Security in Managed Print Services Toma Janiauskien | Arno t - PowerPoint PPT Presentation

Security in Managed Print Services Toma Jančiauskienė | Arno št Matějka

MFP is a tool integrated into business processes 2

Security 3 Occupational safety Video systems, parking control IT – CYBER SECURITY Physical protection Automatic gates Traffic safety Light signals for air navigation IT security Systems, servers Health protection Network printers Civil safety Bank transactions Fire - security Personal data, equipment ... Information systems, alarms

Security in MPS? 4 Server security Access control Printer security Processes

Case study 3000 26 67 mln eur Public employees companies turnover utilities

Scope of Works 350 work places 9 multifunction devices 2 locations Access control: no cards, no PINs

Results 4 months of work 5 companies involved 12 persons project group

9 Document capture Paper and digital documents capture and delivery. Print Management Full featured AAA solution witn advanced features. OptimiDoc = All-In-One Solution

Document capture 10 OptimiDoc Scan securely capture, process & route paper or digital documents into customer business processes.

How does it works? Capture Process Route MFP/ Local archives Scanners Email Mail servers DocumentCapture Folder Cloud storages Smart Custom processing devices

Capture MFP/ Smart Email Folders Scanners devices Embedded scanning application Authentication & Access Rights Serured authentication by PIN, Login&Pass, Card, User list. Predifines access rights based on user, group, department. Metadata definition Multiple metadata types including text, list, date, SharePoint list, … Scan settings Definition of page size, color, sides or resolution. Support for job assembly.

Capture MFP/ Smart Email Folders Scanners devices Documents extraction from email Mailboxes assigned to workflows Definition of multiple mailboxes with assigned workflow for processing and document routing. Automatic user account assignments Based on the sends email is document automatically assigned to User. IMAP/POP3 support Supported both standards including SSL encryption.

Capture MFP/ Smart Email Folders Scanners devices Hot-Folders support COMPANY ID Unlimited folders support Different processing of documents for each predefined .../invoices/ .../3M/... /201310558/... hotfolder. /201310559/... Metadata extraction .../INTEL/... Support of subfolders for definition of metadata including user identification. .../HP/... PDF/TIF processing Both formats are supported for processing of dcuments

Capture MFP/ Smart Email Folders Scanners devices Mobile application for capture Mobile camera support Application use the mobile camera for document capture including advanced image processing. Multiple workflows User can select workflow and also enter metadata directly on mobile phone or tablet. Platform support Application available for iOS and Androin platforms trough MarketPlace or AppStore.

How does it works? Capture Process Route MFP/ Local archives Scanners Email Mail servers DocumentCapture Folder Cloud storages Smart Custom processing devices

Process 17 Image Barcodes Separation OCR Zonal OCR enhancement recognition Improvement of image quality Autodetection of page orientation Automatic detection of document orientation for proper OCR processing. De-skewing, De-speckling & Texture filtering Removal of noise from documents and unwanted textures like a background color. Splitting facing pages and blank page removal Simplified scanning of books and simplex/duplex documents.

Process 18 Image Barcodes Separation OCR Zonal OCR enhancement recognition [barcode; \n;4] [barcode; 1;1;contable] Standard barcodes recognition Different barcode standards I20130579 Support of more than 20 1D and 2D barcodes: Coda, EAN, UPC, PDF417, QR Code, … I Invoice OptimiDoc s.r.o. Operation with bacode value Sedláčkova 22 A Agreement Substring selection, separation by character or value 628 00 Brno O Order CZ29294258 conversion by conversion table. [barcode;-;1] I2013452-CZ29294258-BSOPIK

Process 19 Image Barcodes Separation OCR Zonal OCR enhancement recognition Bulk scans processing Separation by different objects • Barcode with regular expression • Blank page • Text/Barcode zone with regex • Predefined number of pagess

Process 20 Image Barcodes Separation OCR Zonal OCR enhancement recognition Document conversion to the most used formats Best OCR technology Utilization of ABBYY FineReader SDK with best quality of recognition. Multilanguage support Available supprot of nearly 200 languages. Supported formats Document conversion to the most used formats like a .docx,.xlsx,.pptx, .txt, sPDF/A …

Process 21 Image Barcodes Separation OCR Zonal OCR enhancement recognition Automatic processing of structured documents Specific data extraction for structured documents Extract parameters for indexing, naming or destination definition directly from document Web designer Definition of zones by Zone designer in OptimiDoc web interface. Zone as a separator Specific text or barcode can be set as an identificator of new document.

How does it works? 22 Capture Process Route MFP/ Local archives Scanners Email Mail servers DocumentCapture Folder Cloud storages Smart Custom processing devices

Capture 23 Document Destinations Notification naming Filename definition user System parameters Set of predefined parameters for document naming like a time time, date, device, user, … metadata Metadata data parameters Metadata entered by user or extracted from documents barcodes can be used in document final name. …

Capture 24 Document Destinations Notification naming Document delivery Standard connectors to different archives OneDrive Folder SharePoint Fax server Set of predefined parameters for document naming like a time, date, device, user, … Multiple destinations for one scan Google Drive Email OptimiDoc Metadata entered by user or extracted from documents can be used in document final name. FTP Script DropBox

Capture Document Destinations Notification naming Warning/Errors notification Customizable notification about scanning results Set of parameters to provide detailed information about results of documents processing like a number of originals. Backup destination Definition of backup destination for unsuccesfully stored documents.

Print Management 26 OptimiDoc the provides the authentication, secure printing and document accounting solution most companies.

How does it works? 27 Reporting Access control Printing Monitoring PrintManagement

Access Control 28 Access Rights Authentication Encryption No public usage… Authetication methods OptimiDoc locks the device/application until the user authenticates by Card, Mobile, PIN, Login & Password, User list or combinations. Card assigment Assigment of unknown card by user Login & Password or PIN. Automatic PIN generator Generation for users without PIN or Card with email notification.

Access Control 29 Access Rights Authentication Encryption Access for specific functionality Group access rigths Functionality limitation based on groups. Every group cloud have assigned users or departments. Device/OptimiDoc features access Enable/disable access to device functions like a print, scan, copy or color usage. AD/LDAP groups replication Easy replication of groups from Active direktory or LDAP.

Access Control 30 Access Rights Authentication Encryption Secured data all the way Communication encryption Complete communication between server and device could be encrypted by SSL including the print data trough IPPs

How does it works? 31 Reporting Access control Printing Monitoring PrintManagement

Printing 32 Mobile printing FollowMe/Print qeues Print terminal Rules system End of stolen documents from printer tray Pull print Print jobs are stored on OptimiDoc server till user ask for them on selected device. Follow Me Thanks to user identification OptimiDoc can send the documents to exact device where the user is. Direct printing User can send document directly to print on defined device and OptimiDoc track all the information.

Printing 33 Mobile printing FollowMe/Print qeues Print terminal Rules system UI interface directly at MFP panel or user mobile MFP print terminal Advanced print terminal with • Pull print & Follow Me • Job management • Finishing options like a color, duplex, stapling, number of copies • Full job preview Mobile print application iOS and Android applications providing same functionality for MFP and also network printers from mobile/tablet.

Printing 34 Mobile printing FollowMe/Print qeues Print terminal Rules system Print from anywhere you need… Mobile print Mobile printing functionality via mail server or Google Cloud Print. Support of Office documents, PDF, images without Microsoft Office installation. Print connectors Direct access to cloud storages and folders from device panel. Supported destinations Google Drive, DropBox, Folder, OneDrive or SharedQ. Guest printing Visitors can print trough predefined email address. After first print visitor get access codes to devices and OptimiDoc sets predefined rights.