HP MFPs and their features - KAPS IT Solutions Pvt. Ltd.

HP MFPs and their features - KAPS IT Solutions Pvt. Ltd.
HP MFPs and their features
HP MFPs are digital printers + scanners + copiers.
Is HP MFP a good printer?
HP is the topmost vendor of office printing equipment since decades. HP is renown to
design, manufacture and service the most productive and cost effective printers. They are
rugged, affordable to buy and economical to run. HP’s MFPs fundamentally use the same
technology as of the renowned HP printers. So when you purchase an HP MFP, you have
bought yourself a very good printer. There are several studies conducted by market
research agencies in the world such as IDC, and they have reported that the volume of
printed documents in the office environment is much higher than the volume of copied
documents. So it is good to have a device which is fundamentally a good printer.
There are a lot of vendors of MFPs who come from a Copier background. The
architecture of such devices is based on a Copier engine and hence they do not have the
same technology which makes the MFP a good printer. If your MFP is not a good printer,
it will reduce the effectiveness of your Printing and Copying infrastructure.
HP’s MFPs are equipped with a Hard Disk Drive and hence can inherently perform1. Private Printing using PIN numbers- A user can choose to store the print job
securely in the printer hard disk by specifying a Job Name, User Name and 4 digit
PIN number. He can then retrieve it when he next visits the MFP by searching for
his job and entering the PIN number
2. Stored Jobs- A user can choose to store commonly used documents in printed
form in the printer hard disk by using the “Stored Jobs” function. When he needs
additional copies of the document, he just prints them from the front panel of the
MFP instead of having to send another print job.
3. MOPYing- (Multiple Original Printing)- When multiple copies of a job is being
printed, if MOPYing is enabled in the printer, after the 1st set of print outs, the
additional copies are printed at full engine speed. This helps save the PC’s
processing power and allows faster return to application, saves network
bandwidth and saves processing time in the printer.
Is HP MFP a good copier?
Everyone is used to the traditional analog copiers used for making copies. They use a
mechanism of photographing the page kept on the glass and exposing a photo conducting
drum with the image and making a copy. For each copy they have to perform the same
photographing method. This mechanism of making copies is inherently of poor quality.
The edges are not sharp, the gray scaling of images is not uniform, and there is no way to
regenerate or correct the image once the exposure is done because these copiers do not
have any intelligence or extra detailed image information to do so.
Digital copying done by HP’s MFPs use the high resolutions and high digital image
sampling quality of CCD scanning elements to capture every detail of the page being
copied. This image is then further enhance to make it sharper and smoother and then
printed on the digital printer. This results in accurate reproduction and consistent quality
of the copied document. Also, since there is only one scan for multiple copies of a page,
the resultant speed achievable by a digital copier is much higher than an analog copier.
Is HP MFP a good scanner?
The scanning element in an HP MFP is a CCD element of high resolution which can scan
in great detail all details of an image, including accurate information of the colors of the
image. This information is then processed digitally with the parameters set by the user,
converted to a file of the desired file type, e.g. TIFF, PDF or JPEG, and stored
appropriately on the network or sent directly as an email attachment to the destination
email id.
HP MFP could be better than a normal single function scanner connected to a PC,
because it automates the entire task of scanning, processing and conversion to a desired
file type, and hence even a relatively unskilled person can operate the same in an
organization. HP MFP’s scanning functions are as simple to use as a regular fax machine.
Just load the paper in the ADF or on the glass, hit the scan button and watch it go
automatically to the chosen destination with no further intervention from the operator.
Is the HP MFP a safe network device?
When you put a device on the network for public access, there is always a chance of
misuse or abuse. Hence HP MFPs provide built-in sophisticated authentication before
allowing a user to use the device. They link up with the LDAP or Active Directory server
or provide Kerberos authentication. So a user can enter the same Username and Password
he uses on his laptop or PC in his organization.
Once the user is authenticated, he can send documents only to those folders on the
network which he has rights for, and if he is sending an email attachment, the FROM
field will automatically have his email id.
HP MFPs also provide 2 PIN numbers which can be provided for 2 individual or groups
for using the network device.
Is the HP MFP a good FAX machine?
A regular analog fax machine usually has a sheet feed mechanism for scanning the paper.
Since it is designed to fax over analog lines, the quality of scanning element is very poor
and hence the resultant fax is always of considerably inferior quality than the original.
Also, if you need to fax a stapled document, you need to remove the staple separate out
the documents and feed them one after the other. If any of the documents are of an odd
size or very thin, you need to be extra careful while feeding through the scanning
mechanism. If there is a jam while scanning, it may tear the original document.
All this can be easily avoided by using the optional FAX card in an HP MFP. The
scanning surface provided by the glass top enables stapled documents to be easily
scanned by just flipping them over one after the other. Fragile documents or odd shaped
documents can also be scanned easily on the glass.
All HP MFPs with FAX cards, perform a function similar to that of a LAN FAX server.
Any PC on the network can directly fax an electronic document from their PC using the
FAX driver and specifying a FAX number. The electronic document such as a Word
document, gets converted to FAX format and faxed out to the destination.
ConclusionWhen you buy an HP MFP, by default, you get a great printer, neat copier, vibrant,
accurate and network safe scanner, and a versatile FAX machine. You win, win, win and
win.
Summary of Default FeaturesPrinter
Copier
Scan-to-email
Scan-to-network folder
Automatic Address books
Authentication
Private Printing
Stored Jobs
Multiple Original Printing
Rugged and economical printer
Neat and fast copier
Simple but versatile scan to email
Simple and high quality scans to network folders
Connect to LDAP server or AD server for replicating
corporate email address directories
LDAP, Active Directory, Kerberos, or 2 Group PIN
numbers
Store jobs securely on the hard disk of the MFP with a 4
digit PIN number and retrieve when needed. Jobs are
listed first by user name and then by file names
Store jobs on the hard disk of the MFP and print copies
of the same when needed. Jobs are listed first by user
name and then by file names
The hard disk drive allows for multiple prints of a
document to be completed very fast, because it stores the
processed images and makes it readily available to
printer when printing the 2nd, 3rd, 4th etc. copy of a
document. This also reduces the network load
considerably.
What more can the HP MFP offer?
Can the HP MFP usage be tracked?
Yes, with the optional MIPA PIN Authentication and Tracking Card. With this card
installed in the MFP, it allows unlimited number of PIN numbers to be allocated to
various users of the MFP. The user needs to enter his PIN number on the front panel
before using the MFP. Once the user is authenticated, using his MIPA PIN number or any
of the existing default Authentication methods, everything that the user does from the
front panel is tracked, i.e. Copy, Scan or FAX is fully tracked. Printing is also tracked by
MIPA PIN card based on the users Windows Login ID.
Reports of all the usage can be viewed in the internal web server page of the MFP if there
is a network connection to the MFP, or it can be printed out from the front panel. If there
are a lot of MFPs on a network, equipped with MIPA PINs, a software called Megatrack
Reporting Tool can be installed on a server/workstation on the network which will poll
all the MFPs and retrieve the tracking information from them automatically. It stores this
information in a SQL database which can be queried for various reports.
Can HP MFP ensure highest levels of security of stored and
printed documents?
Yes, with optional SECUREJET Card. With this card installed in the HP MFP, all print
data between the nodes and the printer can be encrypted with one of the strongest
encryption mechanisms. The print job is also stored on the hard disk of the MFP in an
encrypted manner. Thus, even an engineer who services the MFPs cannot decipher the
stored or printed data.
When the user identifies himself using a MIPA PIN number or any other built-in
Authentication mechanism, only the jobs waiting for that user are shown on the MFP
front panel. User can then choose to print any/all or delete any/all his jobs. If he forgets to
pickup his stored jobs, the printer can be programmed to automatically delete his jobs
after 1 day or more as needed.
This mechanism of securely storing and printing a job is superior and more convenient
than the “Private Printing” mechanism offered by default on the HP MFPs. In “Private
Printing”• User may have to scroll through ALL the usernames of the stored jobs on the MFP, in
order to locate his name. Once he selects his user names, the jobs waiting for him are
displayed. To print or delete each job, the user needs to enter his PIN number.
• The Print jobs are not encrypted when moving over the LAN/WAN or when stored on
the hard disk, hence they are vulnerable to misuse.
Can HP MFPs reduce wastage of paper and consumables?
How often have you noticed a pile of unclaimed print jobs sitting on the printer/MFP at
the end of the day, which is thrown in the garbage can, leading to a lot of wastage of
paper and consumables, and also potentially allowing misuse of sensitive data?
With the optional SECUREJET Card, as described above installed in the HP MFP, you
can reduce considerable wastage of printed documents in your organization. All
documents printed can be enabled with “Store-and-Print” option, which mandates
authentication before retrieval of print jobs. If a user forgets to pickup his print job, the
printer automatically deletes it from the hard disk after 1 day or more as programmed.
This automatically prevents wastage of unclaimed jobs.
Can HP MFPs support my corporate authentication mechanisms
like Proximity Badges, Swipe Cards, Bio-metric Authentication?
Yes, with the optional SECUREJET Card along with a supported optional
SECUREJET Reader. Today, a variety of Proximity authentication cards such as HID,
Mifair, Legic, Merin and Hitag, and other Smart Cards, Swipe Cards etc. are supported.
Fingerprint authentication is also supported, provided it is linked with the Active
Directory information in your organization and you enable authentication using the
Active Directory.
What other Authentication methods do the HP MFPs offer?
HP MFPs can also provide Windows Negotiated Authentication and Netware
Authentication using the optional DSS Software from HP.
Can HP MFPs allow me to pickup my print jobs from any MFP on
my network?
Yes, using the optional SECUREJET card in the MFP and SECUREJET Print Server
software which needs to be installed on Print Servers in your organization. With this in
place, a user can fire the print jobs to the print server where they are temporarily stored in
a secure manner. A user can then approach any nearby MFP of his choice and
authenticate himself. All the jobs waiting for this user on the server are shown on the
front panel. The user can choose to print any/all or delete any/all the jobs. The remaining
jobs continue to be stored on the Print Server and hence can be retrieved later from any
MFP.
What are the workflow features that HP MFPs offer?
Using the optional DSS Software from HP, HP MFPs can provide an ideal On-Ramp for
document management systems. i.e. they can scan and store digitally hard copy
documents and also take in some information from the front panel from the user to index
the documents appropriately, for e.g. Invoice Number, Customer ID number etc. This
indexing information is stored along with the scanned image of the document as a text
file which can be used by any document management system to further process the file
and store it in a database appropriately.
The documents can also be OCR’ed (Optical Character Recognition), so that they can be
searched later for text information embedded in the document.
Can the HP MFPs link up with the LAN FAX server in my
organization?
Yes, using the optional DSS Software from HP, HP MFPs can connect to the popular
LAN FAX servers in your organization such as Ritefax, Winfax, Castelle etc. The HP
MFP then provides a common network scanning mechanism for the users on your
network. Any user can scan a document, enter a phone number and the HP MFP will fax
the document out using your LAN FAX server. Any incoming fax can be programmed to
print on the MFP.
Summary of Optional FeaturesAnalog FAX
From HP
Unlimited PIN
numbers to
authenticate
usage
Track Usage
From HP’s solution
distributor using
MIPA PIN product
From HP’s solution
distributor using
MIPA PIN product
High speed Flat bed FAX, color FAX,
Automatic Document Feeder FAX and
outgoing LAN FAX. This can enable a
company to avoid deploying a LAN FAX
server. Incoming FAX printed and kept in
designated output bin.
MIPA (Megatrack-in-Printer) PIN product
when purchased provides capability to add
unlimited PIN numbers for authenticating
usage of COPY, SCAN and FAX functions
MIPA PIN product when purchased and when
Authentication using PIN number or LDAP or
AD or Kerberos or Netware is enabled, tracks
usage of all COPY, SCAN and FAX functions.
Print jobs are also tracked with help of
Windows login ID of the user who sent the job.
All the tracking data can be observed or
exported using the embedded web server or
free server software provided
Print Securely
and Retrieve
conveniently
From HP’s solution
distributor using
SECUREJET
product
Especially to
reduce wastage
of unclaimed
documents
Authentication
using Proximity
Badges, Swipe
Cards, Thumb
print scanners
Authentication
using Windows
Negotiated or
Netware
Scan-toWorkflow
From HP’s solution
distributor using
SECUREJET
product
LAN FAX
connectivity
From HP using
DSS software on a
server
The Private Printing feature provided by HP by
default needs the user to scroll through ALL
jobs stored on the hard disk by ALL users to
pick his own job. Also, jobs stored are not
deleted automatically in case user does not
pickup the same. SECUREJET allows
unlimited PIN numbers to be assigned to users.
Users can choose to print securely and their
jobs are stored in their mailbox on the hard
disk. When they enter their PIN number on the
front panel, they are shown only their jobs on
the screen. They can choose to print or delete,
some or all the jobs. If they do not pickup their
jobs in a few days as may be programmed, the
jobs automatically get deleted from the hard
disk.
SECUREJET can be augmented to provide
automatic authentication using corporate ID
mechanisms such as HID proximity badges,
Swipe Cards or Thumbprint scanners
From HP using
DSS software on a
server
Additional authentication mechanisms using
Windows Negotiated or Netware
From HP using
DSS software on a
server
Scan documents and store in a network folder,
along with a file containing indexing
information taken from the user as input from
the front panel. Entry point material for a
Document Management System in a company,
if they have one.
If the company has a LAN FAX server from
any major vendor, the HP MFP can be used to
digitize hard copies and send to the LAN FAX
server for FAXing out.
What to buy when?
Customer- I want to print, copy, scan-to-email, scan-to-folder and fax, and I want to
authenticate usage through my Window’s Authentication system
Sales person- Provide HP MFP along with Analog FAX card for each HP MFP and HP
DSS software on a server
Customer- I want to print, copy and scan to network folder and authenticate usage for
more than 2 users, but I do not want to track any usage.
Sales person- Provide HP MFP along with MIPA PIN for each HP MFP
Customer- I want to print, copy and scan to email. I also want my prints to wait for me
to authenticate myself at the front panel using a PIN number and only show my own jobs
for printing. I also want the jobs to delete automatically in 2 days.
Sales person- Provide HP MFP along with SECUREJET AUTH-FP for each HP MFP
Customer- I want to print, copy, scan to folder and FAX from the glass and any PC on
the network, and I want to track all usage using PIN numbers
Sales person- Provide HP MFP along with Analog FAX card + MIPA PIN for each HP
MFP
Customer- I want to print, copy, fax, and I want to authenticate usage through my
LDAP/Active Directory system
Sales person- Provide HP MFP along with Analog FAX card for each HP MFP
Customer- I want to print, copy, scan and FAX, and I want to authenticate usage using
my company’s HID proximity badge ID card, and track all usage of print, copy and scan
Sales person- Provide HP MFP along with Analog FAX card + MIPA PIN +
SECUREJET-AUTH-PX/HID for each HP MFP
Customer- I want to print, copy, scan and FAX, and I want to authenticate usage using
my company’s Mifare proximity badge ID card, and track all usage of print, copy and
scan and retrieve my print jobs from any HP MFP on the network.
Sales person- Provide HP MFP along with Analog FAX + MIPA PIN + SECUREJETAUTH-PX/Mifare + SECUREJET SMP for each HP MFP and SECUREJET PS for each
customer Print Server.
Customer- I want to print, copy and scan to my Document Management System along
with some indexing information of each document I scan to be entered on the front panel.
I also want the documents to be OCR’ed so that they can be searched later for embedded
text information. I want to authenticate all usage on the device and also track all usage
using PIN numbers assigned to users.
Sales Person- Provide HP MFP along with MIP PIN card for each HP MFP and HP DSS
Software on a server
For further information on how to configure your solution and
price it, please contactIn HPGirish Krishnamurty
Technical Consultant and Solutions Architect
Mobile number- 98453-79273 (Bangalore)
Email: girish.krishnamurthy@hp.com
HP’s Solutions DistributorKAPS IT Solutions Pvt. Ltd., Bangalore.
Contact person-J Raviraj, MD
Mobile number- 98440-07905 (Bangalore)
Email : corporate@jetprints.in; raviraj@jetprints.in
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