPs with mass-deployment tool
· MFP status and activity logs (documents tracked as they are scanned to ensure delivery)
· Administration capabilities to control and regulate document approval chains
 Smart Accounting software allows you to monitor all print, copy, scan and fax activity for devices and associate costs for tracking and charge-backs. This comprehensive solution allows you to understand and manage document output costs to reduce your Total Cost of Ownership.
ABOUT SMART ACCOUNTING
· Tracks Activity by User - Access to MFP features requires a pre-assigned user code, which accurately tracks all activity for future reporting.
· Creates Detailed Reports - Administrative and end-user reports provide detailed information on all activity and allows costs to be associated for tracking or user bill-back purposes
· Provides Advanced Tracking - Smart Accounting supports tracking of not only printing and copying but also can accurately track all scanning and outbound faxing activity for advanced reporting.
MAJOR APPLICATIONS
· Targeted towards small to mid-size business looking to control and save on document output costs
· Facilitates charge-backs for document output, which is critical in environments such as Real Estate
BENEFITS
· Cost effective accounting solution for output tracking and charge-backs
· Automates the process of allocating costs back to end users or departments for document output
· Allows you a controlled way to offer color output while accurately tracking individual usage
USING SMART ACCOUNTING
· User codes and device privileges (such as color printing and copying) are assigned via the Smart Device Monitor for Admin application.
· All print activity as well as walk-up copying, scanning and faxing is tracked via the user code
· Detailed pricing assignments are created and associated to user's activity prior to report generation
· Multiple pricing tiers can be created allowing for advanced reporting
· Detailed reports included Administrative, End-User and Departmental summaries
· Reports can be printed or exported to XLS for future reference
IMPLEMENTING THIS SOLUTION
· Installs on an administrative computer, eliminating the need for an accounting server on the network
· Print tracking is supported by standard print drivers or can be used with customized pop-up drivers for shared PC environments
· Report export is available in XLS format for importation into other accounting software solutions
Enhanced Locked Print lets you capture all the benefits of shared, centralized MFPs without compromising document security. Users store, release and manage confidential documents with the security of user ID and password authorization. Because Enhanced Locked Print is built-in, with no extra hardware or software to deal with, it's a fast and simple solution for protecting your organization's confidential and proprietary data.
ABOUT ENHANCED LOCKED PRINT
· Enhanced Locked Print is a cost-effective solution for storing, releasing and managing your confidential document output
· Lets you reduce operating costs, using a centralized printing strategy, without having to sacrifice security
· With the FlexRelease option enabled, print jobs securely stored on one MFP can be accessed and released from another MFP on the network without the need for external hardware or software
· An optional card reader offers additional ease of use for environments using existing proximity card systems by providing the automated release of print jobs stored on the MFP
GENERAL FEATURES
· Enhanced Locked Print strengthens document security when printing; it's easy plus cost-effective.
MAJOR APPLICATIONS
· Document security in a shared printing environment
BENEFITS
· Users can safely send documents to printers where they are securely held until released by the authorized user
· Documents cannot be picked up at the printer by another user - protecting information confidentiality
· Documents stored at the printer are encrypted (information cannot be compromised if hard drive is stolen)
· Provides the benefits of centralized output devices - increased functionality plus reduced printing, maintenance and ownership costs, without compromising document security
· Jobs stored on the printing device are retained even when the device is powered off
USING ENHANCED LOCKED PRINT
· User simply selects "Print" from their PC and sets the job to "Locked Print"
· User enters username and 4-digit pass-code (username and pass-code can be stored for automated entry)
· After arriving at the shared Multifunctional printing device, user enters username and pass-code to see all jobs
· Selected jobs are printed
IMPLEMENTING THIS SOLUTION
· Enhanced Locked Print is installed to the Multifunctional printing device either via embedded firmware (SD Card) or remotely via Web Interface
· No additional hardware or software minimizes deployment costs
· Administrators and users can configure Enhanced Locked Print through a simple web browser-based interface
 The Card Authentication Package improves security while making it easier and faster for users to authenticate and access networked Multifunction Products (MFPs). Issued cards can manage user privileges, such as restricting the use of color, regulate scanning and provide users with secure printing of confidential documents.
ABOUT THE CARD AUTHENTICATION PACKAGE
· The Card Authentication Package provides an automated process for authenticating a user for access to MFP features and functionality, leveraging standard card reader technology. Installations with greater than about 500 users also require the Card Authentication Server software.
MAJOR APPLICATIONS
· MFP Access Control to eliminate unauthorized usage
· Security of information assets
· Reduce everyday operating costs
· Improved business processes and user efficiency
BENEFITS
· Reduces output costs, for example by restricting the use of color only to authorized card holders
· Improves security and workflow efficiency with scanning processes based on card credentials (when used with GlobalScan NX)
· Protects confidential documents using card access to release documents for printing when sent to shared MFPs (when used with Enhanced Locked Print NX)
· Establishes accountability through cost tracking tied to the identity of individual users (when used with Smart Accounting)
USING CARD AUTHENTICATION PACKAGE
· Simple card validation (compares card information with registered users)
· Users can authenticate at an MFP using the same card issued to access buildings (such as an employee ID badge), so users don't have to remember an additional login and password
· Once authenticated, holders of a valid card can perform copy, scan, fax, and/or use document server functions according to their assigned permissions
· Document release by card authentication solves the problem of documents being taken by mistake by other users printing to the same central machine (when used with Enhanced Locked Print NX)
· Card credentials also control access to the scanning and routing features of GlobalScan NX
IMPLEMENTING THIS SOLUTION
· Utilizes existing Windows network log-in infrastructure
· Basic, Active Directory, LDAP, Kerberos, and NTLM authentication supported
· Wide range of proximity cards supported including: HID, CASI-Rusco, and NxtWtch
· Web-based administration makes it easy to set user privileges including creating user Groups
· Administrators can access job logs by user (using Web SmartDeviceMonitor)
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